1. Ensure Supplier partners have the capability to comply with the SOW when selecting them as a preferred partner to quote
  2. Be clear on desired outcomes
  3. Identify deal breakers early in the planning phase
  4. Identify and engage all the necessary Stakeholders to ensure clear communications and alignment 
  5. Ensure ESG components form part of the BID process and Supplier partners are engaged on ESG
  6. Ensure all Safety related matters are agreed on and incorporated into the RFP
  7. Review any specific Certifications required in the BID deliverables with the Supplier partner

Key Points

RL-015  Ver 1.0 (Jan 24)

Determining the Project timing is the first key step to ensuring a successful Bid to Contract phase.  Take into consideration the steps and time required to obtain market data, pricing, benchmarking information and the time required by the Supplier partner to make their offer.

Work with the Client to understand their specific requirements and any specifics from their Contract Flow-downs.  Document and agree on all components.  Clarify any uncertainties before moving on.

Commence documenting the SOW and RFP templates. This should include any key outcomes and deliverables from the Supplier partner.

Use the Supplier Selection Tool to obtain details of the Strategic / Preferred suppliers that can be used to provide quotes.  Where a Supplier partner does not exist contact the Regional / Global Category Management teams to provide recommendations.

Ensure the RFP issued by the Supplier partners aligns with and conforms to any relevant standards for the supply of services or installation requirements of any equipment.

Following upon from the step 5 - continue to obtain data for your Should be Cost Modelling which will provide the necessary comparative costs for the RFP analysis.  Access the Category Pricing Calculator to assist on this.

To conclude the final step of the data preparation complete a background check on Local / Regional Benchmarking.  The Benchmarking tool can be accessed and used to complete this step.

Where required as part of the Client contract, it is important to understand the Key Cost drivers and Savings Levers to be applied to the RFP.  Use the sections from the Playbook on Savings Levers to assist on Glidepath savings.

After completing steps 1 through to 8 and any other requirements, complete a cross-check of your data with your Category team to ensure you have all components covered.  A good point to remember is to check, re-check before commitment.

After completing a review, prepare and complete the RFP in Zycus. Issue the RFP to the Supplier partners agreed upon. Establish Supplier partner response dates that meet the initiative timeline and the Client objectives.

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Useful Links

1:

Establish Project Timing

Resource Library 

Process Guide - (RFP Bids)

Resource Library

Before applying ANY services or equipment on site it it "Imperative" that a RISK Assessment of the site has been completed and discussed with the Client and ideally the Director of Security for the region / country.

RISK ASSESSMENTS ARE A MUST TO ENSURE PROPER COVERAGE AND VALIDATION OF SERVICES

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Important !!

2:

Establish an agreement with Client on key requirements

3:

Develop SOW / RFP Documents

4:

Supplier Selection

5:

Obtain data on relevant Codes and  Standards

6:

Develop "Should-cost" Data

7:

Check Benchmarking Data

8: 

Develop Savings Levers

9:

Check with  Category leads for data accuracy

10:

Issue the RFP