This webinar begins by defining the difference and focus of quotes, bids, and proposals as well as selecting the right format to match the purchase. These documents are critical to the success of contract management/administration as well as the ultimate outcome of the project. Bids require a significant base of suppliers qualified to bid and may require a show of interest and capability before access to the bid package. Bids are based on proven specifications and products or services enabling easy comparisons.  Proposals are used when more guidance is required from suppliers in delivering outcomes. Also, the bidding process may include two or more phases such as in a technical bid or a clear understanding that there will be some negotiating after the bid is awarded.

It is important to consider quotes, bids, and proposals as part of an extended process beginning with the identification of a need all the way to the completion of a project or a purchase including a “lessons learned” wrap-up. Contract administrators or managers are an important source of information for improving the process through their experience of what worked and what did not.

Laying the groundwork including historical information, past experience with a product or service, informed personnel, contractual terms and conditions, standard information, and industry specific information will reap a more inclusive document and ultimately improved supplier responses.

The program will discuss and provide examples of standard information such as the closing date for completed responses, project start and end dates, reporting requirements, payment scheduling, etc. Those preparing the bid or proposal need to consider the industry specific requirements such certifications, quality levels, and industry standards. Today, many organizations are using electronic bidding processes to identify potential bidders, forward information, receive completed documents, and assist in reviewing responses.

Successful documents are also well written grammatically and formatted for easy readability. The editing process is critical and should also be done by uninvolved parties.  Those reviewing the final version must consider the fairness element. Will this request for bid or proposal ensure that all qualified bidders will have an equal opportunity to gain the business and that reviewers will be able to fairly consider all responses.

Those responsible for the process will need as well to consider how bidders’ questions will be answered and the need to include all bidders in answers to those questions.

Areas Covered

• Quotes, bid, proposals defined
• Focus of each of the processes
• The flow from the need to contract administration
• The impact of quotes,  bids, or proposals on the success of
• Selecting the best source of supply
• Developing the contract
• Administering the contract
• Bringing the project in at budget and on time
• Quotes, bids, or proposals – when used
• Request for Information and Request for Qualification
• Bidding versus negotiations
• Types of bids – two-step, technical, sealed, negotiated
• Required meeting attendance
• Why quotes, bid, and proposals often do not deliver required results
• Standard information
• Industry specific information and considerations
• Historical archives
• Laying the groundwork
• Needs assessment process
• Input from all the right sources
• Formats and templates
• Contractual terms and conditions
• Contract review
• Steps in writing the document
• Rules of writing (spelling, grammar, clarity, format)
• Steps in keeping the process ethical and fair
• Introduction of Technology
• Examples of Request for Quotations, Request for Quote, Request for Proposals

Course Level - This webinar is a good review for those at advanced levels and critical to anyone at the intermediate and fundamental levels

Who Should Attend

• Supply management personnel (purchasing, procurement)
• Anyone in an organization who also is involved in purchasing services or materials
• Engineers
• Research and Development
• Safety Managers
• Human Resource Managers/Supervisors

Why Should You Attend

Supply management personnel (also known as purchasing, procurement, buyers) are the main group that deals with bids, quotes, and proposals. However other professionals working in the human resources, finance, manufacturing, engineering, and safety areas may occasionally be involved in these processes.

Anyone in an organization that is involved in the bidding and proposal area prior to purchasing goods and services.