European tendering can be learned: Awarded, not yet completed
The tender has been completed, the contract has been awarded, and the contract has been signed; so, we're done! I disagree. A common situation is that a tender is seen as a standalone process within an organization, but a tender is part of an ongoing process. When a tender has been completed for a new service or product, it is essential not to simply close the book on that tender. Lessons learned before and during the tendering process are important to consider.
1 Ensure continuity in the tendering process in the future
A tender is sometimes seen as a standalone process. In many ways, this can lead to the loss of knowledge, money, or time. Therefore, find a way to make a tender an integral part of an ongoing process. A tender, transition, and contract execution are not separate processes but components of a chain. By smoothly connecting these links, time, money, and energy can be saved, ultimately benefiting the overall process's quality.
2 Evaluate
Schedule an evaluation with all parties involved. It can be effective to discuss the lessons learned with the individuals involved in the tender and plan next steps, as well as to evaluate with the tenderers. Embed this knowledge in the organization and ensure that it is applied in possible future tenders.
3 Effectuate your agreements
During a tender, you have made various requirements regarding collaboration with a new supplier. After awarding, it is essential to effectuate these agreements. This includes:
- Establishing a communication structure
- Setting up reporting (including follow-up)
- Finalizing documentation, such as SLAs, DAPs, DFAs
- Setting decision-making lines (central or decentralized)
4 Knowledge transfer
If everything went well, you involved all stakeholders in the execution of a contract throughout the tendering process. However, a tender might start at your neighbors' place soon. Ensure that all the knowledge and experience you have gained are not lost but explicitly shared. Make it clear what went well and what did not in your situation; perhaps this could help someone else a long way. Dare to learn from the mistakes you made and ensure that others do not have to make those mistakes again.
5 Update your demand calendar
A tender is part of an organization's demand calendar. This demand calendar includes all upcoming activities related to contracts and tenders. Update it as soon as a new contract is awarded so that you will not be surprised in the future.
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