Learning from the experts – Define your lot structure
Like office supplies, this is one of the more popular categories on which to run an eTender. However, many Hosts can underestimate the level of work required to make this category a success. The first point of call is to obtain your previous year’s annual volumes either from your purchasing systems or from your incumbent suppliers.
Our recommendation is to examine breaking the category down into the main constituent elements although this does depend on your spend and desired outcome. Then to create a core list of items (use the pareto rule on your spend), an alternative core list and a basket. See our guides on MLIBS (Multi-Line Item Bidsheet) or download here. This structure will give you the opportunity to consolidate suppliers and your requirements.
The key to the structure is having an idea of what you want the final outcome to look like. Do you want a single supplier, or different suppliers based on geography or even different suppliers based on different groups items. Also what will suppliers bid upon. In other words, you need to consider the supplier facing market categories.
Next you will need to work on your SLA’s (Service Level Agreements). Some of the things you may want to include/ consider: Regulations, Training, Instructions, Maintenance, Storage, Recordkeeping, Stocks Levels, Ethical considerations, Repairs, Minimum order quantities, Lead times, Scheduled orders, ad hoc orders