Top tips for running a PPE tender

ESOURCING, TENDER, Best Practice, PPE
Covid-19, Blogs, Top Resources, Best Practice Article, Learning materials, Best Practice

In the current climate, PPE supply has become a hot topic for everyone, not just procurement. With this in mind, we wanted to take this opportunity to highlight some lessons we’ve learned and put into practice during a recent PPE tender.

1 – Don’t just ask about price. Whilst ultimately price is likely to be key (and often the most critical factor) in your decision-making, it’s also important that you get a sufficient understanding of the suppliers themselves so you know who you’re awarding the business to. We recommend a quick pre-qualification questionnaire and some additional questions before launching straight into pricing.

2 – Optimise your lot structure. Particularly in times of short supply, we recommend really thinking about your lots to ensure that your event is easy to run, but also maximises participation and savings. Different types of items can be separated into a number of lots to allow niche suppliers to bid on certain items but not others. Splitting your items into core lists and baskets will improve tender efficiency yet also cater for price mechanisms across the catalogue.

3 – Cast the net wide. There are hundreds of suppliers out there, so involve them all to find your perfect supply partner. This should be easy when using an online platform!

4 – Give clear specs. The more information you can give suppliers up-front, the more accurate their quotes will be and the fewer questions you’ll need to answer during the tender process. For example, ensure that graphical drawings & fabrication details are included for embroidered logos etc.

5 – Ask for alternatives to create ideas for value-add beyond the purchase price.

6 – Include all service details. Where prices are very similar, sometimes the level of service you’ll receive might make all the difference. Remember to ask about all the relevant service details such as online ordering, warranties, replacements, lead times, order frequencies etc.

7 – Consider an auction. For those facing the prospect of increased costs on their generic (non-medical) PPE as a result of Covid-19, why not consider running an online auction? This is a great way to understand and take advantage of the current market rate.

To help you get started, we’ve created a PPE Template with examples of the questions we’d recommend asking and our suggested approach. Check this out in the Sandpit by selecting it from our list of Global Event Templates. We also have PPE category page with some further useful information.

April 29, 2020

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