The daily life of many companies is marked by the need to find solutions, whether for the acquisition of goods or services that help provide continuity to their operation. In this context, they must turn to suitable third parties who contribute to the fulfillment of strategic objectives in the short, medium and long term. This is where the execution of bidding processes becomes common practice. Unfortunately, for some it becomes the immediate start and end of the process due to the lack of proper gear for its completion. 

The structuring of a tender seeks to cover all perspectives: legal, financial, functional, technical, operational, among others, to find the ideal candidate who can support the strategic need. However, in many cases, the overload in the demand for specifications, the high document load and, especially, the lack of an adequate tool for traceability and control, make the process unmanageable, leading in some events to its early cancellation.

What should be taken into account when bidding? 

It is crucial to have some key factors before embarking on a bidding process that will help you not give up along the way or make any inaccuracies: 

Be very clear about the objective of the process you want to start

It may seem basic, but in some cases, the lack of precision can bring the wrong proposers to the table or slow down the process by not finding interested parties. 

Have digital support tools

The development of a tender based on manual and physical processes can become a true nightmare as there is no control over what information is updated, where the documents of each bidder rest, who are interested in participating, how to organize the information without mixing the legal, financial or functional. 

Make a clear definition of the resources to be assigned

It may occur that the precision regarding the budget to be assigned as a border or limit is not made at the appropriate time and then, halfway through the process, it becomes evident that there is no way to move forward with the project.

The best alternative is to carry out a digital, traceable process that allows suitable candidates to be defined, that allows each chapter to be managed by the proposers to be clearly divided and where they can have control of each one (from the delivery of documents to the evolution in the process). Likewise, the system must allow doubts to be clarified online and give each proposer a clear view of how the process is progressing. Finally, and not a minor point, it must provide step-by-step transparency where an auditor role can corroborate the proper execution of the tender.