Tender support: description, services and features

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

Business schemes in Russia are becoming more complex over time. Bidding organizations need to go through important steps to ultimately win an order.

Methods for identifying suppliers

Procurement under the contract system is a multicomponent chain of legal stages. Possible errors in the process can lead to loss of time, economic profit and, importantly, the company's reputation. Therefore, it is so important to know the rules established by law.

According to statistics, the ways to determine the supplier are as follows:

• through electronic auctions;
• in open competitions;
• supplier unity;
• quote requests;
• other options.

The tendering process is a complex regulated procedure with various aspects and pitfalls. To achieve success, it is necessary to take into account the requirements of regulatory documents and rely on existing experience in this area.

Most organizations applying for a tender do not have their own employees with a sufficient level of competence. For this reason, company management prefers to usetender support services provided by independent firms.

What prevents direct participation in contests?

Companies are reluctant to bid on their own for several reasons:

• large number of legislative and regulatory documents;
• permanent changes in the rules of procedure;
• strict requirements for contestants;
• lots of necessary documentation.

Companies involved in tender support have the necessary knowledge in the field of legislation and can correctly apply it according to the situation. Cooperation with them will help reduce possible risks and develop the necessary strategy for participation in the procedure, as well as minimize controversial nuances.

Complex and local support

Tender support can be complex and local. Comprehensive service steps:

• procedure for finding the right event on special sites;
• creating a package of documents, filling out an application;
• passing through the procedure of bidding and auctions on behalf of the customer;
• registration of electronic signature;
• electronic company accreditation;
• assistance in lending for the tender;
• consultations on legal, organizational and technical issues;
• preparing company employees for tender activities.

Tender support for a company may include some of these services, as well asa full range of. It all depends on the qualifications of the company and the financial potential of the customer company.

Local tender support may include:

• one-time service that solves any one problem;
• permanent provision of only one service (for example, reissue of a digital signature).

Tender outsourcing

Tender outsourcing service can be part of tender support and be short-term.

Who benefits from tender outsourcing? Service may be required:

• companies with no contest experience;
• organizations that do not have specialists involved in bidding;
• firms that need a one-time service in preparation for the competition;
• organizations accustomed to using outsourcing support for all non-core activities.

Advantages and disadvantages of the service

The advantages of such services include:

• freeing up time for specialists in the state to perform basic tasks;
• no need to keep an employee specializing in competitions;
• no errors in tender documentation.

Disadvantages include:

• the customer also has to prepare the necessary documents for the tender;
• high cost of tender outsourcing;
• there is no 100% guarantee that the contest will be won.

Criteria for choosing an organization for cooperation

When choosing a company to conclude a contract for tender support, you need to pay attention to several points. It is important not to fall for the tricks of scammers. How to distinguish unscrupulous firms? They have some features:

• provide false guarantees;
• reduce prices;
• have no information about their own clients;
• report very short deadlines for work;
• Trying to implement an all-in-one service without providing individual services;
• are engaged in the rapid execution of the necessary documents.

Companies lacking sufficient qualifications and experience are characterized by similar characteristics. Cooperation with them can expose the organization to various kinds of risks, which may result in civil, administrative and even criminal liability.

The low cost of services should attract attention in the first place. Companies already involved in these types of deals know how complex the service can be and how many people have to be involved in the work to achieve the desired result.

Specialized companies spend impressive amounts to train employees, are constantly monitoring changes in legislation. Therefore, the prices of such companies a priori cannot be low. The cost of tender support consists of a whole range of services provided.

Usually a company provides a price list for its services. On average, the cost of the service starts from 15-20 thousand rubles for support within a month. However, you need to understand that the final amount will be determined by individual nuances depending on the tasks of a particular client.

Rules for successful bidding

Before using the services of outside companies, it is worth considering some points:

1. Determine the end goal of bidding. It is important to think over the volume and schedule of orders to be fulfilled.
2. Any steps that you can do yourself should not be outsourced.
3. You should not expect outsourcing to solve all the problems associated with the competition. This is just one of the tools, and not always guaranteeing a positive result.
4. Even when cooperating with an outsourcing company, you will have to participate in the preparation of documentation and communicate with consulting companies.
5. You shouldn't fall for the low prices of some companies. When choosing an outsourcing organization, you should first familiarize yourself with the prices of some of them, then the optimal cost of the service will be clear.
6. When choosing an organization, you should consider this process carefully and scrupulously. The company must have sufficient experience, qualifications, an appropriate list of clients, approved tariffs, developed documentation.
7. Don't believe the unconditional promises of outsourcing organizations promising success in the competition. No company can guarantee a 100% bid win.

Does it make sense?

If an organization is constantly bidding to attract new customers, hiring companies to accompany this process is likely to be unprofitable. As a rule, teaching these skills to specialists in your company will be a more convenient and cost-effective way of doing business. It may be necessary to create a department dealing with competitive activities.

If interest in bidding arises infrequently, is of a short-term nature, then the service of tender business support from outsourcing firms will come in handy. In this case, it will be convenient and profitable.