SME Tender Systems: Gap Analysis Questionnaire

29-09-2015

Occupational Health and Safety, Quality and Environmental Management compliance are key procurement decision factors in the modern business climate. These guide the ability for a company to reduce project risk and show surety of operations to clients in both private and public sectors alike. As a result, our consultants are regularly called upon to use their strategic project planning skills as well as in depth knowledge of compliance to assist organisations mature their organisational management systems. Often, with strong positive results and leaps forward in staff development through the process.

Below is a questionnaire used by our consultants to assist companies review their tendering systems, a ‘gap analysis’ of the companies process to ensure a well-rounded approach has been developed and followed.

Market Knowledge:

You need to first understand the market that your business currently operates in, ask yourself the following questions.

  • What are the Strengths, Weaknesses, Opportunities and Threats (SWOT) of the business? (Undertake a SWOT Analysis) to determine where your core abilities lie.
  • Which market(s) does the business want to be in now? And in the future?
  • Who / where are the customers and growth areas?
  • What attributes does your business need as a minimum to enter the market? (i.e. Qualifications, Registrations, Licenses, Certifications etc.)
  • What are the Political, Economic, Social, Technological, Environmental and Legal (PESTEL) factors affecting the market at present? How do these affect your pricing and ability to undertake the contract?

Identification:

Identify how tenders are released to your chosen market sector and how you will stay informed of their release.

  • Where are the jobs/tenders released?
  • How are jobs/tenders received?
  • Where is the business most successful in tender application?
  • How are tenders received filed and saved by the business?
  • Who is accountable for ensuring the business is kept informed of new tenders released?

In addition to various government and council websites, some websites which assist identification of tenders can include:

Application:

Define your process for project application and management.

  • What can be provided following from a job/tender enquiry?
  • How are the organisational competencies communicated to the market?
  • Are tenders saved in a systemic order, ensuring all relevant details are captured?
  • Are tenders assessed as being able to be completed by the firm before application (how are necessary area managers consulted?
  • How can the business ‘differentiate’ their submission?

Maintenance:

How do you manage client and/or prospective client relationships during the application process?

  • Do you schedule regular phone calls and discussion points during the application decision process? (if welcomed)
  • Do you monitor released addendums to ensure any changes/information released is received?

Review:

Learn from your mistakes and improve your systems for next round.

  • What factors influenced the purchase decision?
  • Are systems/processes updated following (reasonable) constructive feedback?
  • Are testimonials gathered from ‘success stories’ and used within marketing material?
  • How past clients kept in contact in to ensure we have first look at upcoming projects?

For more information and assistance in the development of tendering management systems get in touch with the SafetyZone Consulting team.