The process to follow for the assessment of applications/tenders in order to appoint the best possible service provider for the job. (1) 3.2. How possible recommendations should be communicated to the procurement department. (1) 3.3. How, when and where service provider agreements should be drafted, negotiated and signed (and by whom)? (1) 3.4. How the decision of which service provider was appointed will be communicated to all other service providers who applied. (1)
1. Assessment of applications/tenders:
- Review all applications/tenders received against the criteria outlined in the procurement documents
- Evaluate each applicant based on their qualifications, experience, references, pricing, and ability to meet the requirements of the project
- Score each applicant and create a shortlist of the top candidates
- Conduct interviews or presentations with the shortlisted candidates to further assess their capabilities
- Select the best possible service provider based on the evaluation process
2. Communicating recommendations to the procurement department:
- Compile a comprehensive report detailing the assessment process, including scoring criteria, evaluation results, and the rationale for choosing the recommended service provider
- Submit the report to the procurement department for review and approval
- Clearly communicate the recommended service provider and reasons for selection to the procurement department
3. Drafting, negotiating, and signing service provider agreements:
- Once the procurement department approves the recommended service provider, draft a service provider agreement outlining the terms and conditions of the contract
- Negotiate with the selected service provider on any specific terms, pricing, or requirements
- Ensure that the agreement is reviewed by legal counsel before finalizing
- Have the agreement signed by authorized representatives from both the organization and the service provider
4. Communicating the decision to all other service providers:
- Notify all other service providers who applied for the project about the decision through a formal communication
- Provide feedback to unsuccessful applicants on why they were not selected and offer any constructive criticism or feedback for improvement
- Thank all applicants for their interest in the project and encourage them to apply for future opportunities.