You have been put in charge of contracting a service provider to service all your organisation's fleet vehicles
3. Now draft a flowchart with key-notes explaining the following:
3.1. The process to follow for the assessment of applications/tenders in order to appoint the best possible servic 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 provide
3.1. Assessment of applications/tenders for service provider selection:
Start: Receive applications/tenders for fleet vehicle servicing
- Review applications for compliance with requirements
- Score applications based on criteria such as price, experience, references, etc.
- Shortlist top candidates for further evaluation
- Conduct interviews or site visits as necessary
- Select the best service provider based on evaluation
End: Appoint service provider for fleet vehicle servicing
3.2. Communication of recommendations to procurement department:
- Document the evaluation process and reasons for selecting the chosen service provider
- Prepare a formal recommendation report
- Submit the recommendation report to the procurement department for final approval
3.3. Drafting, negotiation, and signing of service provider agreements:
- Draft a detailed service provider agreement outlining scope of work, terms, and conditions
- Negotiate terms with the selected service provider to ensure mutual agreement
- Obtain necessary approvals from relevant stakeholders such as legal department or management
- Sign the service provider agreement by authorized signatories from both parties
3.4. Communication of appointment decision to other service providers:
- Notify all other service providers who submitted applications/tenders of the decision
- Provide feedback on why they were not selected
- Offer opportunities for future collaboration or bidding on other projects