Avoiding last minute panic buys

  • Published on: 19 December 2016
  • By: Frances Talman

Christmas is around the corner and the festive spirit is buzzing all around us in everything we do.  May that be putting up the Christmas tree, attending parties, or shopping for friends and family. Shopping for presents is one of those things that some people enjoy and are good at, others dread and leave until the last minute. In 2014 it was reported 23 million people still had shopping to do on Christmas Eve! When you are gearing up for a big Christmas it is important to prepare and plan in order to realise that dream Christmas.

Similarly when you are looking to run a tender to procure goods, or services it is important that you plan and plan and finally, plan some more.

Here are our top tips on planning an effective procurement exercise;

  • Know what you want to achieve - Have clear goals and have an understanding of what needs to be achieved.
  • Spend time planning – Break down the work involved into simple steps and then have a plan to achieve them.
  • Have sufficient experienced resource - How are you going to resource the project? Define what you need in terms of people, time, systems and tools to deliver the plan.
  • Establish roles and responsibilities – Make sure everyone involved understands the objectives, their roles, responsibilities and commitments.
  • Observe legalities – Ensure compliance with EU Procurement Directives, domestic legislation, Contract Standing Orders etc., particularly in respect of advertisements, invitations, and receipt/opening of tenders, timings, evaluation procedure and approvals.
  • Prepare clear and concise tender documents - Specify clearly what you want and describe in detail how tenderers are to respond to you tender and price their submissions.  .
  • Ensure procedures provide a clear and auditable process - The whole process should be adequately documented and recorded to demonstrate the decision-making processes to others, especially if challenged.
  • Review, review, review - Review your plans before commencing. Do not ‘rush’ things unless it is a real emergency. Inadequate time in the planning stage will lead to problems. Spending time up front is recouped many times over if the tender package is well defined, concise and complete and instructions to the tenderers are clear.

Failing to plan is planning to fail.

Holiday greetings and a happy New Year to one and all from the eXceeding team

For further information on Procurement, visit our Procurement services page.

Email [email protected] or call 03333 555 111 for all enquires.