Conducting tenders for the provision of services and the purchase of goods. Features of government, commercial procurement and procurement by certain types of legal entities

Organizing a tender is a business event at which the customer will be able to choose the highest quality from several proposals and conclude a contract on favorable terms. It is worth noting that they do not choose the cheapest option, but the most suitable one for the implementation of this project. Let's look at how to conduct a tender successfully and correctly.

Types of tenders

1. Tenders can be state or non-state. At the same time, the regulations, conditions and requirements of tenders organized by a commercial organization must comply with the state standard.
2. International tenders involve an open form of holding, when any company can offer its own version of the project to solve a business issue.
3. Internal or closed tenders are held only among companies that the customer has chosen and that meet his criteria. According to statistics, closed tenders are mainly held in Russia.

The participating company must meet the following requirements:

1. Be in demand. This indicator indicates the reliability and high-quality work of this company, since different clients constantly turn to it.
2. She must have a good one.
3. The participant must be well acquainted with the customer's business. This is the only way to achieve the most profitable solution.
4. It is best if the company has been on the market for many years. She shows herself to be quite stable.
5. The company must ensure that it has professionals who can complete the customer’s assignment correctly and well.

Bidding step by step

Tenders go through the following stages:

Presentation of participating companies

Here a preliminary selection takes place to select a supplier. Each company must present its solution to the issue. Based on its criteria, the customer usually selects the three best companies that will continue to compete in the next round of the competition. At this stage, the procedure requires that the company organizing the auction provide participants with the following information:

• Criteria that indicate the procedure, conditions, and deadlines for completing the task.
• Clarifications on additional questions from participants and tender rules.
• Information about competitors who are participating in the tender so that participants can better prepare.
• Documents containing information on what criteria the winner will be selected.
• Changes to the original documents, if any.

The stage ends with the announcement of the winners of the first round of the competition.

Determination of the winner

In the second round, a winner is determined, with whom a contract is signed for the purchase and supply of certain goods and services. At the same time, all tender participants must have equal conditions for victory.

After the winner of the tender is selected, the remaining participants are sent polite refusal letters, drawn up in accordance with all the rules of business correspondence, and offers to participate in further tenders that the company will organize in the future.

In order to properly organize a tender, you need to take into account the details and treat the tender participants with respect in order to maintain good relations with them for further cooperation on various business projects.

It happens that the supplier company becomes unable to continue supplying. As a result, the company has to urgently look for new suppliers and establish relationships with other enterprises. The volume of government procurement is increasing, which allows participants to be competitive and win tenders. Any company dependent on external supplies needs to know how the tender is conducted.

Who conducts tenders at the state level

To understand the market system, you need to answer the main questions:

1. How are tenders conducted?
2. Who is doing this?

At the all-Russian level, tenders are carried out by the municipality, as provided for by the relevant legislative acts. They can also be carried out by special government bodies. The main goal of such a national event is to search for a suitable executing company for orders. In this case, the tender is won by the company that can offer the most effective methods of execution, including delivery conditions, etc.

At the state level, the main method of public procurement is tender. A state tender is a special option for issuing a government order for the supply of necessary goods. Also, the basis of the contract may be the provision of special services or a series of works based on specific conditions put forward by the customer company, within the appropriate time frame. This procedure involves determining the economic well-being of the company on a competitive basis, which allows the executing company whose conditions will be most beneficial to the customer to win.

How does the state level tender work?

The principles of the state tender are the equality of participants, their competitiveness in the conditions of the competition and competitiveness. If companies are not willing to fight for the need to win a contract, then their passivity will not give them an advantage. If the executing company does not want to participate in the tender, feeling that this level is “too tough” for it, it can withdraw from the race for the contract at any time.

Each participating company, in the preparation process, incurs certain costs for carrying out a number of works on calculations, statistics and developing ideas for the competition. Unfortunately, the customer company will not be able to compensate for these financial issues, since each tender participant works on a voluntary basis, and not only the winnings matter. The fact is that presenting your competitiveness at the national level is already a success on the path to becoming a leader in supplies. This will attract investors willing to cooperate. Therefore, every company knows how bidding works and what benefits it brings for the customer and performers.

There are several types of national tenders.

Open events

This type of competition is usually held when it is necessary to organize supplies for equipment, goods or certain services. At the same time, all suppliers who consider themselves eligible can participate in such competitions.

How are open tenders conducted? This version of the event must be carried out under standard conditions, taking into account the orders and rules provided for by law. At the same time, openness at the national level allows everyone to take part. Of course, with such rates and at such a high level, not every company will be able to submit an application, since this requires certain capacities, skills and resources. In addition, the customer company always reserves the right to introduce additional competition conditions in order to weed out unsuitable applicants.

Closed

Such competitions are the most profitable. The fact is that not every executing company knows about the existence of such a tender, which makes it possible to conduct it in a narrow circle.

How to conduct a closed tender? If we are talking about the national level, then, most likely, the need for non-disclosure is important. State secrets force the customer company to independently carefully select applicants to whom an offer to participate in the competition will be sent. After this, only those suppliers who submitted applications on time will participate. Each performing company is obliged to maintain strict confidentiality both during the competition and after signing the contract. Leakage of information will be considered a violation of the contract, which will cost a round sum in the form of compensation.

The advantage of participating in closed tenders is the opportunity to receive a large order and permanent work with the customer company, which will allow the performing company to reach a high level of the economy and the world market.

How do they go on a hidden basis? Companies that can provide compact supplies of products or services of a special nature are invited to participate in a closed state competition. However, only invited suppliers can participate, since the tender itself will not be announced in the media. This guarantees the confidentiality of the competition, which will keep information secret.

Government procurement at such auctions must be coordinated with government agencies, since they are the main stakeholders confirming the need for. Applicants must provide a complete set of documents on time in accordance with competition requests. Applications are registered, after which the proposed product or service from each company is subject to verification for compliance with all conditions. Whichever supplier offered the most suitable conditions will determine the government contract.

One-stage competitions

They are distinguished by their simplicity and efficiency:

1. Conducting a tender quickly in one stage is possible if the purchase can be made from one supplier.
2. Such a competition is preferable if we are talking about small purchase volumes.
3. Conducting it in one stage is beneficial at the local level if it is necessary to choose one among two or three possible suppliers.
4. One-stage competitions can be held if the holding itself is purely symbolic, but in fact there is only one real representative for the position of procurement and contract executor.

How to conduct a tender among suppliers in one stage? The actual competition in this case is inappropriate, but it is held only to clearly demonstrate the honesty of the customer company and its willingness to cooperate with everyone who is able to ensure compliance with all the terms of the contract, including the required volumes of supplies.

Two-stage

Such events are carried out when it is necessary to enter the international market and ensure government procurement of rather complex, atypical products. In this case, the role of goods can be scientific works, research work, technological developments or architectural design work.

How to conduct two-stage tenders?

How procurement tenders are conducted

The conduct of such an event depends on the type of procurement and the required goods. As a result, they can be closed, open, take place in the form of an auction, etc. If we are talking about an open state tender, then only those performers who managed to respond to the invitation to participate in a timely manner take part. In this case, the specifics of the implementation depend only on the customer.

Documentation

The tender documentation indicates the schedule of the competition, requirements, and the necessary qualifications of executing firms. In addition to the commission, the customer company may provide independent experts who can give a more accurate assessment of goods and services. The winner of the competition will be determined by voting. In the future, the company will sign a state-standard agreement with him.

How can you participate in the state tender?

Many potential participants are interested in how government tenders are conducted and how to participate in them. To take part in such a competition, you must first submit an application. The fact is that such tenders are held openly, which makes it possible for any executing company to take part (with the exception of state secrets). To ensure that companies that are unable to fulfill the contract in the future do not take part in the competition, each participant is required to submit an application, which will be accompanied by appropriate security in the form of a bank guarantee or

Those wishing to take part in ongoing tenders within the time limits specified on the website, to obtain tender documentation, contact the initiating divisions at the contact numbers indicated in the public announcement (additional information). To participate in the tender, the applicant must submit the following documents (information about the organization):

Application for participation in the tender (initially, a copy of the application for registration is sent by fax, indicating the structural unit that posted the message about the tender);

A copy of the certificate of registration with the tax authority;

A copy of an extract from the Charter: name, address, executive body and its rights;

A copy of the decision on the appointment of the executive body;

A copy of the license (if necessary);

A copy of the ISO 9001 quality standard certificate (if available);

Bid (copy along with application by fax).

The Bid consists of two parts:

Technical part:

The technical proposal must contain comprehensive information about the product (work performed, services), product quality (compliance with GOST, TU, SPiP and other characteristics); the absence of any information on the listed issues will be regarded as failure to comply with the requirements of the technical specifications.

Commercial part:

The commercial part of the proposal must contain information about the price of the tender item with a mandatory indication of the total cost. The terms of payment (settlements) and possible discounts are also indicated here; volumes and timing of deliveries (work performed, services provided); terms of delivery (performance of work, provision of services), allocation of costs for delivery of goods.

When making decisions, tender commissions are guided by the following criteria:

Price of goods (works, services) and terms of payment (advance payment, deferment);

Quality of goods (works, services);

Provision of the enterprise with technical means;

The company has its own developers and research base;

Financial condition of the enterprise.

Bids must be valid for 30 days after the tender date.

All submitted tender proposals and documents included therein will not be returned to the Tender Participants after their consideration. Tenderers who receive the tender documentation must treat it as a confidential document and are not entitled to disclose information relating to the tender to any third party without obtaining the prior written consent of the Tender Organizer. The Organizer reserves the right to select any Tender Participant as the winner, including if the price offered by the Participant is higher than that of other Tender Participants, as well as to reject any Bid or all Bids without explaining to the Tender the reasons for such a decision. If the lowest price of the tender item proposed by the Tender Participants exceeds the estimated cost of the Organizer, the Organizer will have the right to reject all Bids and re-tender. Posting a message about a tender on the Internet does not constitute an offer. All costs associated with the preparation and submission of the Bid shall be borne by the Tenderer.

The deadline for submitting Bids is indicated in the public announcement posted on the website. Bids received after the above deadline will not be considered. The conduct of a competitive bidding or tender is itself an open process. Applicants have the opportunity to present, defend, and justify their own tender proposals. One of the conditions of the auction is the deadline for submitting proposals for participation in the auction. No later than this time, all companies participating in the tender (offerers) submit a duly executed tender against signature to the tender committee.

Proposals are submitted in closed, sealed envelopes (often double envelopes) to avoid early leakage of information that could be exploited by competitors. The outer envelope indicates the address for receiving proposals, the inner envelope contains the tender number, its name (purpose) and the date set for accepting documents. The next stage of the bidding is comparing the submitted proposals, summing up the results and determining the winner. On the appointed day and time, the tender committee opens the envelopes with the received proposals. The procedure for opening packages with proposals can be carried out in conditions of openness, in the presence of all bidders and representatives of the media. Such trades are called public trades.

When conducting silent bidding, tender committees open packages at a closed meeting. The selection of the winning bidder may immediately follow the opening and announcement of received proposals in the case where the goal is to select the proposal with the lowest prices, all other things being equal. However, most often, making a decision on choosing a supplier (contractor for the construction of a facility) requires time to carefully analyze the submitted proposals and select the one that best meets the objectives of the bidding. The period during which tender committees study and analyze the proposals of the tenderers (offers) depends on the amount of information (technical, commercial, etc.) to be analyzed, usually from several weeks to several months. The decision of the tender committee to select the winner of the tender may be public, or it may be closed. In the first case, this decision is communicated to all bidders, as well as through the media.

In the second case, the decision to transfer the order is communicated to the winner in a confidential form. The winning bidder, in accordance with their terms, as a rule, makes a second security deposit. Its value usually ranges from 5 to 10% of the order value. After completing the order, the security deposit is returned.

A contract is signed with the winning bidders, which stipulates all the necessary conditions. Contracts come into force after approval by government agencies. The conclusion of a transaction based on the results of the auction can be made by accepting the offer (acceptance) without subsequent signing of the contract by both parties.

Standardized cycle of work on the project “conducting a tender”.

Stage 1. Formation within the company of a list of tasks submitted for tender and coordination of the type of organizations taking part in it. Making a decision to hold a tender.

As practice shows, this stage is not at all superfluous, since the speed of decision-making on all subsequent stages of work depends on how uniform the understanding of the tasks submitted to the tender is by various employees of the company. It is also good to reach mutual understanding on the issues of what type and scale suppliers will be invited to participate in the tender, whether it will be open or closed.

Stage 2. Creation of a “Brief” (Invitation to Participate).

At this stage, the employee responsible in the customer company for preparing and conducting the tender must set out in a single document the goals of the project (tender) and the requirements for the competition participants.

Such brief (Invitation to Participate) will then be sent to potential bidders for consideration.

The standard brief assumes the following composition:

Description of the customer company

Formulation of the problem

Description of the desired result

Requirements for tender participants

Description of the application form (document criteria)

Criteria for evaluating applicants

Duration of the tender

Each part of this application is a meaningful and functional part of the document. Of course, your company may end up with any of them, or several at once, but this will only complicate your communication with potential solution providers.

Stage 3. Selection of participating companies.

Now, after the brief has been formed, you can safely invite interested organizations to participate in the tender. Usually, if a “price tender” is announced, 3-4 organizations are invited to participate. If a two-stage “tender for solutions” is planned, then the number of participants in the first stage can be from 5 to 9, and two or three participants who have prepared the most interesting proposals enter the second stage.

How to determine the composition of companies participating in the tender?

There is an open tender in which you invite all organizations that meet the requirements to participate. An open tender is announced through specialized media, Internet sites or professional communities. This type of tendering should be used, for example, by government organizations.

A closed tender involves invitation of participants by the organizing company. To be invited to participate in the first stage, participating companies are selected according to criteria that are significant to the organizer. Now that the tender has been announced, you look forward to receiving initial bids.

Stage 4. Clarification of positions.

At this stage of the work, companies that have submitted initial applications for participation in the tender will contact you for additional information. Clarify your vision of the problem and the desired ways to solve it. In order for participants' final proposals to appear not only personalized, but also meaningful, you will need to spend some time on discussion. This is where you remember the reasonable limitation on the number of tender participants, which was described above.

In the event that a two-stage tender is scheduled after consideration of the preliminary application, the companies that make it to the second round prepare final documents.

Stage 5. Presentation of final Proposals.

At such a crucial moment, a dry document is indispensable; the finalists of the competition are invited to a meeting at the company by the organizer. It is at this meeting, presenting their solution, that the provider’s representatives have the opportunity to convince you that their solution is the only correct one.

And if the work at the previous stages could be carried out by one or two employees of the relevant department, then the heads of those departments that will act as your internal customers for the project are invited to the final presentation.

Stage 6. Final selection.

After making presentations and carefully studying the proposal received, the responsible managers of your company collectively make a decision on choosing one supplier or another. In some companies, this decision is made at a meeting, through oral discussion and clarification of the opinions of internal customers. In other more formal cases, a rating table is created, where the final score of each tender participant is determined using the weighted average coefficient method.

Stage 7. Announcement of the winners.

This is undoubtedly the most enjoyable and exciting stage for all participants. Unfortunately, in Russian practice it often turns out that companies that do not win a tender find out about its completion when their competitor is already working hard on the project. Agree, this behavior does not look good on the Customer. It is considered good form to notify all participants at a general meeting or through the media (if an open tender) or in person (if the tender was closed) about the completion of work and the selection of the final solution provider.

As you can see, working on the tender does not present insurmountable problems from the organization's point of view. The main difficulty in this process lies precisely in the customer’s awareness of the problem being solved and the choice of an adequate solution. And if you want to find the most economical solution to your problem, then it’s probably worth talking only about comparing prices for the same services.

Every company that purchases goods and services on the market tries to minimize the risks of choosing a low-quality product/service and to obtain the product/service with maximum benefit, i.e. the best price/quality ratio. Today, many companies, especially large ones, have regulated procurement procedures as strictly as possible, formalizing several types of tender procedures.

Here are three of them:

I would like to draw attention to the fact that the last type of tenders, in which the determining factor is solely price, in our opinion, is applicable to standardized goods, i.e. to goods whose properties are predetermined by DSTU (GOST). And it is not very correct to apply the procedure of such a tender, for example, to the development of websites.

Firstly, even with the same initial brief, all future performers see the project differently, and you actually choose those whose experience or vision most appeals to you.

Secondly, although you ultimately buy a finished product in the form of a website, you also buy a project/service for its development and implementation, which is akin to a consulting project. In this case, you first of all choose the supplier company, and not the specification and cost.

Looking at the many approaches and procedures that companies come up with when choosing a web development service provider, we have compiled certain recommendations on how to organize the tender procedure.

All software and design solutions that a company creates for placement on the Internet are part of its overall communication with consumers, partners, investors and other audiences.

Therefore, at the stage of choosing a contractor, it is advisable to clearly understand what specialization of the contractor company you need at this stage of the development of Internet communication.

Preliminary stage

Choosing a typology of a contractor company. Today on the market are:

It is advisable to assign tasks to agencies in accordance with their specialization. It is, of course, permissible to assign a complex task to one performer. Examples:

A) Conducting a prize draw for buyers of the brand, with the activation of promotional codes from the packages. In this case, the task of creating a mini-promotional site for such a draw can be entrusted to a digital agency.

B) Conducting a media campaign on the Internet. In this case, the development of banners can be entrusted to an online media agency.

In any case, when choosing a contractor and engaging a subcontractor, it is advisable for you to know the entire chain, on the one hand, and on the other hand, in complex tasks, divide the project into two stages and involve a specialized agency.

If, as part of a tender, you involve agencies/companies of different types to solve several problems, you should carefully ensure that the criteria by which you evaluate the work correspond to the specialization of the agency. For example, the choice of a contractor for the production of a promotional website was not tied to the performance indicators of the campaign as a whole.

In the event that you have determined that you need a digital production (web development) company to complete your tasks, we recommend the following tender procedure.

Stage 1. Selection of tender participants

The task of this stage: -select companies that suit you according to two criteria: