Re-sourcing & Tender Management

Three quotes that cannot be compared, and a decision made on the friendliest sales call.

Nobody wrote down what the company actually needs, so each bidder answered a different question. One priced a helpdesk, one priced a managed platform, one priced bodies by the hour. The cheapest number wins, and eighteen months later everyone discovers what it excluded.

Asking three providers for a proposal is not a tender. It is three sales processes running in parallel, each shaped by the vendor who wrote it, and the company has no way to score them against anything but tone and price. Then the shortlist gets defended to an owner or a board with a feeling rather than a matrix.

And the terms that decide whether the next five years go well — what happens when service falls short, who owns the data and the documentation, what leaving costs — are the terms nobody negotiates while they still have leverage: before signature.

Six steps, ten to fourteen weeks.

1. Mobilisation and baseline One week. Sponsor kick-off, and what you have today — users, sites, systems, the current contract and what it costs. If a Contract & Service Review was done first, this step is largely already written.
2. Requirements and service specification Two to three weeks. What the company actually needs bought, in service terms rather than product terms — scope, hours, response and resolution targets, security and compliance obligations, who owns what. This document is the engagement.
3. Market scan and shortlist One to two weeks. Providers who genuinely serve your size, sector and location, screened against the specification rather than against their own marketing. Typically five to eight invited.
4. RFP issue and bidder questions Three weeks. The RFP goes out with an SLA schedule and a pricing template every bidder must fill in the same way — which is what makes the answers comparable. Questions are collected and answered to all bidders at once.
5. Evaluation, clarification and demos Two to three weeks. Scored against the weighted criteria agreed before the bids arrived, so the weighting cannot be adjusted afterwards to fit a preference. Clarification rounds, reference calls, and demos where they earn their place.
6. Recommendation and award One to two weeks. The scored comparison, the recommendation with its reasoning, the contract checklist, and the transition preconditions written into the award before signature.

Premium adds the part most tenders forget: the transition preconditions are negotiated into the contract, and we stay client-side through the first ninety days of the new provider — or hand straight into an IT Transition & Turnaround engagement.

• Entry — requirements and market view The specification and a screened shortlist, so you can run the tender yourself: what to buy, who to ask, and what to insist on. 900,000 HUF + VAT.
• Standard — the tender Everything on this page, from specification through RFP and evaluation to a documented award recommendation. 4,500,000 HUF + VAT, fixed price.
• Premium — through the first ninety days Standard, plus transition preconditions negotiated into the contract and client-side support through the first ninety days with the new provider. 6,900,000 HUF + VAT.
• Custom Several service towers tendered together, several countries, or a parent-company procurement framework to work inside. Quoted individually.

Payment is 40% at signature, 30% at specification sign-off, 30% on the award recommendation. The Entry fee is credited in full against Standard or Premium if you continue within 60 days.