Running RFx Processes and Evaluating Offers

The "Running RFx processes and Evaluating Offers" module guides participants through the key stages of a supplier sourcing process. It also provides concrete methods for structuring RFx processes and analysing offers, helping participants to make objective and evidence-based decisions. The goal is to conduct efficient, fair and value-creating procurement processes.

This module is part of the programme Building Procurement Excellence: A 5-Step Development Framework.

Upon completion of this module, participants will be able to:

• Select the appropriate RFx process according to the requirement and context.

• Select and evaluate suppliers in a structured manner.

• Organise and effectively manage a RFx process.

• Analyse offers by integrating economic and qualitative criteria.

• Formalise a clear and well-argued recommendation for decision-making.

1. Selecting the appropriate RFx process: Distinguishing between the RFI (market exploration), the RFP (seeking solutions/ideas) and the RFQ (comparing prices for a known requirement) according to the context.

2. Building a relevant supplier shortlist: Identifying potential providers by combining preferred suppliers and new players, while managing cognitive biases and degrees of partnership (from manufacturer to technology partner).

3. Setting the "ground rules" before the sourcing process: Clarifying general terms, the Incoterm, the technical contact and defining a multi-criteria evaluation scorecard (weightings and comparison factors).

4. Mastering the reverse planning and managing exchanges and clarifications: Ensuring a fair sourcing by sharing responses with all parties and knowing how to distinguish a legitimate clarification from a supplier's attempt to reconfigure the requirement. Following a rigorous timeline from the initial offer through adjustments to the final offer (BAFO).

5. Analysing offers using the Total Cost of Ownership (TCO) approach: Using objective comparison tools (scorecards, Supplier Comparison Factors) to assess real value beyond the quoted price alone. Knowing how to differentiate between hard and soft factors and mastering the cost breakdown.

6. Formalising the supplier recommendation: Building an evaluation report and a comparative summary to ensure internal validation with stakeholders

This training is aimed at anyone involved in procurement (purchasing) as part of their role, whether as a professional buyer or as a non-buyer responsible for managing service providers and suppliers. It is particularly suited to:

• Procurement professionals at the beginning of their careers (junior buyers, category buyers, project buyers, contract managers, procurement officers),

• HR, Finance, IT, and Operations teams, often directly involved in high-value procurement (e.g. recruitment agencies, payroll tools, IT services, external services),

• Project managers, managers, assistants and technicians involved in sourcing suppliers, comparing offers, negotiating and contracting, who wish to acquire concrete tools.