Getting comparable offers.
WHAT TO SEND
The same specification, to each supplier.
WHY THE SAME
Different information produces incomparable offers.
WHAT TO ASK FOR
Itemised pricing What is included and excluded Delivery timeline Payment terms Warranty and support Validity period
WHY ITEMISED
It lets you compare components and identify where differences lie.
HOW MANY TO REQUEST
Enough for genuine comparison: usually three.
WHAT TO STATE
The deadline How the decision will be made When you will respond
WHY STATING THE CRITERIA
It produces better-targeted offers.
WHAT TO COMPARE
Total cost of ownership, not price.
WHAT TO NORMALISE
Different inclusions, before comparing.
HOW
List what each includes, and add the cost of anything missing.
WHAT TO BE SUSPICIOUS OF
A quotation substantially below the others.
WHY
It usually indicates a misunderstanding of the specification, or an intention to charge for extras.
WHAT TO DO
Ask them to confirm they have covered everything.
WHAT TO ASSESS BEYOND PRICE
Capability Reliability Support Risk
WHAT TO RECORD
The comparison and the reasoning for the decision.
WHY RECORD THE REASONING
It is questioned later, particularly if the choice goes badly.
WHAT TO TELL UNSUCCESSFUL SUPPLIERS
That they were unsuccessful, promptly.
WHY
They will quote again, and the relationship is worth keeping.
