Communicate a supplier non-selection tactfully

The procurement and supply management function plays an important role in the development of an organization's image. Les Non-production purchases, just like sales, are responsible for most of the organization's contacts with its environment and marketplace.

The way the process Tender is managed is probably the most important factor. It will allow suppliers to understand the organization and the image that emanates from it. You must maintain the positive image conveyed by your company. To do this, you must therefore pay particular attention to how you control the tender procedure. One aspect of this process is of particular importance: the return procedure.

Giving back is simply the act of meeting the losing bidder. Then, it makes it possible to explain to him the reasons why his proposal was not considered the most attractive. Giving back is a fragile process: you want to help the loser while being careful not to reveal confidential information about the other participants.

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Here are some areas of discussion that will allow you to conduct your feedback:

State the expected objectives of the debriefing in writing, both internally and with the bidder.

These objectives can be for example: to understand the weak points of the bidder's proposal. Otherwise, explain to him that the decision was made fairly. Also, promote good relationships with market players. Or answer the bidder's questions and get feedback from them as well...

Provide useful information to the bidder.

This information can deal with the strengths and weaknesses recognized in the candidate's offer and the reasons that led to the decision not to accept his proposal.

Protect confidential information.

This type of information includes the names of the other suppliers consulted and their ranking. They also concern the specificities of their offers (such as the price, the percentage difference between the selected offer and that of the losing bidder...).

A well-conducted feedback can reinforce the positive image of your organization. By following these guidelines, you can help ensure your organization has a fair, honest, and professional image.