How the Kloepfel Consulting tender team involves suppliers quickly and efficiently
What are the main tasks of the Tender Team at Kloepfel and how do they differ from Technical Sourcing?
The Tender Team at Kloepfel Consulting, as a specialized development of the Technical Sourcing Team, is focused on the execution of tenders for a wide range of products and services. In contrast to Technical Sourcing, which focuses on specific and technically demanding procurement, the Tender Team handles tenders of all kinds, including those for less complex product groups. This makes it possible to efficiently manage a large number of suppliers – up to 120 per tender.
The close collaboration between the Tender Team and Technical Sourcing enables our customers to effectively address current challenges such as price pressure and increases, cost intransparency, single sourcing and sub-optimal manufacturing technologies across all technical product groups.
What are the key success factors?
The success factors of our tender team at Kloepfel Consulting lie in the effective combination of best practices, efficient process management and the in-depth technical expertise provided by the technical sourcing team. Through robust standards and flexible templates developed through established methods in our technical sourcing, we ensure efficient handling of a wide variety of commodity groups.
A key component of our success is our detailed process guide, which is continuously updated to incorporate the latest findings and procedures. We also attach great importance to the ongoing training of our employees in order to guarantee a high level of process reliability and efficiency in all product groups.
What characterizes your working method?
The way our Tender Team at Kloepfel Consulting works is characterized by close cooperation and systematic knowledge transfer with the Technical Sourcing Team. We apply best practices and use established standards as well as processes and templates that have already proven themselves. This enables seamless integration of processes and efficient transfer of resources. For less technically complex product groups in particular, the tender team can use these proven methods to quickly and efficiently create all the necessary tender documents.
This structured approach enables us to carry out tendering processes in a targeted and effective manner in order to meet the specific requirements of our customers. We attach great importance to transparency, stringency and a systematic approach in our processes. Our clients always have an overview of the project status, from obtaining non-disclosure agreements to the final evaluation of bids, which ensures maximum clarity and confidence throughout the tendering process.
How exactly does your tendering process work and which steps are important?
Our tendering process at Kloepfel Consulting begins with a detailed requirements analysis, in which we use ABC/XYZ analysis to precisely classify and prioritize the purchasing data and customer requirements. In consultation with our customers, we determine which items should be put out to tender. The tender team then analyzes the products to be put out to tender in order to develop an in-depth understanding that forms the basis for creating the tender documents. At the same time, we collect detailed requirements for the products and suppliers from the customer in order to adapt the documents accordingly.
Once the supplier requirements have been defined, we carry out market research. Our extensive supplier database enables us to identify suitable suppliers that meet the specific requirements. The tender documents are then created efficiently and error-free using specialized tools.
Once these documents have been published, we obtain bids, which are evaluated on the basis of strict predefined criteria. The decisive factor is the subsequent technical discussions with the selected suppliers, which initiate the successful conclusion of the process with a recommendation to award the contract to potential suppliers.
Throughout the process, we place great emphasis on transparent communication to ensure that all parties involved are always aware of the progress and specific requirements. This approach not only guarantees clarity, but also the effective involvement of all relevant parties and the successful execution of the tenders.
How do you manage to put several hundred items out to tender simultaneously and in a highly qualified manner?
We achieve this by using individually customizable tendering tools. Due to the high technical requirements in areas such as mechanical and plant engineering, automotive, aerospace and other industries, we process each product group individually and create tender documents based on best practices. Specially prepared Excel files enable us to process the information efficiently.
What specific benefits do our customers gain from the optimized tendering processes?
Our customers benefit from efficient management of large volumes of data and fast processing of tenders. This leads to lower costs, faster process times, greater transparency and improved access to qualified suppliers. In the long term, tendering processes strengthen supplier relationships, improve quality and innovation and enable cost savings through more efficient processes and better contract conditions. In addition, tenders can be established quickly and our approach helps our customers to remain competitive in the long term. In times of skills shortages and high workloads in operational purchasing, our elaborations create valuable strategic freedom.
How do you ensure that customers receive high-quality offers from suppliers?
In order to guarantee our customers high-quality offers from suppliers, we rely on thorough analysis and targeted selection processes. Our extensive supplier database enables us to identify manufacturers whose manufacturing expertise and technical know-how exactly match the specifications of the items being tendered for and the individual requirements of our customers.
We use detailed specifications and specialized evaluation tools to precisely evaluate the offers. During the tendering phase, we maintain a continuous dialog with the suppliers and proactively address technical issues. Once the bids have been received, they are carefully reviewed. We also organize technical coordination between potential suppliers, the relevant specialist departments of our customers and our technical sourcing team. This procedure ensures that the final offers not only meet all requirements, but are also convincing in terms of quality, efficiency and sustainability.
How do you select the large number of suppliers who receive a tender and why is this advantageous for our customers?
We select suppliers for tenders through a detailed review of their capabilities, starting with a document completed by our customers that sets out important criteria such as industry certifications, quality standards, production capacities and technical specifications.
Important criteria are quality, price, reliability, delivery capability, technical competence and customer service. Other decisive factors are the capacity of the suppliers, their communication skills, acceptance of customer requirements, components and relevant documents (such as QAA and RLV), product liability, traceability and information from the supplier self-assessment. On request, we can also carry out a financial check of the potential suppliers presented for our customers. Various other factors are also included in the assessment.
Through this comprehensive selection, we guarantee our customers an optimal balance between cost and performance as well as a selection of reliable and competitive suppliers.
This process is beneficial for our customers as it ensures high quality standards and reliability by only considering suppliers that precisely meet the requirements. Our method extends the global reach in supplier research, provides access to the best resources worldwide and promotes cost optimization through competitive bids.
Contact:
Kloepfel Group
Damir Berberovic
Tel.: 0211 941 984 33 | Mail: rendite@kloepfel-consulting.com