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(PresseBox) The evaluation of bids in procurement processes is a critical step that often determines the success of a project. According to agiplan ag, a company of the T&O Group, many problems arise not during implementation but already in the bid evaluation phase. The main focus is often on the formal equivalence of the bids, which can lead to significant risks.
Risks in Bid Evaluation
In many tenders, bids are evaluated based on classic criteria such as price, delivery time, and technical metrics. However, these formal comparisons can be misleading. Critical deviations are often not immediately apparent, as they are hidden in assumptions, calculation methods, or technical interpretations that are not transparently presented in the bids. This is particularly evident in complex logistics and automation projects, where a mere bid comparison is insufficient to assess the actual technical suitability of a provider.
A practical example illustrates this problem: A provider may meet the required performance values for an automated storage system, but the test points used do not reflect real operating conditions. The calculations are based on simplified scenarios that do not consider the actual challenges in operation. This leads to the promised throughput not being achieved, resulting in conflicts between the client and the provider.
Contractual Safeguards Are Not Sufficient
To protect against such risks, many companies attempt to establish contractual regulations. Often, the contract specifies that the tender takes precedence over the bid. While this approach is legally justifiable, it does not resolve all technical issues. A provider may formally respond correctly to a tender and still offer a solution that does not meet the actual requirements. If such weaknesses are not identified before the award, they can lead to significant additional costs during the project.
Thus, the critical phase lies not in implementation but between the submission of bids and the signing of contracts. A thorough bid review is therefore essential.
The Necessity of a Thorough Bid Review
A professional bid review should go beyond merely checking positions and prices. It must question the technical robustness of the bid. Important aspects include the assumptions underlying the calculations, the realism of the scenarios used, and deviations from the required standard. Additionally, it is crucial to determine which performance values are actually verifiable and what risks may arise in later operations.
Particularly in automated material flow and logistics systems, deep practical knowledge is required to assess the robustness of runtime calculations and identify critical load cases. This also applies to software and interface requirements, which may initially appear complete but overlook central process or integration requirements.
“The tender defines the framework. But only a technically sound review of the bid shows whether the provider truly understands the requirements,” explains Remo Eggimann, Managing Director of agiplan.ch.
The investment in a thorough technical bid review is small compared to the subsequent costs of erroneous awards. Many of the most expensive mistakes occur not during realization but already in the award decisions based on insufficient evaluation criteria. A careful tender remains important but does not replace the necessary expertise for the technical evaluation of bids.
