You want me to do what? You are a Buyer and just received a call or a reminder that an annual review for one of your companies key vendors is due. In your already busy 9-5 schedule you have to find time to crush off an annual vendor performance review, supplier evaluation or supplier scorecard.  Whatever your company calls it does not matter, finding the time to establish a vendor rating system and properly evaluate a supplier is the challenge.

In today’s purchasing, the Buyer is responsible for motivating the supplier to improve higher performance levels at a lower cost. To do this, more emphasis is being placed on the relationship, closer cooperation and collaboration or Supply Chain Management. Regardless of the industry you presently represent, completing annual vendor evaluations is a vital part of the supply chain function and having a proven Vendor Rating System will make your life a whole lot easier.

Your rating system will improve each time you complete or apply it. The key is to establish a system, ask the right questions, involve the right user groups and simply start the process. The benefits of improving dialogue, measuring performance will help motivate your suppliers to improve service levels and lower cost. A good vendor scorecard will show the suppliers  how their improvements are being effective and will provide an opportunity for the Buyer to compliment the supplier on achievement as well as highlight any downturns on performance.

What do you review and what types of questions you need to ask are all included in our Supplier Evaluation Form so take a minute and check out this preview of our sample scorecard.

Supplier_Scorecard

vendor performanceEvaluating a Supplier, Sub-Contractor Evaluation, Performing a Site Audit? All of these forms are included in our Mega and Purchasing Manager Packs. How much is your time worth? Let our tools help you hit the ground running.

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As a supplier, the more jobs you bid the more likely you are to achieve an award. So, how do you get more RFP responses out the door quicker, easier, cheaper and less laboriously? By using ready made RFP response forms you can quickly edit and submit.  Beg or borrow one from a colleague or purchasing a template will help get you started. By using an existing template you can move to the edit stage versus starting with a blank canvas. Once you do find a template suitable for the required response, you can customize it with company details, add any additional desired verbiage and buzinga, you are hours ahead of the competition. Continue to work and rework it until you are satisfied your presentation meets all the Buyer’s requirements. This extra time will permit you to work on the meat of your presentation which is where the tender is typically won or lost.

Some more tips for improving your chances at succeeding or providing more winning tenders:

  • Say more with less. Do not over detail your responses. White space is not a bad thing. Use graphics, pictures to make your presentation more dynamic and quicker to peruse. A picture of a related past project is an acceptable component of your response.
  • If the Buyer is asking for references, try to use a company you have completed work for and one which has an existing relationship with the Buyer asking for the reference.
  • Provide detailed contact coordinates on your references – company name, contact person, title, address, phone, email so they can make a quick convenient call to the right person and if possible use a testimonial from this company. Nothing provides more weight than a reference from a third party the Buyer is presently doing business with. The Buyer will feel comfortable calling this reference knowing they will get a straight up answer or the vendor providing the reference might jeopardize their own existing relationship with this Buyer.
  • Always answer or respond to RFPs in a way that’s tailored to your customer’s specific needs. Respond in the order of the request or to match their needs and prepare your responses thinking about the reader or from the buyers perspective. The Buyer may put your response in a compliance matrix so by following their format you are ensuring you do not get any strikes against you before the evaluation stage has even started.
  • Answering to win—not just to answer.
  • All key financial points in your response should be highlighted and framed to ensure they stand apart from the rest of the proposal. White space on either side of these key points is important.

Our edit friendly forms will help you create that winning look and professional feel that will help your quote stand out. Starting from scratch trying to find the right words only works if you have countless hours of time you can dedicate to your response. If you can find a quality response at a reasonable cost why would you waste hours of your day creating a proposal. Let us help you eliminate tender bias and increase your chances of winning more bids by using one of our forms today = RFPTemplates.org >> RFQPro.com

The benefits of a site supplier audit are many. Having assurances in respect to supply, environmental compliance, safety standards and quality measures are the primary reasons we do them. And finding the right suppliers has never been more important than today. The global recession has added additional pressures on the very survival of many companies.

How do you know that your supplier is capable of meeting their obligations or commitments? You do so by completing a site audit of their production facilities. This is often part of a buyers due diligence with large dollar spend and should be an exercised practice in your buyer / supplier relationship. Note, not every vendor you do business with warrants a site audit. Site audits can be costly when you factor in travel to the manufacturers’ facility and can be time consuming so target vendors which are integral to your supply chain.

A physical audit is the best way to gather reliable information about your supplier’s business practices, capabilities, competitiveness, cost drivers, safety standards and service culture. From these audits you can Read the rest of this entry