What is an effective tender? What its ideal structure is? 

The marketing communication industry, i.e. agencies and purchasing departments, sat down together at the table and worked out a common document.
A document that is a guide, a benchmark, a Bible for every tender process in our industry. 

I'm looking for a good event agency, I'm looking for a good PR agency... 

If you are looking for an event agency or PR agency, organize a tender or tenders - read this document and always follow its recommendations. If you are a member of an agency and participate in tenders, read it and better understand the interests of your potential client. Regardless of how long you have been working in the industry and what your experience is.

And if you are looking for model documents, you will also find them there. Looking for an NDA template, bach, click and get it. You are wondering where to get a brief template from, then bah, click and get it. The same with the cost estimate, the evaluation sheet and not only, bah, click and get.

What are the costs of tenders in Poland? 

If you don't know what it's about, it's probably about money, they say. And they speak well. Yes, tenders in Poland generate huge costs on both sides. The client loses money by poorly managing the tender process. Agencies spend a lot of money on people, hardware, software and materials. According to research conducted by SKM SAR on the basis of 655 registered tenders, in 2016 the costs of preparing offers amounted to PLN 135,912,500. Yes, only the cost of preparing offers! Yes, this process costs money! Offers in our industry are most often prepared like a suit with a good tailor. Exactly to measure. It is a costly process. A tailor would never undertake such a task at least without an advance payment, would he? 

If the recommendations of the White Book were applied, these costs could be reduced by at least PLN 41 265 000. This is the equivalent of 6 modern kindergartens, 213 unmarked police cars or 2 751 002 average lunches in Warsaw's Mordor. Therefore, there is much to fight for.

However, the costs do not appear only on the side of the agency. Thanks to the White Book of Tenders, companies can reduce the costs of unnecessarily prepared documents, too many hours invested in the process, finally unresolved tenders. It is enough to go along the line of a good tender. 

 

What should I know when organizing a tender?

It is enough to study the contents of the guide carefully. Below is a list of areas, documents and tips that you can find there:

  • Standard Steps in the Purchasing Process
  • Analysis of Needs and definition of Business Objectives
  • Building knowledge about the market of marketing communication providers
  • Supplier Market Analysis
  • Request for Information (RFI) Information
  • Request for Information - RFI (Request For Information)
  • Non-disclosure agreements in tenders - NDA (Non Disclosure Agreement)
  • Solution Market Analysis and Tender Models in Marketing Communication
  • Recommended models of tenders in marketing communication
  • Tender brief
  • Communication in tenders
  • Knowledge of the tenderers
  • Minimum time and detailed timetable for the call for tenders
  • Evaluation team in the tender
  • Criteria for the evaluation of the tender
  • Copyright protection at the tender stage
  • Contract at the tender stage
  • Payment terms and cost of money in time
  • Fee payable to the Agency for participation in a tendering procedure
  • Post-award feedback 

What organizations worked on the creation of the document?

The White Book is a result of cooperation between the Polish Association of Logistics and Purchasing Managers and the marketing communication industry: Marketing Communication Association SAR, Event Agencies Club, Association of Public Relations Companies, IAB, IAA, SBE, SOIT. Areas concerned: PR, events, media, digital, full service, branding, incentive travel, production of commercials. 

With the White Book it is easier to conduct a good tender.

Exactly like that. It is easier to manage the process on the part of the purchasing departments. It is easier to prepare for a tender by the marketing and communication department. It is easier for agencies to adjust to customer expectations.

The White Book can be downloaded from this link.