Tender Management at SEBA Hydrometrie GmbH & Co. KG
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1 Tender Management at SEBA Hydrometrie GmbH & Co. KG
2 Content I. Company introduction II. III. SEBA s business with UN family Tender work flow at SEBA IV. Conclusion SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 2
3 SEBA Hydrometrie GmbH & Co. KG 1967 Located in Kaufbeuren (100 km west of Munich) Manufacturer of portable and stationary (telemetric) monitoring instruments for the hydrologic cycle Source: pmm.nasa.gov SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 3
4 SEBA Hydrometrie GmbH & Co. KG Groundwater Surface water Water Quality Discharge Measurement Meteorology SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 4
5 Preconditions Small & medium enterprise SME Turnover ~ 10 Mio. EUR p.a. 96 employees Taylored technical solutions On demand and customer-specific production Highly competitive market with few global players SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 5
6 Business with the UN Continously since ~40 years With whom? FAO UNDP UNICEF UNOPS WMO SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 6
7 Business with the UN Why? Reliable, highly prestigious business partner Cross-national business development Establish sustainable business in developing countries Business scale (quantity & contract value; interdisciplinary approach and diverse applications for SEBA products) SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 7
8 Tender Process at SEBA 1. Aquisition 2. Economic and technical evaluation (risk) 3. Decision 4. Bid Preparation 5. Submission 6. Follow-up SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 8
9 Tender Process at SEBA 1. Aquisition 1. Aquisition 2. Economic and technical evaluation (risk) 3. Decision 4. Bid Preparation 5. Submission 6. Follow-up Business leads from representatives/ cooperation partners Tender platforms Development Aid, Tenders Info etc. United Nations Global Marketplace (UNGM) Active or automated search (tender alerts) SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 9
10 Tender Process at SEBA 2. Evaluation 1. Aquisition 2. Evaluation 3. Decision 4. Bid Preparation 5. Submission 6. Follow-up Review of the tender document and screening for key features Risk assessment Feasibility Cost evaluation Payment terms Delivery terms Necessity/availability of partners Implementation timeline Evaluation of overall contract value SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 10
11 Tender Process at SEBA 3. Decision 1. Aquisition 2. Economic and technical evaluation (risk) 3. Decision 4. Bid Preparation 5. Submission 6. Follow-up Preparation of a decision sheet Overview of key features Price structure Decision by managing director SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 11
12 Tender Process at SEBA 4. Bid preparation 1. Aquisition 2. Economic and technical evaluation (risk) 3. Decision Bid Preparation Bid Preparation 5. Submission 6. Follow-up Parallel process Sales Team Assistance Sales Team Assistance Work off of Bid Data Sheet and Tender Bidding Forms SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 12
13 Tender Process at SEBA 4. Bid preparation Sales Team 1-2 pers. Requests for Clarification Technical Bid Financial Bid Coordination with other Departments and partners Assistance 1 pers. Administrative support Provision of (sensitive) business information Preparation of support documents according to Bid Data Sheet Offical and company documents SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 13
14 Tender Process at SEBA 5. Submission 1. Aquisition 2. Economic and technical evaluation (risk) 3. Decision 4. Bid Preparation 5. Submission 6. Follow-up Always a race against the deadline Electronic Online Atlas system or address 1-3 days prior to submission deadline Hardcopy Min. 1-1,5 weeks prior to submission deadline (depending on destination) SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 14
15 Tender Process at SEBA 5. Submission 1. Aquisition 2. Economic and technical evaluation (risk) 3. Decision 4. Bid Preparation 5. Submission 6. Follow-up Dialogue with tendering organization Clarifications Submission of missing information Letter of Award/repeat 1. Aquisition 2. Economic and technical evaluation (risk) 3. Decision 4. Bid Preparation 5. Submission 6. Follow-up SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 15
16 Tender Process at SEBA Stage Type of Costs Staff involved 1. Aquisition Personnel/Running expenses (fees) Time expenditure 1-3 Regularly 2. Evaluation Personnel days 3. Decision Personnel hours 4. Preparation Personnel/Financing weeks 5. Submission Personnel days 6. Follow-up Personnel 1-2 As required SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 16
17 Conclusion I Challenges for the Tenderer Efficiency of tender management and processing time Tender scope (additional purchases) Funding (payment terms, purchase, bid/performance guarantees) Delivery terms SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 17
18 Conclusion II Recommendations Open dialogue during the process Involve more producers Divide tenders into lots (more diverse quotations and specialised companies) Flexibilty in payment terms and payment instruments Allow for flexible delivery schedules Open up to digital submission procedures SEBA Hydrometrie GmbH & Co. KG Linda Reschke info@seba.de 18
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