The Tendering Debate - a discussion in progress

Over the last few months, we have been hosting a discussion on how tendering may evolve in an era where many do want to see progression. Over the last four months, we have spoken to over 100 operators and consultants and there is little doubt that there is a consensus that there is a need for a better narrative and trust between operators, consultants, and client organisations.

Following discussions and meetings and a whole range of questions, a number of solutions are starting to come to the fore. One individual put the case for the debate very well that:

“It is the group’s role to act as custodians to the integrity of our industry, then it would seem logical that we work collaboratively to enhance our current practices so that it works to deliver a better solution to our clients.”

Would you agree?

Another leading consultant noted: “We all basically agree, and change is already happening. However, I do agree that we need to be better at how we communicate our often very skilled expertise, and a best practice charter can only be helpful to all. I suspect we have felt that our work speaks for itself rather than considering that we too need something in place just like most professions do. If we can find the right framework, then this can only be of value to all of us to make sure we are in alignment.”

It does seem to be the appropriate moment for all to work in a collaborative fashion.

The solutions are based off the following consensuses:

• A greater level of collaboration is needed between all parties.
• There is a belief that many processes have not evolved effectively in recent years and are now out of sync with what is needed. There is a need, therefore, for processes to be evolved successfully. There is a desire from all sides for tender processes to be more progressive and less of an onus on operators.
• It is recognized that consultants do play a crucial role in being the independent, objective guide but there has been a breakdown in trust which needs rebuilding. A few consultants feel their position has fallen back since the “fallout” with the FCSI. It has been asked if this can be resolved? Or can a best practice process be discussed and developed which is proposed by both a mix of consultants and operators?
• It is also understood that the industry is subtly changing faster than many realise, and it is evolving. It is important that there are structures in place which can promote new ideas, thinking and highlight areas of evolution.

Solutions proposed include:

1) The “Consultants Corner” podcast: regular podcasts, whereby industry consultants and operators do share their ideas, thoughts and perspectives and highlight innovation. The idea is to create a network for hospitality, food service and FM consultants to share their thoughts, which can then be promoted across the two industries and to client organisations. Any way forward must logically include the perspectives of both consultant and operator of stronger understanding is to be nurtured. We are in discussions as to developing and launching this.

2) A working party to come together to create a paper on how processes could be considered for development which could then be shared for a wider industry conversation. One idea put forward is to create a process charter to promote recongised industry best practice on how to run an effective tender that delivers long-lasting partnerships and keeps costs down.

Points to be considered include:

• Better access to the decision-making panel as part of the process.
• The use of competitive dialogue
• Page counts/word limits for tenders
• Bespoke tenders
• Standard set of financial templates for easy comparison

3) network/forum developed which brings together consultants, operators, and leading client organisations to discuss market trends. There is a common belief that practices do need to evolve, and that the industry is evolving and a forum which shares both new technology concepts and best practice could be very effective.

Our belief is that these do offer very practical solutions which can be progressed and developed, and which do act to the benefit of the whole.

We are delighted to be hosting the next session in the debate in June – if you are interested in joining us as we move onto the next phase, please email izzy.mchattie@epmagazine.co.uk