Table 1: Key considerations for developing supplier engagement processes and systems (example) Details Examples of communication Considerations activities How will the market be What scope of information will the organisation Publish procurement activity plan online informed of forward supply provide? Publish details of any supplier lists online opportunities? In what format will the information be provided? Where will the information be located? How can suppliers access the information? What will the information review/refresh period be? Does the organisation maintain supplier lists or procedures to allow suppliers to register in advance for opportunities of interest? How would a supplier find out about these? How will the market be What processes does the organisation adopt in Publish procurement process informed of actual supply seeking quotes? information online opportunities? How will the organisation inform the market of Support Business Victoria programs and tender opportunities? activities How will organisations inform the market of the procedures and process related to a particular opportunity? How easy is it for SMEs and NFPs to get involved (Read the SME Access Guide)? What generic information Will the organisation establish a mailing list Publish your mailing lists online services will be made (hard/electronic)? Publish or link to your organisation chart available? How can suppliers register for the mailing list? Is the organisation chart available and where? What helpline service is available to manage queries? Where to go for other Link to Procurement Victoria website Ensure suppliers are aware of business support advice procurement information by publishing Link to Business Victoria website these links on your website Link to Tenders VIC website Link to other relevant websites such as construction procurement websites How will the relationship How does the organisation manage bids (including Publish relevant process information with suppliers be managed unsolicited and innovative bids)/Intellectual online during the procurement Property/confidentiality/ evaluation/etc.? process? Under what conditions would the organisation implement project briefings for suppliers? How does a supplier become ‘prequalified’ for certain panel arrangements? How will the contract be monitored and managed? How will the market be Publish complaints management policy Where to find the complaint management process? informed about and debrief information online What are the conditions for lodging a complaint? management of complaints Why does the organisation consider debriefs and debriefs? valuable for it and the supplier? How will debriefs be managed? When will the brief take place in the process?
Table 1: Key considerations for developing supplier engagement processes and systems (example) Considerations Details Examples of communication activities How will the market be informed of forward supply opportunities? What scope of information will the organisation provide? In what format will the information be provided? Where will the information be located? How can suppliers access the information? What will the information review/refresh period be? Does the organisation maintain supplier lists or procedures to allow suppliers to register in advance for opportunities of interest? How would a supplier find out about these? Publish procurement activity plan online Publish details of any supplier lists online How will the market be informed of actual supply opportunities? What processes does the organisation adopt in seeking quotes? How will the organisation inform the market of tender opportunities? How will organisations inform the market of the procedures and process related to a particular opportunity? How easy is it for SMEs and NFPs to get involved (Read the SME Access Guide)? Publish procurement process information online Support Business Victoria programs and activities What generic information services will be made available? Will the organisation establish a mailing list (hard/electronic)? How can suppliers register for the mailing list? Is the organisation chart available and where? What helpline service is available to manage queries? Publish your mailing lists online Publish or link to your organisation chart Where to go for other business support advice Link to Procurement Victoria website Link to Business Victoria website Link to Tenders VIC website Link to other relevant websites such as construction procurement websites Ensure suppliers are aware of procurement information by publishing these links on your website How will the relationship with suppliers be managed during the procurement process? How does the organisation manage bids (including unsolicited and innovative bids)/Intellectual Property/confidentiality/ evaluation/etc.? Under what conditions would the organisation implement project briefings for suppliers? How does a supplier become ‘prequalified’ for certain panel arrangements? How will the contract be monitored and managed? Publish relevant process information online How will the market be informed about management of complaints and debriefs? Where to find the complaint management process? What are the conditions for lodging a complaint? Why does the organisation consider debriefs valuable for it and the supplier? How will debriefs be managed? When will the brief take place in the process? Publish complaints management policy and debrief information online
Guide-to-preparing-a-supplier-engagement-plan.docx