Monday, August 28, 2023

“So your saying there’s a chance” - Dumb Bid Evaluation Processes


 I saw a bid evaluation process recently for membrane equipment that I hadn’t seen in about 10 years. I thought this type of evaluation had seen its last days with the demise of the bids that only allowed the ‘big-three’ proprietary system suppliers (Pall, Memcor, Zenon). I guess there are some engineers/owners still living in the past who don’t realize that bidding processes of the old days are not relevant for evaluating between todays’ membrane system suppliers (MSSs).

This particular bid process required bidders to provide in one envelope (#1) a technical proposal, including qualification and experience criteria, and in the other envelope (#2) the pricing and other commercial information. The owner and/or owner’s engineer would review the technical proposal and select the best qualified submission and only open the pricing proposal for that bidder. If the price met budget they would start negotiations to award to that bidder without looking at pricing for any other bidders. Out of the four MSSs invited to bid, one of these was one of the big-three and would clearly have the most references and be chosen as having the best score out of the technical proposals. So why would the other three bother bidding? Maybe some would hope the favorite in the race did not turn up for some reason?

In the old days, the big-three would bid nearly everything to try get market share in a fast growing and evolving market. Well hello, the MF/UF market is now quite mature, MSSs are often bidding with the same membranes supplied by independent vendors and decisions on whether to bid or not are based on whether the project can be profitable rather than buying market share. So, if you don’t have an open and fair bidding process, there may be only one bidder, which does not look good for the writer of the specifications.

This bidding situation had the look of the engineer/owner really wanting to select one manufacturer while keeping that manufacturer’s price honest. As long as the price is within budget, that manufacturer’s price could be higher than all others and the owner would never know. These days for MF/UF system procurement it is common to see a prequalification stage where a short list is made of manufacturers based on experience, company financial stability, references, local service, etc and then these bidders have a competitive bid based on price. That way the owner and engineer are happy with the quality of the bidders and the owner gets the best price from these bidders.

Another bidding process that is a combination of the above has a scoring matrix where price (or NPV) is say 40-60 points out of 100, with the rest of the points spread across reference installations, local service capabilities and other factors. This evaluated bid process can still allow the engineer/owner to pick the MSS they prefer using the subjective scoring factors, as long as the pricing of the preferred vendor is not too high. But at least all bidders will get their prices considered and therefore more MSS’s will likely bid, even those scoring lower on the non-price factors. As Lloyd said in Dumb and Dumber “So your saying there’s a chance”. I still think this bid process is not ideal, but if it is an open bid with no favorite, I’ll take this this type of evaluated bid over the two-envelope lucky draw...

Of course, if I am in the shoes of the preferred manufacturer with the best experience, I’ll take the ol’ two envelope bid process but sooner or later when this process yields only one bidder, somebody will end up looking dumb…

The comments and opinions in this post are my own and not those of my employer.

No comments:

Post a Comment