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Sourcing advisory from RFP development to contract award

RFP and technical schedules · Bid evaluation · Clarifications · Award and contract requirements

A sourcing assignment can begin with an RFP to prepare, a tender package to review, bids that are difficult to compare, or award documents that still need technical closure.

We review the available project basis, identify information that must be resolved, and define the scope boundaries, supplier responsibilities, bidder return requirements and evaluation criteria needed for a controlled tender.

Where bids are already in hand, we normalise the offers, manage technical clarifications and record deviations against the same basis. Agreed requirements are then reflected in the award recommendation, contract technical schedules and delivery requirements.

RFP / ToR developmentTechnical evaluation basisComparable bidder returnsClarifications and deviationsAward and contract schedules

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Key outputs

RFP / ToR and technical schedules
Bidder response templates and evaluation matrix
Clarification and deviation record
Award recommendation and contract technical schedules

Typical project conditions

RFP or ToR needs preparation or review
Supplier scopes and assumptions differ
Bids need a common technical and cost basis
Award documents need technical closure

SOURCING SUPPORT

Write specifications that keep bids comparable

We develop or review the technical sourcing package so bidders price the same duty, scope boundaries, responsibilities and information requirements.

SET project requirements SET scope boundaries + responsibilities DEFINE bid returns + evaluation basis RECORD clarifications + deviations

Where sourcing loses control

Supplier offers become difficult to compare when scope, exclusions, operating conditions and required deliverables are not stated consistently. Gaps then reappear during award and delivery.

What we define

Technical scope and supplier responsibilities.
Required drawings, data, guarantees and performance-test information.
Evaluation criteria covering compliance, lifecycle cost and delivery risk.

What this establishes

Bidders respond to a common basis. Clarifications and deviations are recorded before award, and agreed requirements are available for the contract schedules and delivery team.

Scope boundary

We define the process-side sourcing requirements and provide the technical inputs needed by the client’s procurement, commercial and legal teams for the issued and awarded documents.

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Sourcing view

See how the sourcing basis changes with the procurement route

The technical basis must remain consistent even when the contracting route, supplier structure or extent of permitted alternatives changes. Select a route to see the requirements we define.

Select a route to see the focus and outputs.

Preview

Turnkey EPC / design-build

RFP / ToRSupplier responsibilitiesContract requirements

What we focus on

• Translate project requirements into RFP / ToR technical schedules
• Define client and supplier responsibilities, exclusions and required returns
• Set performance, monitoring and verification requirements before issue
• Record clarifications and deviations during evaluation

Control emphasis

• Common bidder response format
• Technical compliance matrix
• Lifecycle cost inputs
• Award and contract schedule inputs

Key sourcing outputs

RFP / ToR technical package and evaluation basis for direct comparison.

SOURCING VIEW

Comparable bids begin with a defined sourcing basis

Scope boundaries, technical requirements and bidder return schedules must be clear before issue. We define the common basis bidders must follow and the information they must provide for evaluation.

SOURCING SUPPORT · PROJECT-LED ASSIGNMENTS

Turn available project information into a technical package ready for issue, evaluation and award.

Sourcing support does not require every earlier design activity to be complete. We review the information already available and identify the gaps that affect scope, performance requirements, bidder comparison or award.

We define the RFP so it does more than list equipment: it states how the system must perform across normal, peak and upset conditions, what suppliers must provide, and how deviations will be handled.

The sourcing basis defines:

Required duty, capacity, quality, reliability and site constraints.
Permitted alternatives and the information needed to demonstrate technical equivalence.
Bidder response format, evaluation criteria and lifecycle cost assumptions.
Clarification, award and contract schedule requirements.

This gives the client, project team and approval stakeholders a consistent record of what was requested, how bids were compared and what was agreed at award.

Assignment 1 · RFP and technical scope development

Prepare or review the RFP / ToR technical schedules, scope boundaries, supplier responsibilities and bidder return requirements so the market receives one connected basis for issue and comparison.

Assignment 2 · Evaluation and lifecycle cost basis

Define the evaluation matrix, scoring rules, common cost assumptions and treatment of exclusions before issue or before bids are compared.

Assignment 3 · Clarifications and deviations

Manage bidder questions, clarification rounds and deviation schedules so technical changes, cost implications and open conditions remain visible and are reflected in the comparison record.

Assignment 4 · Award and contract technical schedules

Support technical negotiations and reflect agreed scope, guarantees, submittals, performance tests and handover requirements in the award recommendation and contract technical schedules.

When sourcing support is useful

This support can begin before issue, during tender, after bids are received or before award. It is used when the project team needs a common technical basis to prepare the tender package, compare different offers or close open requirements.

The purpose is to define what suppliers are pricing, how compliance and cost will be compared, which deviations remain open, and what must be reflected in the awarded documents. Commercial and legal teams can then work from the same technical record.

Typical situations

New plants, expansions, upgrades or replacement packages.
Full-plant, single-package or multi-supplier procurement.
Existing bids based on different assumptions, exclusions or levels of detail.

What you may already have

Complete, partial or supplier-led process and design information.
Project requirements, budget range and procurement timetable.
An existing RFP, proposals, clarification records or draft award terms.

What you still need

A defined technical scope and supplier responsibility schedule.
A common bidder return and evaluation basis.
Recorded technical deviations and contract schedules for award.

RFP development

RFP and technical specification development

We review the available project information and develop the technical basis suppliers need to price the work. This includes the required duty, scope boundaries, responsibilities, operating conditions, bidder returns and evaluation criteria.

The package can be prepared from the beginning or used to correct and complete an existing RFP. It remains specific on required outcomes and information while allowing defined alternatives to be proposed and evaluated.

Select a sourcing component

RFP BASIS · SCOPE

Scope definition and responsibilities

Define the procurement scope and supplier responsibilities.

Procurement scope: complete plant, process package, equipment package or defined service.
Supplier, client and other-party responsibilities for utilities, civil, E&I, controls, buildings and access.
Feed conditions and operating basis the supplied system must address.
Performance requirements and guaranteed conditions for quality, capacity and reliability.
Mandatory bidder returns including drawings, datasheets, exclusions, OPEX inputs and schedule.

RFP BASIS · SCOPE

Scope definition and responsibilities

Define the procurement scope and supplier responsibilities.

Procurement scope: complete plant, process package, equipment package or defined service.
Supplier, client and other-party responsibilities for utilities, civil, E&I, controls, buildings and access.
Feed conditions and operating basis the supplied system must address.
Performance requirements and guaranteed conditions for quality, capacity and reliability.
Mandatory bidder returns including drawings, datasheets, exclusions, OPEX inputs and schedule.

RFP BASIS · ALTERNATIVES

Permitted alternatives and technical equivalence

Allow defined alternatives without changing the required duty.

Mandatory requirements and permitted alternatives.
Deviation schedule covering the changed requirement, reason, supporting information, cost and risk implications.
Requirements where substitutions are permitted or prohibited.
Technical information required for alternatives, including calculations, test data and operating references.
Review and approval route for technical equivalence.

RFP BASIS · EVALUATION

Technical and cost evaluation criteria

Set a consistent basis for compliance and comparison.

Weighted evaluation matrix covering technical compliance, cost, delivery and support.
Pass/fail requirements and minimum technical thresholds.
Supporting information required for each evaluation criterion.
Treatment of non-compliance, exclusions and unresolved deviations.
Clarification rules applied consistently across bidders.

RFP BASIS · COST

Lifecycle cost and risk inputs

Compare capital cost with the operating costs and risks attached to each offer.

Common cost model for energy, chemicals, consumables, residuals, maintenance and replacements.
Assumptions for tariffs, operating hours and residual disposal routes.
Spares, consumables and maintenance frequency requirements.
Technical and delivery risks with cost and operating implications.
Normalisation rules for evaluation on a common basis.

RFP BASIS · PACKAGE

RFP / ToR technical package

Assemble the technical schedules and bidder return requirements for issue.

RFP / ToR structure, technical scope and supplier response schedules.
Process specifications, equipment requirements and datasheet formats.
Required drawings, layouts, utilities and connection information.
Instrumentation, controls, monitoring and data requirements.
QA, submittal, commissioning, performance testing and handover requirements.

Project examples

The same sourcing principles apply across different project types, but the technical schedules and bidder returns must reflect the actual procurement arrangement and site conditions.

NEW PLANTS · COMPLETE SYSTEMS

Full-plant tenders for new STPs / ETPs

Define process requirements and the technical information that civil, electrical, controls and other packages must address, so offers are priced on a common basis.

EXISTING PLANTS · UPGRADES

Capacity upgrades and compliance-driven retrofits

State the operating-continuity requirements, connection constraints and temporary process provisions bidders must address while maintaining the required plant duty.

MULTI-SITE · REPEAT PROCUREMENT

Multi-site or repeat procurement

Standardise common performance, information and evaluation requirements while retaining site-specific conditions, options and exclusions.

VALUE ENGINEERING

Value engineering requires a defined technical basis

Alternative proposals can be considered provided the required duty, performance obligations and operating constraints remain unchanged. Each alternative should be presented on a common basis so its technical, cost, operating and delivery implications can be compared clearly.

Bid evaluation

Bid evaluation, clarifications and award support

We evaluate each offer against the issued technical requirements, bidder return schedules and agreed evaluation criteria. Scope, exclusions, performance guarantees, cost inputs and supplier assumptions are normalised into a common comparison.

Clarifications and deviations are recorded against the same references, with their technical, cost, operating and delivery implications identified. This provides the client’s procurement, commercial and legal teams with a clear technical basis for negotiation and award.

Select a sourcing component

BID REVIEW · TECHNICAL

Technical bid evaluation

Check compliance with the required duty, process basis and operating conditions.

Compliance matrix (requirements vs bidder response vs supporting information).
Process configuration and equipment review against feed, output, capacity and operating constraints.
Operability review covering redundancy, access, maintenance, spares and operator requirements.
Risk flags, missing information and required clarifications.
Technical scoring summary aligned to the evaluation matrix.

BID REVIEW · TECHNICAL

Technical bid evaluation

Check compliance with the required duty, process basis and operating conditions.

Compliance matrix (requirements vs bidder response vs supporting information).
Process configuration and equipment review against feed, output, capacity and operating constraints.
Operability review covering redundancy, access, maintenance, spares and operator requirements.
Risk flags, missing information and required clarifications.
Technical scoring summary aligned to the evaluation matrix.

BID REVIEW · TECHNICAL

Cost and scope comparison

Make scope and cost inputs comparable.

CAPEX normalisation with included and excluded items stated clearly.
Review of warranty, performance guarantees and delivery obligations affecting the technical scope.
Delivery schedule and supplier responsibilities checked.
OPEX inputs checked for lifecycle comparison, including power, chemicals, residuals and maintenance.
Cost comparison summary and key technical risks.

BID REVIEW · CLARIFICATIONS

Structured bidder clarifications

Maintain one referenced clarification record for each bidder.

Consolidated clarification list referenced to RFP / ToR clauses.
Bidder-specific meetings and minutes (optional).
Response tracking and closure status.
Impact notes covering technical, cost, schedule and operating consequences.
Updated compliance and deviation matrix after clarifications.

BID REVIEW · COMPARISON

Normalised comparison tables

Present the offers on one transparent comparison basis.

Common-format technical comparison covering key requirements and guarantees.
CAPEX comparison table with normalisation notes and exclusions.
Lifecycle cost comparison with common assumptions.
Risk and unresolved-condition comparison.
Final scoring sheet and recommendation rationale.

BID REVIEW · NEGOTIATION

Technical negotiation support (optional)

Support negotiations on technical scope, performance and risk.

Prioritised technical agenda covering mandatory, negotiable and open items.
Technical comments on warranty, guarantee and deliverable provisions for client and legal review.
Performance guarantee and supporting information requirements.
Supplier responsibilities and connection requirements set out clearly.
Unresolved conditions identified for the client’s award decision.

BID REVIEW · AWARD

Award and contract schedule support (optional)

Close the technical record for award and contract preparation.

Technical award recommendation and scoring summary.
Decision record covering compliance, clarifications, deviations and approvals.
Agreed clarification and deviation schedule.
Contract technical schedules covering scope, submittals, guarantees, testing and handover.
Handover of evaluation records and templates to the delivery team.

Key sourcing outputs

Outputs are selected to match the assignment: RFP development, bid evaluation, award support or a combined route. They provide a consistent technical record for issue, comparison, approval and contract preparation.

Templates and schedules can be retained for repeat procurement, with project-specific requirements, assumptions and deviations updated for each tender.

RFP package

Technical scope, schedules and bidder response templates.
Evaluation matrix, scoring and normalisation rules.
Draft contract technical schedules and guarantee requirements.

Bid comparison record

Technical and cost comparison sheets for each bidder.
Clarification, deviation and normalised comparison tables.
Bid-specific risk and opportunity register.

Award and contract record

Technical recommendation note.
Negotiation priorities where included.
Award schedule and delivery handover requirements.

ENGAGEMENT

Start from the project position you have now

Sourcing support can begin with incomplete project information, an existing RFP, bids already received or an award that still needs technical closure. We review only what is needed to establish a reliable sourcing basis.

Select the current project condition

Tip

The assignment may cover one part or combine RFP development, bid evaluation, and award support. The scope is based on the information and decisions already available.

Selected project condition

RFP or bids need direct support

Prepare or review the RFP / ToR, establish a common evaluation basis, compare bids, manage clarifications and close the contract technical schedules.

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Relevant sourcing outputs

RFP / ToR technical schedules

Bidder return and evaluation templates

Clarification and deviation record

Award and contract technical schedules

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What we review to establish the sourcing basis

The review is scaled to the assignment. Some projects need only an RFP or bid comparison; others require missing technical information to be confirmed before procurement can proceed.

Sourcing input

Available project information

Existing data, design documents, supplier proposals and operating information relevant to the tender.

Feed and operating data relevant to the required duty
Site, utility and operating constraints
Assumptions and unresolved information affecting scope

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Sourcing input

Performance and reuse requirements

Capacity, quality, recovery, reliability and monitoring requirements suppliers must price and guarantee.

Capacity and operating conditions
Quality, reuse and performance-test requirements
Lifecycle value and cost assumptions

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Sourcing input

Technology and equipment basis

Available process configuration, equipment duties and alternatives that must be resolved or controlled for tender.

Process configuration and required treatment barriers
Equipment duties, operating ranges and redundancy
Utility, residuals and maintenance implications

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Sourcing input

Connections, controls and operating requirements

Requirements supplier packages must address for connection, monitoring, operation and performance testing.

Connections to existing systems and utility requirements
Controls, monitoring and alarm requirements
Commissioning and performance-test dependencies

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Sourcing input

RFP, evaluation and award support

The direct sourcing work required to issue, compare, clarify and close the technical award basis.

RFP / ToR and bidder return schedules
Evaluation, clarifications and deviations
Contract technical schedules and test requirements

Covered on this page

Sourcing input

Award requirements into delivery

Agreed scope, submittals, guarantees, performance tests and handover records required after award.

Technical submittal and review requirements
Commissioning and performance-test obligations
O&M, spares and handover records

Choose sourcing support

Tip: swipe or scroll to browse. Select the project condition that best describes what is available. The sourcing assignment can be scoped from this page without opening the individual service pages.

Choose the sourcing support needed now

A sourcing assignment can begin from the project position you have now. Choose the support needed now: RFP development, bid comparison, or award and contract technical schedules. Any information gaps affecting the assignment are identified during scoping.

Pack 1

RFP & Technical Evaluation Basis Pack

Prepare or complete the package required to issue the tender on a common technical basis.

RFP / ToR technical scope and bidder response templates
Operating conditions, performance requirements and monitoring basis
Supplier responsibilities and minimum drawings and data returns
Evaluation criteria and normalisation rules

Pack 2

Bid Evaluation & Clarifications Pack

Normalise bids, manage structured clarifications and produce a clear comparison and recommendation record.

Technical and cost scorecards applied on the same basis
Clarification tracker and deviation record
Common comparison tables for CAPEX, OPEX, compliance and risk
Recommendation rationale and technical negotiation priorities where included

Pack 3

Award & Contract Technical Schedules Pack

Close the technical basis for award and reflect agreed requirements in the contract schedules and handover to the delivery team.

Technical award recommendation and decision record
Contract technical schedules for submittals, drawings, spares and O&M
Commissioning, performance-test, guarantee and reporting requirements
Required handover records and delivery review points

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