How do you monitor and review the performance of the successful bidder after awarding the contract?

After you award a contract to the successful bidder, you need to monitor and review their performance to ensure they deliver the expected outcomes, meet the quality standards, and comply with the contract terms and conditions. This is an essential part of tender preparation and management, as it helps you identify any issues, risks, or opportunities for improvement, and take corrective actions if needed. In this article, we will discuss how you can monitor and review the performance of the successful bidder after awarding the contract, using a bid evaluation report template as a tool.

1 Define the performance criteria

The first step is to define the performance criteria that you will use to measure and evaluate the contractor's performance. These criteria should be based on the objectives, scope, and specifications of the contract, and aligned with the evaluation criteria that you used to select the bidder. You should also consider the key performance indicators (KPIs) that you want the contractor to report on, and the frequency and format of the reporting. The performance criteria should be clear, measurable, realistic, and agreed upon by both parties before the contract starts.

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Annamalai (Andy) Alagappan

Director at Strategic Planning Co. | Data-driven Project Control Specialist | Podcast Host - "Yarns with Andy" | Helping construction companies deliver with confidence | Planning intelligence
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Before diving into the project, we need to establish clear performance criteria for the contractor. These act as benchmarks for success, mirroring the project's goals, scope, and specifications. They should also align with the criteria used to select the winning bidder. Let's not forget key performance indicators (KPIs)! These are the specific metrics the contractor will report on regularly, giving us a clear picture of progress. We'll determine the frequency and format of these reports to ensure transparency throughout the project. Criteria that are clear, measurable, and This collaborative approach ensures everyone's on the same page, setting the stage for a smooth and successful project.

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2 Establish a monitoring system

The next step is to establish a monitoring system that allows you to track and record the contractor's performance against the performance criteria. This system can include various methods and tools, such as site visits, inspections, audits, surveys, feedback, meetings, reports, and dashboards. You should also assign roles and responsibilities for the monitoring activities, and communicate them to the contractor and other stakeholders. The monitoring system should be consistent, transparent, and flexible, and allow you to capture both quantitative and qualitative data.

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3 Use a bid evaluation report template

A bid evaluation report template can be a useful tool to organize and present data and information collected from the monitoring system. This template can include an executive summary that provides a brief overview of the contract, contractor, performance criteria, and main findings and recommendations. Additionally, it should include a background section that details the objectives, scope, specifications, and deliverables of the contract. A performance analysis section should also be included to assess the contractor's performance against the criteria with KPIs, evidence, and feedback. This section should highlight any strengths, weaknesses, opportunities or threats identified as well as any deviations or variations from the contract terms and conditions. Finally, a conclusion and recommendation section should summarize the contractor's overall performance and suggest any actions to improve it, resolve issues, or mitigate risks.

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4 Review and evaluate the report

The fourth step is to review and evaluate the report that you prepared using the bid evaluation report template. You should check the accuracy, completeness, and validity of the data and information that you used, and ensure that the report is clear, concise, and consistent. You should also compare the report with the previous reports, if any, and analyze any trends, changes, or patterns that you observe. You should also share the report with the contractor and other relevant stakeholders, and solicit their feedback and comments.

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5 Communicate and follow up

The final step is to communicate and follow up with the contractor and other stakeholders on the report and its findings and recommendations. You should discuss the report with the contractor, and acknowledge their achievements, address their concerns, and agree on any corrective actions or improvement plans that are needed. You should also monitor and support the implementation of the actions or plans, and provide feedback and guidance as necessary. You should also document and report on the progress and outcomes of the actions or plans, and update the performance criteria or the contract terms and conditions if required.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you monitor and review the performance of the successful bidder after awarding the contract?

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1 Define the performance criteria

2 Establish a monitoring system

3 Use a bid evaluation report template

4 Review and evaluate the report

5 Communicate and follow up

6 Here’s what else to consider

Tender Preparation

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