Putting projects or purchases out to bid using an RFP (Request for Proposal) process is intended to ensure transparency, fairness, and ethical responsibility. But the bidding and RFP landscape continues to change, as do the ethical best practices. Learn a few key strategies to achieve an ethical bidding process within your organization. And an ethics hotline can provide an added layer of oversight with these essential RFP processes.

Clear Requirements

There should be clear, concise requirements and instructions when an RFP is put out for bid. Most RFPs are delivered in a packet form, with the first portion outlining what the RFP is for, and concluding with a contract or agreement, which should include the amount of the proposed bid.

Equal Opportunity

Provide unbiased bidding opportunities and encourage all qualified bidders to participate in the RFP process. The RFP should be widely distributed, and within the packet, language can be included to clarify the equal opportunity and bias-free components of the bid project further.

Confidentiality

There may be sensitive proprietary information within the RFPs submitted. It’s the responsibility of the bid tabulator to maintain that confidentiality once the bids are unsealed and inspected. Some of the information within the RFP may need to remain confidential, and other times, the information may be disseminated in a specific manner. Since most of this correspondence are now taking place digitally, companies have added responsibility to maintain privacy and confidentiality.

Avoid Conflicts of Interest

Conflicts of interest may arise during the bidding process. Family ties or friendships may create friction and a possible conflict. It is your responsibility as bid manager to alleviate any conflicts of interest and maintain impartiality throughout the bid process. And maintaining transparency about any potential conflicts is essential.

Transparency and Communication

Full transparency must be given to all bidders involved in the RFP process. This may include confirmation of receipt, status updates, and inspection of other bids received if permitted. Many bidders who did not win the bid award may look for your opinion or advice for future RFP submissions to better their chances of winning the next RFP process.

Fair Evaluation

Once the bids have been received and the time comes to unseal and evaluate the bids, tabulation must be fair and objective. In certain cases, several individuals may be involved in the evaluation process, and in others, only one employee may be tasked with evaluating the bids. Because the bid principles were clearly outlined in the RFP packet, objectivity and fairness should not be an issue for the bid tabulators.

Documentation and Record-Keeping

It’s management’s responsibility to maintain an organized filing system for all associated RFP documents. Any conclusions, assessments, or resolutions made concerning the bid process should also be included in this documentation. This demonstrates transparency and integrity on your company’s part.

Ethical Decision-Making

Ethical decision-making should be a priority in all bid processes, continually considering all aspects of the RFP. The eventual outcome should be derived from the best practices implemented via your company’s ethics policy. This offers a layer of protection for all parties involved and illustrates your willingness to participate in a fair, unbiased bid process.

Ethical Advocate can help you create an ethics policy that outlines responsible bid processes. And we’ll help you leverage an ethics hotline to maintain RFP ethics. Reach out today for more information.