Launching a solid call for tenders requires time: defining the need, establishing requirements, evaluation criteria, organizing demos/POCs, comparing offers… Without a method, your teams become scattered and the risk of choosing an unsuitable provider increases. Expert support secures the decision while freeing up your resources.
Our "Tender & ICT Service Provider Selection" service structures and manages the entire process — from defining and drafting a clear RFI/RFP to the scoring grid, orchestration of demos/POCs, final recommendation, and contractual negotiation (SLA, LPD/GDPR, reversibility, TCO). Whether à la carte or end-to-end, we tailor our intervention to ensure a transparent, objective, and value/cost-oriented evaluation, helping you choose the most relevant partner.
Your journey towards selecting your ICT service provider
Scope & needs
RFI
RFP
BID management
Evaluation/
Recommandations
Contracts & negociation
Our Expertise
Scope & needs assessment
During this phase, Ectos helps you consolidate the understanding of the context, align stakeholders, and formalize the scope, constraints, and success criteria. We ensure that the business, technical, security/legal, and financial dimensions are addressed consistently before launching the consultation.
- Activities: Conduct interviews, define the scope and key requirements (Must/Should/Could/Won’t), frame the target budget and schedule, establish governance and the RACI, identify risks and assumptions, set success indicators.
- Objective: Align stakeholders and establish a clear, measurable, and shared framework for selection.
RFI
During this phase, Ectos helps you explore the market, collect structured information from potential providers, and apply elimination criteria to create a list of qualified suppliers.
- Activities: Map the market, develop the RFI questionnaire, publish and consolidate responses, conduct supplier Q/A, apply the "knock-out" criteria, compare using a sorting grid, establish the initial short-list.
- Objective: Secure a relevant and realistic short-list, aligned with your constraints and goals.
RFP
During this phase, Ectos helps you formalize a complete RFP file in order to obtain comparable offers: functional and non-functional requirements, commercial conditions, security/LPD-GDPR, SLA, governance, pricing model, as well as evaluation criteria.
- Activities: Write the RFP (context, scope, deliverables, SLA, security & compliance, reversibility), prepare response templates, define criteria & scoring weights, specify submission procedures and timeline.
- Objectives: Obtain complete, comparable, and compliant proposals, perfectly aligned with your needs.
Bid Management
During this phase, Ectos helps you orchestrate the consultation process, ensuring fairness, traceability, and operational efficiency, while maximizing the quality of interactions (clarifications, demonstrations, POC).
- Activities: Launch the consultation, centralize the Q/A and clarifications, manage the addenda, organize supplier briefings, design demo/POC scripts and test data, plan and track submissions, follow up as needed.
- Objectives: Ensure a smooth, fair, and auditable process to bring out the best in each candidate.
Evaluation & recommendation
During this phase, Ectos helps you objectively evaluate the offers — functional, technical, services, security, risks, and TCO — with a panel of evaluators, to verify references and to consolidate a documented recommendation for the decision.
- Activities: organize multi-stakeholder scoring sessions, standardize scores, calculate TCO (one-off/recurring/options), analyze risks, verify references and conduct due diligence, rank finalists, produce the recommendation report and the decision pack.
- Objectives: Identify the best value/cost ratio and justify the decision in a transparent and traceable manner.
Negotiation & contracting
During this phase, Ectos helps you prepare and conduct the negotiation to secure a balanced and operational contract (SLA/KPI, penalties, security/LPD-GDPR, reversibility), as well as to define clear governance and a transition plan.
- Activities: Define the strategy (BATNA, concessions), redline the clauses, align SLA/KPI and penalties, frame data protection and security, finalize acceptance criteria, establish the transition and change plan, organize the signing.
- Objectives: Secure value, reduce risks, and start the relationship on solid and operational contractual bases.
Your challenges
❌ No internal skills
❌ Vague need, out of scope
❌ Confusing RFP file
❌ Bias & internal policy
Our Solutions
✅ Independent ICT experts
✅ Framing, scope & objectives
✅ Prioritized requirements, evaluation criteria.
✅ Gouvernance, RACI, ...
Your Benefits
Save Time and Resources
Free up internal teams to focus on core business activities while experts handle the time-consuming tender process, ensuring efficiency without compromising project delivery.
Access to specialists
Independent and neutral Experts translate your challenges into clear requirements and structure a tailored RFI/RFP (scope, deliverables, timeline, SLA,...) Résultat : un dossier professionnel, des réponses comparables et un processus de consultation plus fluide.
Choice of the best service provider
Thanks to the support of experts and an objective selection process (weighted criteria, scoring, demos/POC, and TCO analysis), you identify the provider offering the best value/cost ratio, with complete transparency and managed risk.
Do you need help selecting your ICT provider?
Click on Contact us and start a free of charge conversation with us.