Some of our tender projects do not reach us directly from the client but via specialised procurement consultancies. These firms structure the selection process for their clients and evaluate several software vendors in parallel. From a vendor’s perspective, it is worth taking a look at how these consultants actually work.
Why companies bring in a procurement consultant in the first place
Selecting an ERP or CRM system is not day-to-day business for most companies. A specialised consultant brings market overview, a structured methodology and — not least — neutrality to the selection process. This reduces the risk of a wrong decision, but costs additional time and money in the preparation phase.
How such a selection process works in practice
- Initial contact and a rough assessment of whether the vendor profile is a fit at all
- Submission of a structured requirements specification or questionnaire
- Written proposal phase with clearly defined follow-up questions
- On-site or remote workshop with the finalists
- Recommendation to the actual client, often with an evaluation matrix
What vendors should make particularly clear for consultants
In our experience, what convinces in such procedures above all are concrete, verifiable statements rather than general marketing claims. A consultant compares several vendors in parallel — anyone who answers individual requirements precisely, instead of writing a blanket “yes, we can do that”, stands out clearly in the evaluation matrix.
The added value for clients who bring in a consultant
For clients, the value lies above all in the neutral pre-selection: instead of screening dozens of vendors themselves, they receive a pre-qualified, comparable shortlist. For smaller procurement projects, however, the additional effort is often not worthwhile — here, a direct enquiry to a few suitable vendors is usually the faster route.
Frequently asked questions
Are procurement consultants only used for public tenders? No, private-sector companies also use such advisory services, especially for larger, business-critical software decisions. How does this differ from a classic tender? The process is usually less formally regulated, but follows a similar structure of requirements specification, proposal phase and evaluation. Are you considering having your software selection structured by a procurement consultant — or are you a consultant yourself, looking for a suitable vendor for your clients? We are happy to have a no-obligation conversation. Get in touch