Tender consultation can be for both the requesting party or the suppliers, so a tool for both parties. Of course not for both parties at the same time, because that would create a conflict of interest. We are specialized in audiovisual technology and theater/stage technology, design and installation. Providing AV procuring advice regarding commercial buildings, auditoriums, stages, theaters, schools and other indoor and outdoor events or long-term installations. We guarantee efficiency through a market analysis, by connecting the parties as much as possible and in the end speak the same language. Thinking along with others is number 1 and getting a detailed (improvement) plan on paper (without legal implications of direct market consultation) from the initial idea is our goal. Submitting to detailed specifications requires a clear MEAT plan of high quality and appearance (the tender that has been published/issued is always the guideline that we follow). We can also be your “Co-Bid Manager” guiding a bid process and facilitate registrations as a combination (Article 2.52 paragraph 3) for you.
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Vision is not just using your creativity to shape a plan, but also using knowledge to predict what will happen in the future. First you analyze the needs, then the (selection) criteria are drawn up, after which you can draw up the invitation to tender for lighting or AV resources. Requests can now be realized with savings up to 25% on the budget and a customer satisfaction that is many times higher due to the efforts of an AV Technology Consultant. Formulating the tender well can save a lot of confusion, money and dissatisfaction when delivering the installation. You can also prevent “apples and oranges” registrations with a well-developed specification (target prices/items/data sheets/drawings). Potential bidders/candidates/suppliers may drop out if no real preliminary work has been done. Putting out a tender on a Tender platform is not always mandatory; for government bodies the threshold is often 143 thousand euros and for companies in special sectors and defense 443 thousand euros (public works 5.5 million). After putting out a tender, large and small entrepreneurs can then register for the audiovisual and/or theater technology request and submit a suitable quotation and (MEAT) plan.
As a supplier/manufacturer of equipment, services and materials, you naturally want to be the biggest contender, sometimes it is purely about the price, but increasingly it is about connecting the customer and listening to the actual wishes of the customer. Finding out exactly what these wishes are, a co-bid manager needs experience and decisiveness. The documents, notes, tasks and award information of the application must be crystal clear. Account managers, specialists and other key players must be aware of every detail. Also of what the competitor offers, what is the trend, the publications of contracting authorities and which consultants/experts or purchasing advisors they have. During the “Tender Start-Up” we look at your USP and KPI, among other things. With external eyes we put the company back in the spotlight. Registering for Dutch and European government tenders is often done via Tenderned (or a European variant), you then need “eHerkenning”, a UEA, a good MEAT score and there must be an amazing company file. Bid advisors are essential. These services provide valuable guidance and support throughout the entire procurement process (public or with a competitive dialogue, a competitive procedure with negotiation or the innovation partnership procedure). One of the key benefits of using bid advisory services is the tender expertise they bring. Increase your chances by hiring professional help.
This is often a build-up of problems, extending the registration period or postponing the tender to investigate further or for other political or business reasons, mostly postponing or adjusting the timeline is asking for problems. As an example, we mention the Tesla phenomenon, during the shortage of chips (2021-2023) in the automotive industry, costs spiked and therefore also the prices of new and used cars, while car manufacturer Elon Musk kept his prices stable and even slowly lowered them. Many lease organizations have switched to an offer from Tesla. There is currently a price war going on and Musk is turning the global industry upside down again, plus tens of thousands of Tesla’s will soon be coming out of the lease, which will put the secondhand part of the market under pressure.
A first offer that involves a lot of electronics or a sensitive other raw material can therefore spike enormously. The market is erratic. A second refined tender registration can suddenly look very different. It can of course be useful to adjust the registration period and the specifications of the tender upon closer inspection. But often this is wasted time and stress for all parties, so get down to business quickly with a convincing well worked out tender.
Project innovations from Europa.
Fortunately, there are still manufacturers in Europe who invest sufficiently in R&D and therefore in new developments. Also on a project basis, it is of course much easier to consult with someone from the R&D department of a European manufacturer than someone in a Chinese factory. Custom installations are actually always relevant, but also short lines of communication throughout an innovation partnership.
Design and Design support.
A large investment is always exciting, so it is important to have a clear picture, 3D visualizations and floor plans can help with this. With various software we can give you a nice impression and (co)design towards the end result. We can also take care of the 3D design of furniture, decor and other interior aspects for you incl. 3D models / examples. The chosen design language must of course be feasible and the design must also match the SRP agreement (Socially Responsible Procurement).
After 30 years of experience in installation technology (AV/Theater/Infrastructure/Interior/Energy) we can provide good and sound advice with our broad worldwide network. Electrical engineering, audio and lighting technology have always been connected, but now an extra point has been added and that is "The Network Management System". Cable ducts and cabling, Wifi, Bluetooth, UTP, POE, SDI, AES, sACN etc. etc. there are countless options to connect cameras, lamps, projectors, alarms and intervention and speakers to each other, communication nowadays usually takes place digitally in control software. As an expert in the tender team I support the project/tender manager but also the rest of the members, from the contract manager to the purchasing department head.
With complex tenders it is difficult to capture all the wishes in an app, of course you can ask the question to a light programmer with a specific software program. But what about the total design? What goals do we want to achieve? What function will the rooms and spaces have? Which products should be from an A-brand and which from B-brands or can C-brands even be used in some cases? Are there equivalents in circulation with a different branding, but in fact the same product? What are the requirements, selection criteria and award criteria and how do you assess this? All these questions and more do not fit in one app. We are happy to provide professional advice and give an initial estimation and diagnosis that clearly matches the level of ambition.
Despite our service to both the tendering parties and parties that publish the tender/requests, we are still independent. Importers, manufacturers and installers naturally benefit from selling the product that has the largest margin/profit. When we shape and set out a tender with you, we know how the market works globally, but we do not sit in the chair of the product importer or installer. And we also have no agreement with manufacturers or otherwise. The other way around, it is less important to be independent, a tip to a few manufacturers can actually give positive results. Buying everything from 1 importer or manufacturer sometimes seems convenient, but is not always the best solution in terms of quality (a joint offer is almost always the preferred approach).
Intermediate evaluations, flying in experts or changing course can be useful (for example during an additional site visit). Not only can we join in with our advice during a project, governments and companies can also contact us for consultation upon completion. We can also assume a control function during the process and for example draw up a shortlist and monitor applied “key performance indicators” (KPI) for you, “the proof is in the pudding”. Of course we can evaluate all processes with our partners, so that we can monitor and continue to improve the quality, or “Kaizen” (Japanese for continuous improvement).
Government authorities are sometimes required to inform rejected tenderers, including the reason for rejection. In this case, sensitive business information may end up with the competitor. Tenderers who want certain information from the winning tenderer can extract important information from this, while it should have remained confidential, in order to protect the position of the winning bidder. Both the authority and the tenderer must be vigilant about this. We also provide advice on this matter, also when WOB requests are made.
Although in the distant past a lot was organized/realized with junket trips and restaurant visits, in 2025 this is less important and sometimes even undesirable. European governments have strict rules when it comes to "Junkets", you should not get involved in this with government tenders, this is very counterproductive. Building a special bond with customers remains important of course, a positive social attitude or a social gesture are just as essential for the goodwill factor. Radiating trust is the most essential thing.
Yes, there are alternatives such as “De Aanbestedingskalender”, Negometrix and CTM Solutions. Of course, companies can request quotes from each other (privately) and a government institution can carry out smaller (Article 2.19 Section 3, lots with an estimated value of no more than €80,000) tender procedures privately within the regulations of the Tender/Procurement Law. The consultation itself, but also the rental of equipment and small replacements or repair of systems do not necessarily fall under this law. In this case, the government institution can request quotes itself. Algorithms and AI driven solutions are increasingly being used to make choices for us, but a final decision is not something you want to leave to this. Who is in control and which circumstances do you take into account in your decision making and are there hidden costs? Procurement is a profession, especially in the AV and light installation sector.
Many energy-saving measures can count on subsidy, we can help the contracting party with applications. And there is an Energy Investment Deduction (EIA) for entrepreneurs. Furthermore, a lot is deductible, think of "professional equipment costs" and other representation and ambiance costs. Within the EU, VAT tax between countries is deductible, for import from outside the EU it’s a different story, something to take into account when drawing up the budget. Subsidy on locally produced material is also applicable in a number of cases.
For both parties, “Storytelling” is important, but it must be sincere, clear, catchy and above all a coherent story right from the start. Being visually strong is perhaps the most important factor, it is fast and clear for all parties. Creativity and decisiveness also play a role in the presentation, a surprising element can stimulate enthusiasm.
A model, 3D animation or film, drawings or the old familiar Powerpoint, (simplified) technical drawings and of course a clear picture of the (social) ROI.
Strategic bidding for a (service) specification must be possible, but without deception.
Before the presentation starts, there is of course a brainstorm with “great ideas”, but to present you select only the really great and viable ideas, you can use Mark Raison’s “Box idea selection method”. Mark Raison’s Idea Box
If the presentation is good, you have already got one foot in the door with the contracting authority, of course the price must also be right, the performance/capacity requirement and the company must fully comply with the rest of the criteria and requirements.
The Public Procurement Act 2012 has mandatory and optional exclusion grounds. The Public Procurement Act 2012 contains 3 MEAT criteria: 1. the best price-quality ratio (or best value for money), 2. the lowest price and 3. the lowest costs based on cost-effectiveness (in particularly the life cycle costs).
B2B tenders are of course structured differently than government tenders, a government institution is less sensitive to “the social favorability factor” and accepts a quote based on linear objectives, (EMVI-MEAT) tender guidelines and the effectiveness as described in the documents. This does not mean that there are some aspects that are more in line with the philosophy, criteria and objectives of a foundation/institution/government. We can help government employees to test everything (also for authenticity) and help to formulate arguments for rejection or the winning tender bid. A local company may simply have a better chance because of; local labor, raw materials or otherwise are used, or because the environment is less burdened by frequent commuting of technician services for example. B2B tenders work slightly differently, a long-standing relationship or guaranteed service may be important, or simply a (social) click. Of course, “value for money” or “the lowest price” will be the decisive point.
Finally, the contract and completion.
Guiding the parties from A to Z is also a task of the consultant.
The agreements made between the parties are of course on paper, the risks and associated guarantees are confirmed, with these signatures on the contracts and quotation agreements the parties commit themselves to each other.
Parity conditions and quality service also come into play here, a completion can only take place with the confirmation, a satisfied approval. Of course we can be present as a consultant during the completion, to examine the operation and compare it with the (technical) proposal and the agreement.