During a bidder conference, a supplier asks why a section is missing from the request for quotation (RFQ). Upon realizing that the section is indeed missing, the project manager becomes flustered and stumbles through a brief reply. When the seller responses were received, all but three prospective suppliers fail to address the missing section.

What is the best course of action?

What should you do next?

A. Hold the bidder conference again and explain the importance of the point that was initially missed
B. Select from the three vendors that submitted complete proposals
C. Send a revised RFQ to all prospective suppliers and allow them the opportunity to resubmit their proposals
D. Extend the deadline and allow all of the vendors to resubmit their proposals

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HINT: Fairness is extremely important during the Conduct Procurements process.

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Answer and Explanation
The correct answer is C

In this scenario, sending the new RFQ to all suppliers, clarifying the critical point that was previously missing, and receiving updated responses to the RFQ would be fair to all suppliers. It may not be practical or cost-effective to conduct another bidder conference, especially as other aspects of the project have already been covered in the prior bidding conference. Apart from fairness, re-issuing the RFQ ensures that requirements are understood. Another benefit of sending out a revised RFQ would be receiving more viable bids from other vendors. Therefore, among the available options, the best course of action for the project manager is to send a revised RFQ containing the new information to all prospective suppliers and allow them the opportunity to resubmit their proposals.

Details for each option:

A. Hold the bidder conference again and explain the importance of the point that was initially missed
Incorrect. Unless the missing section is particularly complex, it is not likely that another bidder conference is necessary nor is it cost- or time-effective. Regardless of whether or not another bidder conference is eventually conducted, the project manager, at a minimum, needs to update the flawed RFQ and provide the suppliers with an opportunity to resubmit their proposals based on the corrected RFQ.

B. Select from the three vendors that submitted complete proposals
Incorrect. Limiting the choice to only the vendors that submitted complete proposals will not necessarily lead to selecting the best vendor because the scenario implies that the vendors did not have the same understanding.

C. Send a revised RFQ to all prospective suppliers and allow them the opportunity to resubmit their proposals
Correct. The error was the project manager's fault and needs to be corrected. Re-issuing the RFQ will allow all sellers to review complete information and resubmit their bids.

D. Extend the deadline and allow all of the vendors to resubmit their proposals
Incorrect. The project manager should allow the vendors an opportunity to resubmit their proposals. However, the project manager still needs to correct the RFQ to ensure that all of the vendors have a clear understanding of the project requirements. Just allowing the vendors the opportunity to resubmit their proposals does not address the obvious misunderstanding that created the problem in the first place.

Reference: A Guide to the Project Management Body of Knowledge (PMBOK^® Guide) – Sixth Edition, Project Management Institute Inc., 2017, Page(s) 486-487