A Smarter Way to Spread Christmas Cheer

Situation

  • Major European manufacturer wanted to buy 5000 Christmas Gifts for their employees.
  • Four types of gifts needed:
    • Donation to good cause
    • Traditional Christmas basket
    • Two gifts contents to be determined in the course of the bid
    • Customer wanted suppliers to provide gift suggestions
  • Budget per gift was limited to DKK 600 due to tax regulations.
  • Gift process was taken seriously by customer and needed to be done professionally.

Solution

  • The company decided to use two RFI’s.
    • First RFI used to prequalify twelve suppliers. Information solicited included supplier experience, return policies, wrapping, gift brands, etc. as well as up to 10 suggested gift packages.
    • Second RFI asked six suppliers to make specific offers on three gifts according to the themes selected in round 1.
    • “Private Event” bidding format was used in order to hide the content from company employees.

Result

  • Nine bidders provided information for Round 1
  • Five of six Round 2 bidders submitted bids
  • Completed event provided innovative gifts that met the customer’s needs across a diverse employee base while staying within budget and maintaining secrecy