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Procurement processes

bp mainly uses two types of sourcing events – one is 'request for proposal' (RFP) and the other is 'request for quotation' (RFQ). RFP events are managed via the SAP Ariba platform and RFQs via the Fairmarkit platform.
 
To participate in either of the sourcing events, please review the following steps below:
A) RFP sourcing events in the SAP Ariba platform

Step 1: Getting started 
 

bp evaluates and selects the supplier with the intent to invite them to an upcoming sourcing event. The supplier selection is based on pre-established criteria, amongst others, this would typically include:

  • capability to act in accordance with the bp supplier expectations guidelines
  • a sound financial position
  • technically capable of delivering in line with bp standards
  • ability to deliver the scope of work safely.


Step 2: Participate in the sourcing event by creating a connection via the SAP Ariba platform 

 

Suppliers selected for the sourcing event will receive an email invite (see sample email below) from the Ariba administrator to complete a SAP Ariba ‘proposals and questionnaires’ form. After clicking on the link provided within the e-mail, you will be redirected to the SAP Ariba Network page where you can select 'sign up' (for a new Ariba account) or 'log in' (if you have an existing Ariba account). 

 

If you do not have an existing Ariba account, you will need to create an Ariba account before you can proceed to participate in the sourcing event. Click on the 'supplier sourcing registration guide’ to see how to set up an Ariba account for new users.

 

For existing Ariba users, you may log in using your previous given username and password. Check the 'supplier sourcing registration guide’ for instructions on how to use your existing Ariba Network account to log in.

 

Note, there is no fee associated with registering for the SAP Ariba module to participate in a bp sourcing event. Please read the FAQs if you have further questions.
 

Step 3: Complete the sourcing event

 

Once you have logged into the Ariba main page, you will be able to locate the sourcing event by selecting the Ariba 'proposals and questionnaires' option from the top left SAP banner. Below the SAP banner, you will notice the 'BP INTERNATIONAL' tab and other company names if you have been using this account with other customers.

 

Click on the 'BP INTERNATIONAL' tab and you will see the event(s) listed in the respective status group. Click on the relevant event title to access the relevant event.

 

You will arrive in the ‘1. Review event details’ section', and on this page, you will see the event overview and timing rules. Read through the instructions on the page to advance into the event content. You may refer to the ‘guideline document with screen shot’ for a step-by-step guide on how to complete the proposal and questionnaire. 

 

All communication regarding the sourcing event must be communicated through the Ariba message board until the live event closes. 

 

Step 4: Notification of contract awarded to the successful supplier

 

Based on the pre-established award criteria, the participating supplier will be thoroughly evaluated and then informed of the results. bp will notify you on the result via the Ariba message board.


Step 5: Signing the contract via DocuSign

 

bp executes our contracts via digital signatures using DocuSign. 

B) RFQ sourcing events in the Fairmarkit platform

Step 1: Getting started 
 

bp evaluates and selects the supplier with the intent to invite them to an upcoming sourcing event. The supplier selection is based on pre-established criteria, amongst others, this would typically include:

  • capability to act in accordance with the bp supplier expectations guidelines
  • a sound financial position
  • technically capable of delivering in line with bp standards
  • ability to deliver the scope of work safely.

Step 2: Notification to participate in an RFQ event  

 

Suppliers selected for the sourcing event will receive an email invite from info@m.fairmarkit.com. No registration is required, and the supplier should click the link in the email to access the RFQ. An optional portal is available if the supplier wishes to review all of their RFQs in one place. You have the option to register for the portal when completing the RFQ.

 

Step 3: Complete the RFQ event  

 

On accessing Fairmarkit, the 'bp bid request' form will open for you, and you can review the RFQ requirements and place your bid. At the top of the RFQ bid form is the deadline date for the bid submission. Instructions on the overall requirements and the submission condition will be stated in the 'notes' section. 


On completion of the relevant RFQ fields, attach any supporting documents as requested, and submit your bid. Invited suppliers have the option to indicate interest prior to submitting a quotation before the deadline. Alternatively, suppliers can indicate 'no bid' and reasons for not participating. Suppliers will be able to amend the submitted bids if the RFQ has not yet passed its deadline.

 

For support with understanding the requirements of a particular RFQ please use the 'questions to buyer' section of the 'bp bid request' form to reach out to the bp sourcing agent. This can be done at any point prior to the event closing. 


For support with the application please refer to the Fairmarkit vendor help centre


You can also raise support tickets using the Fairmarkit website or by emailing support@fairmarkit.com 

Step 4: Notification of RFQ award to the successful supplier

 

Based on the pre-established award criteria, the participating suppliers will be thoroughly evaluated and then informed of the results. Although you will be able to see if you have been awarded the RFQ or not on the Fairmarkit portal, the Fairmarkit RFQ award is not a contractual commitment, and you will require a bp contract or purchase order for a formal commitment to be in place.

 

If you are successful, this will be issued once all approvals are in place via the normal channels e.g. Ariba or SAP.

 

Step 5: Issue of purchase order/contract  

 

Once additional bp approvals take place the appropriate contractual document will be created and issued for approval.