PROCUREMENT NEWS 17 Point Checklist: How To Tender for Contracts and Win More Business

Tendering for Contracts
Submitting a tender can be incredibly daunting, however, if you win that tender, the hard work pays off and your business will really see the benefit.

Tracker’s official training partner PASS takes you through 17 easy to follow tips and reminders to ensure when you do tender for contracts, your tenders are always concise and correct.

PASS (Procurement Advice and Support Service) offers time-relevant and flexible training courses providing essential skills for both public sector procurement personnel and private sector organisations.

Our wide variety of event topics ensure that, whatever your level of responsibility, you can rely on us to provide the information you need.

Here are PASS’s 17 top tips on Tendering for Contracts:

  1. Do not presume that the contract notice that you have received is entirely correct and accurate, therefore…
  2. Confirm the tender procedure, legislation and estimated value. Make sure you’re clear on all abbreviations and terms used. The world of contracts is notoriously full of acronyms, so make sure you’re clear on all meanings.
  3. Confirm the award criteria and weightings or their order of importance.
  4. Ask questions on anything you are unclear about.
  5. Read the documentation thoroughly and understand what is required of you.
  6. Prepare a database of all the basic information that is commonly requested during the tendering process. This will allow you to get your hands on the information you need quickly. This can include insurance details, references and financial information, for example.
  7. If paper based, make copies of all your tender documents and store the originals in a safe place.
  8. As no one is an expert at everything, create a ‘bid team’ comprised of a member of staff from each relevant department. Never attempt the process alone. Different perspectives will allow you to create a thorough and comprehensive bid.
  9. Don’t be put off by the tender documentation – you can always ask for help as directed within the document itself.
  10. Provide all of the information requested. If you cannot provide some of the information, for whatever reason, ask for advice.
  11. Don’t include publicity material in your submission unless you have specifically been asked to.
  12. Where relevant, cross-reference the answers or responses in your tender to the questions in the invitation to tender document. This will make it easier to evaluate.
  13. Be clear on your pricing model and state any assumptions you have made when pricing (for example, resources required by you and/or the Council, timetables, etc).
  14. Does your bid address current UK Government initiatives? Get ahead of the competition by addressing a hot topic.
  15. Sell yourself in order to beat your competitors. Detail and explain the benefits of your offer clearly and simply.
  16. You must complete and return the tender by the given time and date and make sure to sign anything that should be signed. Incomplete and/or late tenders cannot be taken forward to evaluation and will be returned.
  17. If you are unsuccessful, make sure you ask for a debriefing; you are entitled to one and it will help you to understand where you went wrong.

REMEMBER – All tenders are meant to be equal and anonymous when delivered, so make sure your company’s franking machine has not put your company name on the envelope – and most importantly, get the tender in on time.

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Jan 14, 2015.