Submitting Tender Documents On Time

Dispatch the Tender

Be careful to place your tender presentation in the package which does not denote your company. If you are using a mail-franking machine check that it does not contain the name of the company.

If delivering by courier, ensure your courier does not affix a label to the package that denotes any company. Deliver the package in person if possible; ensure that it is delivered to the correct person at the authority and that you receive a timed signed receipt.

Usually hand-delivered tenders are accepted and signed for on an incoming register; by viewing this register you can see which other companies have presented tenders.

Enter your delivery in your tender timescale diary. Await the date of award if specified and contact the issuing authority if you do not receive a reply. Keep monitoring until rewarded.

Submitting on Time

Make sure you submit tender response at the right location and before the closing time. Late tenders, even if only by few minutes, are ineligible for consideration. Send the Submission by Courier if the closing deadline appears difficult to achieve, or check to see if a faxed copy will be accepted. It is important to securely store a copy of your Submission. All other copies should be shredded. The original Project Brief/Specification should be attached to your submission, a copy of specifications should be filed.

Common Mistakes

Experience shows there are some key areas in which prospective tenderers often make mistakes, ensure you pay particular attention to the following: Again, don’t leave things until the last minute. Provide answers to question requested, not the ones you want to give. Offer products or services which match the requirement. Address the selection criteria. Double check your references/refrees. Tender only if you can meet the requirements of the specification and fulfill the evaluation criteria. The Winning Edge The following points will sharply improve your prospects of being short listed for further consideration. The tender evaluation committee is looking for a tenderer who: Distinguishes itself from the competition. Is customer focused – provides the customer what it wants. Provides value-added services (as opposed to a supplier who only offers minimal requirements). Is innovative and at the leading edge. Will be around for the long term.

Contracts

Successful Submissions should be followed up with a contract. A standard Contract should be signed by a responsible person in the client company and the director, or approved officer. The contract should be filed, with the project brief/specification, the submission and other relevant documentation attached. Check List for Contract Detailed description of the project A project identification number Start/finish dates Overall cost of project (and a breakdown of costs if appropriate) Progress payment details Contact person (address, phone, fax, position) Have a contract review clause. The original Contract should be held in a central file, to enable others to gain access to the Contract in your absence.

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