What To Do If Your Tender Is Unsuccessful

Post tender Briefing

Whether your firm is unsuccessful or not, it should seek a debrief, either received in writing or in person. Please remember, it is just as important for the winning firm to know precisely why it won the contact as it is for the unselected firm. It could be that the winning contractor only did so because of the default of others, or it may be that your tender was thousand below other tenders, in which case your pricing strategy may be costing you profits.

Purpose of Debriefing

The purpose of debriefing unsuccessful tenderers is intended not only to assist the contractor but also the issuing authority. It increases the potential for improved value tenders on future contractors.

Contractors should see the opportunity of a debriefing as valuable information on the strengths and weaknesses of their tenders. This opportunity to hear why other tenders were considered more favorably than your own is a very valuable information.

Suppliers must appreciate the importance of learning why their tender was rejected. Such knowledge can then be used to improve your next tender and result in your firm being successful at a future date. It is no use tendering for many contracts unsuccessfully and never learning why.

So, even if you are offered the opportunity of a debriefing, ask for one.

The Topics of Discussion

The topics discussed at a debriefing meeting can be wide-ranging. It is up to you to ensure that you receive full value; you can discuss, was your tender rejected due to the following or any other. Quality management; organizational administration and controls; experience; contract terms; personnel; after-sales service; etc.

Request for Debriefing

The government authorities are not required to give tenderers the opportunity of a post-tender debriefing, many will do so if specifically asked.

Even if they refuse your request, you can ask them to inform you in writing of the reasons for the failure of your tender and the criteria implemented in both selecting those companies invited to tender and also the attributes of the winning tender.

Far too often companies fail to request any form of post-tender briefing and, as a consequence, continue to respond to invitations to tender with basic flaws in tenders, which could easily, and in many cases without additional cost, have been corrected.