Planning To Tender
How do you plan a
response to a request for tender?
Start early. Get a copy of the tender documents as soon as you can,
seek clarification in plenty of time and plan to get your response
in one day before the closing time.
If you get a copy of the tender documents through a third party,
make sure that you register your interest with the contracting
agency. This will ensure that you are notified of any amendments
and that you are provided with any additional information issued,
for example, answers to questions asked at pre-tender briefing
Make sure you understand what is required:
read the tender documentation thoroughly. Click on the link for a
general explanation of the tender documentation;
attend any pre-tender briefing sessions and be prepared to ask
if you are still uncertain and require assistance, seek
clarification from the agency contact; and
note that any new or additional information provided during
pre-tender briefing sessions, or in response to suppliers seeking
clarification, will be provided in writing to all potential
Determine if you can complete the contract in-house or if you will
need to sub-contract or form a consortium. If you need to
sub-contract or form a consortium make sure you give others enough
time to provide input into the tender.
Determine the criteria against which your tender will be evaluated
and note any weighting placed on each of the criteria. You must
satisfy each of the criteria and you should focus particularly on
those criteria that carry the most weight.
For more information refer to understanding how tenders are evaluated and tips in addressing evaluation criteria.
Note the closing date, time and address for lodging your tender.
Late tenders will not be accepted, except where there are
exceptional circumstances, if approved by the contracting
For high value tenders you may wish to prepare a tender response
strategy. This will help you determine at an early stage if you can
provide a competitive solution. Things you may consider
the budget and resources required to prepare your tender;
the resources you will require to fulfil the contract;
identifying your competition; and
analysing your prospects of winning the tender.
Read the contract terms and conditions and make sure that you can
comply. Non-compliant tenders may not be considered.
Identify how to respond. Check to see if there are any standard
forms to be completed and make sure you answer the questions
10. Complete a checklist to ensure everything required has been included.
For more information on
tender preparation see preparing tender documentation, submitting a tender, the tender submission checklist and the tender process.