The dos and donts of a tender response
As a TenderSearch Notification subscriber, how can you make the most of the opportunities we alert you to in your market? By applying some basic rules throughout the tendering process, you can ensure that you address the buyer's requirements and supply a response that may position your business more positively during the evaluation phase. The TenderSearch Response team offers you the following tips to help you deliver a more effective response.
KEY DO'S OF TENDERING
Thoroughly read the documentation, all of it. You need to understand all the requirements the buyer has outlined as this information will form part of the successful supplier's ongoing relationship with the buyer (specifications, contract conditions, etc).
Always address the question being asked. Unnecessary or irrelevant material does not enhance the quality of your solution. Be specific and address the specifications outlined by the buyer in the tender documentation.
Follow the protocol of the document. The framework you must respond in is there for a reason, evaluation and assessment purposes. A complying response is mandatory to ensure you are not rejected during the initial review stages of the tender process. Submit an alternative response, but ensure you have a complying response or a compliance table to demonstrate where you have addressed their question in your document.
Always keep the buyer's specific requirements in mind. You need to demonstrate your understanding of their requirement which does not mean your solution in a box will fix all their problems. Tailoring your solution to fit their requirements is highly recommended, cutting and pasting from previous documents is not tailoring.
Always ask questions if you do not understand. Question and answer periods are there for clarifying the buyer's requirements, ensuring you fully understand what it is they want so you can then tailor your solution to meet those requirements. Questions also provide you an opportunity to raise your profile with the buyer.
Ensure you can deliver what you say in the document. Do not include material stating you can address a requirement when you cannot. A supplier is chosen based on the information provided in their tender response and you will be expected to fulfil those statements outlined in your response if successful, and if unable to provide that service, can constitute a breach of contract.
KEY DON'TS OF TENDERING
Do not think of yourself/business when preparing your response. You need to demonstrate understanding of the client's requirements, and your solution will need to be tailored to demonstrate your understanding of their needs. Always think of why the buyer would be asking that question, what sort of things will they be looking for from the suppliers to that requirement.
Do not treat questions in isolation. Every question is asked for a reason, think of what that reason is and then prepare your response.
Do not work as individuals when preparing the response. It shows when your response is being evaluated, different authors have different writing styles, creating a disjointed document that may not reflect the organisation's overall style and presentation. Have an individual responsible for overall management of the tender who has the authority to streamline the content providing a consistent and cohesive response prior to submission.
Never underestimate the competition. You don't know what they are putting in their response, so always put your best solution forward, tailored of course to the buyer's requirements.
Never assume that tendering is purely price driven. You need to demonstrate a solution that is economically advantageous to the buyer, demonstrate your ability to service the requirements efficiently and effectively. A supplier that can demonstrate capability to deliver the service at a cost effective rate will win over a cheaper supplier who has not demonstrated capability or value for money.
Never rely on a 3rd party to deliver your document. A tender is business for your organisation, not the 3rd party who is delivering the document on your behalf. Timely delivery is mandatory. Rejection can happen if you arrive one minute past the delivery due time.
Remember the tender response is your one chance to demonstrate your capabilities to win new business. If you feel that you need more assistance to deliver a best possible response, we invite you to contact the TenderSearch Response team today.
MORE INFORMATION
Contact TenderSearch
Andrea Webster, Tender Response Consultant
Tel: +61 3 9861 3200
Email: awebster@tendersearch.com.au
As published in the TenderSearch Magazine - Winter 2003 Issue
