Planning to Quote / Tender

  • Start early. Get a copy of the procurement documentation if you do not already have it. Note: if you get a copy of 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, for example, answers to questions asked at pre-tender briefing sessions.
  • Make sure that you understand what is required:
    • Read the documentation thoroughly. See here for a general explanation of the procurement documentation.
    • Identify and plan to attend any pre-quote/pre-tender briefing sessions and be prepared to ask questions.
    • If you have been verbally requested to quote, make sure that you understand what is being sought. If necessary, ask for a written specification.
    • Note the closing date, time and address for lodging your response. Late responses will usually not be accepted, except where there are exceptional circumstances, and only where approved by the contracting agency.
    • Seek clarification of any issues in plenty of time and plan to get your response in at least one day before the closing time.
    • Develop a checklist to ensure you cover all aspects required. A standard checklist that can be used as a basis is available here.
  • 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 to your response.
  • Identify if any Conditions for Participation (mandatory requirements) apply. These requirements must be met in order for your submission to be considered.
  • Identify the criteria against which your response will be evaluated and note any weightings that apply. You must satisfy each of the criteria specified. For more information refer to Understanding How Quotes / Tenders are Evaluated.
  • Read the contract terms and conditions and make sure that you can comply. Non-compliant submissions 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 asked. For high value procurements you may wish to prepare a response strategy. This will help you determine at an early stage if you can provide a competitive solution. Things you may consider include:
    • The budget and resources required to fulfil the contract;
    • Identifying your competition; and
    • Analysing your prospects of winning.


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