Planning To Tender

How do you plan a response to a request for tender?

1. 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.
2. 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 sessions.
3. 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 questions;
• 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 tenderers.

4. 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. Contact ICNTAS if you need help identifying suitable local businesses to act as sub-contractors or with whom you can form a consortium.
5. 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.

6. 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 agency.
7. 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 include:

• 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.

8. Read the contract terms and conditions and make sure that you can comply. Non-compliant tenders may not be considered.
9. Identify how to respond. Check to see if there are any standard forms to be completed and make sure you answer the questions asked.

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.