Tips

Tendering Tips

I've obtained the documents, now what do I do?{BACKTOTOP}

Plan

Start early. Once you have obtained the documents ensure you have registered your interest with the contracting agency. The following points should assist you in planning your response:

• Note the closing date and time for the tender.
• Identify how to respond, ie by hard copy or electronic submission, and where you are required to lodge your response.
• Ensure that you comply with any conditions for participation that are listed in the documents.
• Read the contract terms and conditions and make sure you are able to comply with them.
• Make sure you understand what is required - do you need to ask more questions?  Are you required to attend a pre-tender briefing session?
• Develop a checklist to ensure you cover all aspects required.

Prepare

Contracting agencies are looking for a tenderer who distinguishes itself from the competition, is innovative, customer focused and provides value-added services.  Keep the following points in mind when preparing your tender response:

• Know how your tender will be evaluated and maximise your compliance with the specification requirements and any other relevant conditions - give particular attention to any conditions for participation as well as any mandatory conditions.
• Present your response in the format requested by the agency. If no specific format is required, then keep it simple.
• Demonstrate (not just assert) your ability.
• Complete the price or cost schedule - include all the items you are tendering and check whether prices should include or exclude GST. Ensure you pitch competitively.
• Provide additional information if appropriate.

Submit

Keep the following points in mind when submitting your tender response:

• Late tenders will usually not be accepted, unless there are exceptional circumstances involving the submission and it has been approved by the evaluation committee.
• Sign all appropriate forms.
• Submit at the right location and before closing time.

For further information and resources relating to these points see How to Tender.

Sub-contracting Tips

• Build a relationship with primary contractors so that they know what you do and the quality of your work.
• Building construction sub-contractors should register on, and regularly review, the tenders section of www.purchasing.tas.gov.au.
• Register with ICN and BIZTAS to enable buyers, both Government and private, to easily find you.

Quoting Tips

When completing your quotation:

• First, prepare a checklist to identify what you have to do.
• Read any quotation documentation carefully and highlight the important issues and requirements.
• Request more information if you feel that you need it in order to prepare your quote.
• Ask questions if you don't understand something or require clarification.
• Check the Conditions of Quotation.  Do not assume that they are always the same.
• Make sure you address all the issues and answer all the questions in your quotation response.
• Make sure your response addresses each of the specifications.
• Use plain English and avoid jargon or overly technical language.
• Make one person the contact point for your bid as this makes it easier for the government buyer and means that you have one central information point.  This person must be fully versed with the bid.
• Plan to finish your quotation before the closing date and deliver it at least one day before it is due.
• Finally, review your checklist to confirm that you have completed everything you needed to do.

Prequalification Registration Tips

• Read the relevant guidelines before you start writing your application.
• Make sure you address all the issues and answer all the questions in your response.
• Make sure that you provide documentation that supports your application to be registered in the category you are requesting.
• Provide all relevant information so that a fully informed assessment can be made.
• Make one person the contact point for your registration application.

Contract Tips

• You will sometimes be required to sign a formal agreement.  These are usually based on standard Conditions of Contract.  If you are not sure if a formal agreement will be required, check with the agency contact.
• All purchases of computer hardware, software and other IT services, regardless of value, require you to be a signatory to the Government Information Technology Contract.
• Make sure you fully understand the terms and conditions of the contract before signing.
• Make sure you understand the milestones and performance measures as set out in your contract as payment can be determined by meeting these deliverables.
• Check with the agency contact to find out what the agency's payment terms are.  These can vary between each agency.

Tips on Finding and Winning Business

• Register on the tenders section of www.purchasing.tas.gov.au and regularly check the tender advertisements. Testing
• Check the Tenders section in Saturday's papers.
• If you are a consultant or contractor in the building and construction or road and bridge industry, apply for a registration upgrade if your qualifications change.
• Develop a personal relationship with government buyers. The better the buyers know what goods or services you provide, the more likely you are to be invited to quote.
• Get a foot in the door by approaching buyers for lower value contract opportunities.
• Keep in regular contact with government buyers to confirm that they are still in that role. If not, find out whom you should approach.
• Build a competitive niche, such as a reputation for quality and service, or experience in local Government sectors.
• Don't assume that you will be given business just because you are "local". You must market your business to the buyers, and be competitive, in order to win business.
• Register with ICN and BIZTAS.
• Use ICN and BIZTAS to help you set up joint ventures and networks.
• Provide buyers with details of your business, such as backup, warranty, time in business, references.
• Don't be afraid to be innovative.
• Request a debriefing if your bid is unsuccessful. Find out why your bid was unsuccessful so that you can be more competitive in the future.

Policy and Principle Tips

• Make sure you understand the principles behind government purchasing processes, such as value for money, and open and effective competition, so that when bidding for a project you can be sure that you understand how the purchasing decision will be made.
• Be familiar with the Government's purchasing policies so that you can make sure your bid complies.
• Value for Money does not necessarily mean the lowest price. See value for money to find out what it does mean.
• Don't confuse creating opportunities for local businesses with giving preference to local suppliers. Government purchasers cannot give you preference over companies from other Australian states, territories, New Zealand, the United States or Chile. See principles for further information.
• The method in which a bid is sought is usually determined by the dollar value of the item or services to be purchased. This can provide a clue on the highest price that will be accepted. For example, verbal quotes are accepted for goods and services valued at $10 000 or less. So, in most cases, it would be unwise to quote $11 000.

Tips in Addressing Evaluation Criteria

Contracting agencies are looking for a tenderer who distinguishes itself from the competition, is innovative, customer focused and provides value added services.

When addressing each criterion you should:

• ensure you have read the criterion carefully - break the criterion into the key points you need to address;
• list each criterion as a heading in your response;
• provide examples of how, when and how often your company has demonstrated the ability to meet the criterion.  How well did you do it?  What was the result/outcome;
• ensure your claims against each criterion are strong, clear and concise;
• think about how you would evaluate your tender against the evaluation criteria if you were assessing your response; and
• aim to set yourself apart from your competitors by emphasising areas where you exceed the requirements and where you feel you can add value for the agency.

Examples:

A poor response to an evaluation criterion on "providing analysis" might be: "The company had the ability to provide detailed analysis of the survey's results."  This statement does not provide any supporting evidence.

A better response might start with: "The company's ability to provide thorough and detailed analysis from raw data is demonstrated through..." then go on to provide specific examples of your company's ability to analyse data.