Guidelines for preparing a response

Keep it simple

• Your response will be evaluated on content not on an elaborate presentation. If response schedules have been provided, use them. Use simple, straightforward language, avoid jargon and overly technical language where possible and keep to the point.

Know how your submission will be evaluated

• Identify the evaluation criteria and mandatory requirements.
• Provide a clear and concise response to each of the evaluation criteria. Make sure you address any mandatory criteria.
• Make sure you have clearly demonstrated (not just asserted) your ability to fulfil the Conditions for Participation (mandatory requirements) and evaluation criteria.
• Draw on previous experiences, provide examples, offer certificates, samples, references and referees to further justify statements.

Maximise compliance

• Provide an indication of your level of compliance with the specification, the conditions of quotation and, if applicable, the conditions of contract. If you exceed the requirements, or only partially comply, you will need to indicate in which areas and explain why
• Answer all of the specified requirements and questions. Prepare a checklist and tick each of them off as you answer them.
• Make sure you provide the information requested. If you want to provide additional information, provide it in the form of an attachment.

Complete the price or cost schedule

• Ensure you have completed the price or cost schedule for all items you are quoting for and check whether prices should include or exclude GST. Either way, make sure that it is clear that your quotation price is GST inclusive or exclusive.

Pitch competitively.

• Are you offering value for money? Value for money is based on a broad assessment of the cost and benefits of each proposal. 

Provide additional information

• To further demonstrate your ability to undertake a contract it may be appropriate to include background information on your company's history, your employees, services you offer and any prior experience. This information may be included when addressing criteria or as appendices etc.

Format

If a format has not been specified contact the agency to determine if there are any specific requirements.  If there is no specified format, follow the general format and numbering of the procurement documentation and specification. This will make it easier for the people evaluating your response to check that you have addressed all of the requirements.

The following may be a useful format (if one is not provided):

• Cover page - match the title of your response to the procurement title;
• Table of contents;
• Executive summary - usually only useful for large or complex responses;
• Response to evaluation criteria and statement of compliance with, and evidence to support meeting of, conditions for participation;
• Statement of compliance - with specifications, contract terms, conditions of tender/quotation etc;
• Price or cost schedules; and
• Any appendices.

In most cases, a response must be submitted in a sealed envelope.  Make sure you check to see if specific information is required to be on the envelope.

What do I need to know about delivering my response?

Before submitting your response ensure that you have correctly signed all appropriate forms.

Make sure you submit your response to the right location and before the closing time. Late responses may not be accepted. Plan ahead and get it in early.

In some cases facsimile and electronic responses will be accepted, but you must confirm this from the procurement documentation. Facsimile and electronic responses must be received, in full, before the closing time. If your response has not fully transmitted by the close, even if this is because the machine has been engaged or is faulty, your submission may not be accepted.