Lesson 1: Preparing for Submission

All tender invitations have their own submission instructions. It is of the utmost importance that you familiarise yourself with full content of the tender. These instructions can usually be found at the beginning of the tender invitation document. Make sure this information is included on your Tender Worksheet. 

The most important element of this process, is the tender closing date. 

Ensuring your Tender is Compliant? 

Did you know that nearly 50% of tenders submitted as part of the tender process are not compliant? And if your tender isn’t compliant, then it will not be evaluated and you have just wasted all that time and money. It is a horrible thought! 

So in order to avoid this, you need to verify tender compliance. Now I suggest that you need to do this at least two days prior to submission. This will give you sufficient time to make any necessary adjustments to the response. 

A compliant response is one that meets all the clients’ requirements and specifications regardless of the model or value and the price.  A compliant solution will meet the first round of evaluations and potentially will be shortlisted.  The key to a compliant solution is to address all the mandatory criteria and ensure you comply with the tender response format and the requirements. 

To have a compliant tender response you must: 

  • Meet the mandatory conditions and essential requirements 
  • Address the Statement of Requirements or Specifications 
  • Meet the financial and insurance requirements 
  • Adhere to all format and content requirements 
  • Sign all required documents 
  • Attach all supporting documentation (use your tender checklist to write down all your supporting documentation). 

Tender Submission checklist 

One of the things I use prior to submitting my tender, is to check the following information to ensure that I have developed the very best response I can.  That said, this is not something I am completing on the day of submission. I do this one to two days prior, just in case, there is an omission and I need to fix it. 

>> Download my Tender Submission Checklist (from the Module 6 downloads lesson)

Online Submissions 

When making an online submission, I recommend that prior to the submission date, you login and familiarise yourself with the tender portal.  

While most of them are relatively easy, intuitive and simple to use, every now and then you will find one that is very difficult. And you don’t need this with only five minutes prior to the closing time. 

Alternatively, you can contact the client and raise a question regarding your concern. However many tenders have closing dates for questions, so you will need to ensure this is done prior to the question closing date.

Tender Tip

When you have small upload limits for your online submission, save your PDF files as a reduced sized PDF document. 

Also creating a zip file for the attachments, will reduce the file size also. 

Some online submissions require you to enter the information into the online portal. So your format may not be applicable. Make sure you check all the submission requirements prior to the closing date. 

Hardcopy Submissions 

Whilst hardcopy tender submissions are not as popular as online submissions, many government departments still request multiple copies of documents. Often hardcopy submissions may also require an electronic copy on either USB or CD. 

Tender Tip

Submit the tender documents ahead of the deadline date.  

When possible, you should personally deliver your submission.  

After all the blood, sweat and tears of getting the presentation perfect in every way… don’t deliver late. You will be eliminated from consideration and the hard work will have been worthless.