Lesson 3: Submission and Delivery

Hardcopy Submissions 

Do not underestimate the value of the delivery process. Although you may have planned well in advance and your tender document is ready ahead of schedule, it may not be enough to rely on Australia Post to get it there for you. 

The additional cost of a dedicated courier could be perceived as excessive, but the value of your tender arriving before a deadline and being placed into the hands of the key decision maker is priceless if you win the business. 

Another option is a taxi, or even jumping on a flight. Many times for myself and my clients, I have flown to Sydney or Queensland, to hand deliver a tender submission. Only you can determine the cost benefits of this process. 

When you deliver your tender, it is a good idea to ask for a receipt.. Receipts are not standard and not all clients with issue one. Take a photo with your phone of you submitting the tender. It is good to have some proof that the tender was submitted on time, just in case something goes astray. 

It is a great feeling when you have dropped that tender into the tender box – and especially if your tender hits the bottom of the box, you are the first one to submit. See, all your planning and organisation was worth it. 

Online Submissions 

Finally, you are ready to submit the tender. Save all your documents in a folder, and remove all the draft versions and files that are not part of the final submission. You don’t want to submit incorrect files. 

So you are nearly ready to submit. Here are some tips and tricks to keep in mind when you are submitting a tender online. 

PDF Formats
I recommend it is best to submit files in PDF format as you can reduce the file size and also add security to your document. 

However you must submit the documents in the types specified in the tender. Often client response schedules are to be submitted in MS Word or MS Excel. But submit attachments and supporting documents in PDF. 

Keep file names short
Some online portals automatically reduce long file names.  

Keep file names relatively short – most Windows based programs only allow a certain file length. Long file names may cause problems when uploading your tender submission. File names should be kept to less than 90 characters. 

Make your file names descriptive and include your company name and a reference to the document and the tender number. 

Check the tender requirements for the file naming conventions. 

Do not use illegal characters or symbols
Do not use illegal characters, symbols or any other non-English characters. Most Windows based programs do not accept these. a-z, A-Z, numbers 0-9 and full stops are acceptable. Characters such as & – , ( ) ’ < ” + are not accepted 

Disable security and protection features
Please disable ALL security features in your document. Files MUST NOT be password protected – please remove all protection or encryption from documents before submission. 

Allow time to upload
Ensure that sufficient time is allowed to upload your tender response documents and all other supporting documentation that constitutes the submission by the specified Closing Time. Upload times may vary depending on the size of documents submitted and internet speed. 

So now you are ready to press submit. Check and double check that you have submitted all the required documents from your Tender Worksheet. 

Navigate your way to the area where you submit your response. Upload your files according to the online portal. 

When the upload is successfully completed, an official response receipt number will appear on the screen and you will receive an email containing the receipt number. You should store this receipt in a safe place as it is your proof of lodgement. 

Congratulations you have submitted your tender. It is a great feeling to know that all your hard work and effort will be shortly received by the client.