Lesson 8: Quality Assurance

Quality assurance is a requirement in most tenders and proposals. This section is where you show you have the processes in place to manage the production of your products and services, and deliver a high quality of service to the client. 

Common questions that come up in the quality assurance section of tenders include:  

  • Quality Management System (QMS)  
  • Quality Accreditation 

If quality assurance is not a mandatory requirement, then you should still mention the quality processes you have implemented in your company, as well as the benefits these processes will provide the client.  

Quality Management System 

A Quality Management System (QMS) is a formalised system that includes documents processes, procedures, and responsibilities for achieving a company’s quality policies and objectives. A QMS helps businesses in coordinating and directing activities to meet customer and regulatory requirements, as well as continually improve its effectiveness and efficiency.  

Tender Tip

It’s easy to say you have implemented a Quality Management System. However, it’s important to provide evidence to support this.  

I recommend that you provide a copy of your Quality Policy or Table of Contents for your Policies and Procedures Manual. If the document is large, at a minimum, provide a copy of the manual’s Table of Contents. 

Quality Accreditation 

What is ISO Accreditation? 

‘Having a third-party certification provides independent confirmation your organisation can meet the requirements of ISO 9001. With over one million organisations worldwide being independently certified, it makes ISO 9001 one of the most widely used management tools in the world and often the basis of industry best practice. 

If you do have a quality assurance certification, it’s important to include a copy of the certificate in the attachments section. You should also mention the quality assurance process you go through in delivering the service. If quality assurance is mandatory and you don’t have it, then you may want to consider submitting a joint tender with another organisation who holds appropriate certifications.  

This should really be part of your bid and no-bid consideration process, and the decision should be made before starting your tender response. 

Tender Tip

There are many industries where if you don’t have the ISO certification, you will greatly reduce your chances of winning the contract.  

ISO certification is not something that happens overnight. It can take anywhere from 3-6 months to be certified and it’s not an easy process. It can also cost between $15,000 – $20,000, so it’s not a decision to made lightly. 

ISO certification is a long-term commitment for any business. 

Are You in the Process of Seeking Certification? 

Even if you are in the process of seeking accreditation, this is certainly beneficial to your submission. Often you will have a letter of engagement from the certification company, which you should definitely include in your tender response. 

Activity

Use the Quality Policy template provided to customise to your business and your brand.