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The Construction Tendering Process Explained

Last Updated Mar 25, 2024

Man in hard hat and vest surveys a construction site with workers and equipment.

Understanding the tendering process is essential for head contractors and subcontractors alike. A common benchmark within the industry is a hit ratio of 5:1, meaning that for every five jobs you put in a tender, you are awarded the contract for one of them.

Being successful with tendering requires a thorough understanding of the process and the strategy that you should take as a contractor. It also requires a good understanding of the intricacies of the tendering process and adhering to the best practices in the industry, so you can avoid making mistakes that will cost you that tender.

To improve your odds of being chosen, read on for detailed information about each step of the construction tendering process.

Table of contents

5 Steps in Construction Tendering

Construction tendering is like applying for a job. It’s when builders submit an offer to a client, saying, ‘We can do this work for this much money and finish it by this date.’ Tendering also gives contractors a chance to lay out their methodology , explaining why their approach is best for a given project.

Generally, the construction tendering process can be broken down into five key steps: tender solicitation, tender submission, tender selection, contract formation and project delivery.

1. Tender solicitation

During the tender solicitation phase, the developer or their representative will typically issue an Invitation for Tender, a Request for Quote (RFQ) or a Request for Proposal (RFP).

A Request for Information (RFI) – sometimes called a Request for Clarification – can also play a role during tender solicitation. Contractors will often submit an RFI to request further details that enable them to price the job more accurately.

For government construction projects, agencies typically issue an open call to qualified contractors registered for government work.

On private projects, tenders may be open or sent to a smaller group of contractors in a non-competitive tendering process. In some cases, tenders may be solicited through a  tender management platform .

Regardless of the project type, the tender package contains project details to enable contractors to produce a tender, including:

  • Project requirements
  • Project delivery method
  • Construction specifications
  • Insurance and bonding requirements

The solicitation usually requests details about the applying contractors, such as their expertise and past similar projects. Owner-developers use this to vet the contractors, ensuring they can deliver the job as promised.

Contractors who meet the requirements and are interested in the job will be able to submit a tender.

Contractor tip : Pay close attention to the project requirements during the tender solicitation phase. Submitting a tender takes time, and one way to improve your hit ratio is to focus on the right jobs for your business – which means skipping some tenders entirely.

2. Tender submission

In the tender submission phase, interested contractors submit documentation about the project timeline and costs, as well as information about their business.

During this phase, head contractors will often solicit their own tenders, proposals or RFIs from subcontractors they need to hire to complete specialised aspects of the job. The head contractor will combine the subcontractor proposals to prepare the tender they submit to the property owner-developer.

In order to create an accurate tender, contractors must create an accurate estimate of project costs, including:

  • Profit margin

By reviewing the project specifications and bill of quantities, performing material takeoffs, and calculating overhead and profit margin, contractors should be able to nail down a competitive tender.

A good tender represents the best quality at the most reasonable price.

Contractor tip : Tenders should be as clean and organised as possible. A tender sheet serves as the face of the contractor. A professional tender with all of the correct documentation submitted on time serves as the first indication of a tenderer’s reputation. Additional information may be sought from the tenderers for clarification.

3. Tender selection

When it comes to tender selection, property owners will often pick the tender with the lowest or most competitive price. The contract is awarded to the most suitable tenderer, and unsuccessful tenderers are not notified.

Contractor tip:   Winning tenders require contractors to submit a price that is high enough to earn a profit but low enough to stay competitive. Losing tenders is part of the game; keep track of your unsuccessful tenders to learn for the future.

4. Contract formation

After the owner-developer selects a tender, they will perform the final negotiations with the contractor. Then, both parties will form a construction contract that they will eventually sign.

Learn more about the 8 types of construction contracts

Once the successful contractor signs, a formal letter of award is issued.

Contractor tip:   Any concerns about the project scope should be raised during the tendering process. Typically, the owner-developer will, as part of their tender documentation, supply a proposed contract for the contractor to review. It is rare for major concerns to be raised after tender selection.

5. Project delivery

Even though it’s not technically part of the tender process, project delivery plays a very important role in tendering.

  • Before tendering starts, the property owner-developer will determine the project delivery method.
  • During tendering , the project delivery method determines how tenders are solicited and submitted. For example, Design-Build employs a single firm for design and construction, so tenders are only received from subcontractors supporting that firm’s work.
  • After tendering , the project delivery method often influences contract negotiations.

Contractor tip:  Make sure you’re clear about the project delivery method and how it affects the tendering process. Contracting businesses tend to specialise in certain project delivery methods while avoiding others.

Types of construction tenders

When a property owner-developer is ready to receive tenders on a project, they will choose a tendering method. The four most common types of tendering are open tendering, negotiated tendering, selective tendering and serial tendering.

Mastering the tendering process takes time

Because contractor cash flow is heavily dependent on skilful tendering, businesses that tender well tend to outlast their competition. Learning to find the correct tenders, prepare proper estimates and submit professional tenders takes time, but it’s worth the effort. Mastering the tendering process is essential for contractors who want to grow in the commercial or government construction sectors.

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Emma De Francesco

16 articles

Emma is currently Strategic Product Consultant at Procore where she loves partnering with clients to help them achieve the best possible results. She has worked as a Project Manager in previous roles, responsible for overseeing small to medium-sized projects across various sectors including commercial, health and lifestyle, retail, government and hotels. Throughout these projects, she managed everything from project costs, program and quality & safety, to design management, procurement, and authority approvals.

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2021 Guide to A Successful Tender Submission

Writing a successful tender submission is a fine art, but one which, if done effectively can reap significant long-term benefits for your organisation. We’ve written the following guide to support you to write a tender submission that stands out:

Preparation is Key to A Successful Tender Submission

Research your target client.

A tender submission that stands out is a tender submission that fully identifies the needs and requirements of the buyer. Understanding the buyer’s business and what’s happening within the sector they are operating in will help you to get a better idea of how you can support their business to overcome specific challenges they face. A submission that clearly demonstrates a knowledge of the buyer’s business displays an interest in the organisation which will be received favourably.

Dedicate resource

Take the time to understand who within the organisation will be available to support the preparation and production of your tender submission. It’s crucial that essential team members needed to support the submission are available in the timeframes required. This will support the production of high-quality work and reinforce accountability.

Read guidelines thoroughly

Before you put pen to paper, it’s absolutely crucial that you read the guidelines thoroughly. It may seem that much of the information in the guidelines is fairly mundane, but it could save you a lot of time later down the line:

  • Make a note of the deadline date and ideally aim to submit 1-2 days before this date to allow for unforeseen circumstances.
  • Pay attention to formatting guidelines. Some systems will only allow the submission of certain document types. If you’ve spent time creating a response in a programme that is not compatible with the buyer’s system, your time will have been wasted.
  • Word counts are crucial, adhere to them at all times. Simple mistakes here suggest an inability to follow guidelines, which negatively impact upon perceptions of your organisation.
  • Understand the point-scoring mechanisms that will be used by the buyer as this will provide guidance on the response and structure required.
  • Ensure you know how the submission should be made. Some organisations will require a postal or email submission, but more likely you’ll be required to submit via a portal. If this is the case, familiarise yourself with the portal well in advance of the submission date.

Understand and clarify the key requirements

Highlighting areas that are priorities for the buyer will help you to tailor your response around what the key areas of focus should be for your bid submission. Understanding the buyer’s challenges and requirements will help you to formulate your strategy, storyboarding and content strategy. If you require clarification to fully understand the requirements of the buyer, ask now. Never be in any doubt of what the buyer is truly looking for from a bid submission.

Writing your Tender Submission

When bid writing  there are a number of key points that you should consider:

Answer the question

This may sound obvious, but there are some important factors to consider when crafting your response to the questions outlined in the brief.

Firstly, deconstruct the questions to ensure you fully address all points. Often there maybe two, three or more areas that the buyer requires you to cover in your response to a single question. By deconstructing the question you’ll ensure that you do not forget to cover all subject matters.

Secondly, mirroring the question in your response can be helpful to make it easier for the buyer to see that you have focused on all aspects of the brief. In particular, using headings which match the deconstructed parts of the question is a good tactic to employ. You may also wish to reference the question number in your response to make it effortless for buyers to see where the content in your submission aligns with the brief.

As highlighted previously, ensuring that you adhere to the word count is crucial when writing your response. If you are limited to a strict word count (which is usually the case) make every word matter by ensuring that you are only including content that specifically addresses the question. Word counts are always a very good indicator of the depth of response that the buyer is expecting for each question. They can sometimes indicate where the priorities are for the buyer too, so they are always worth aligning to as closely as you can.

Simplicity is key

When a successful tender submission, simplicity is key. This can be achieved in many ways. Using overly complicated language or colloquialisms risks confusing the buyer and opens up the potential that they miss the key points that you are striving to make. Using plain English is recommended as best practice. Similarly be careful in your use of acronyms. This is particularly important where word counts are prohibitive, and you are struggling to fit your content within stringent parameters. If you do use acronyms, ensure to write in full on first use within your document.

Content can be simplified through the use of bullet points, as sentences are typically shorter in bulleted text. In addition, bullet point listings also draw the eye and are a great option for pulling out key points that you wish to make.

It’s true to say that an image can tell a thousand words. The use of imagery or infographics can highlight key information in an easily accessible format. Furthermore, they help to break up content making your submission easier on the eye and reducing read fatigue.

Be persuasive, not descriptive… and evidence, evidence, evidence

When writing content for your bid submission it’s vital that the language you use is persuasive rather than purely descriptive. Ensure that your content focuses on the advantages to the buyer in selecting your organisation to fulfil their needs. If you know of areas where you steal a mark over the competition, highlight those as a USP for your submission.

Aim to exceed the expectations of your buyer in your response. Demonstrating that you can not only hit the brief but go beyond their requirements, makes for a compelling argument.

It’s easy to state that your organisation can deliver on certain criteria but it can lack gravitas without strong evidence to substantiate your claims. Testimonials, statistics and case studies are all useful content to include within your submission, where appropriate, to verify the statements you wish to make.

Increasingly as part of mitigating risk, buyers include a section that allows them to appraise your response to current situations. As an example, in the last year, many organisations now wish to know what your company response to the global pandemic has been. Evidencing that you are responsive to change will reassure a buyer in your ability to flex dependent upon macro and micro conditions.

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Make Your Tender Submission Stand Out

Check the guidelines from the buyer first to ensure that you do not deviate from accepted formatting and presentation principles, but be aware that presenting your submission in a professional way makes a big difference to the buyer’s perception of your organisation. You may wish to enlist support from a marketing or design agency to help your submission to stand out from the crowd. It’s a simple step that’s often overlooked, that can make a big difference. Remember, first impressions count.

Proofread and Review

A second pair of eyes to proofread and review your document(s) is a crucial step in a successful tender submission. The author is often too close to pick up on repetition, mistakes or other errors. A good proofreader will help you to identify any contradictions within your content, and, if they are familiar with the business, may also help to identify additional content that could support your bid submission. And that’s in addition to spotting any typos or grammatical errors.

Finally, do not leave the submission to the very last moment. Submissions sent after deadline will usually not be reviewed, even if you are able to evidence extenuating circumstances. Good practice for a successful tender submission is to submit your bid at least 1-2 days before the official deadline.

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Bidding and tendering is the process that allows organizations to solicit bids from service providers or submit bids to win the right to complete a particular project. This process enables businesses seeking external contractors to find the most qualified bidders for a specific job while allowing external contractors and organizations to earn the right to partake in project work. Read on to learn more about external projects and the tendering and bidding process.

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What is the Bidding and Tendering Process? 

The bidding and tendering process is a process by which a business or organization invites third-party contractors to bid for a project through a document called a tender. Once an invitation to bid has been tendered, businesses can submit a proposal in response, indicating their interest in the project. Businesses will then compare the submitted bids and accompanying proposals against specific criteria to identify the best provider or supplier for the project. 

Why is the Bidding Process Important in Project Management?

When organizations lack the expertise or experience to meet a specific requirement of a project, it is more cost- and time-efficient to seek an outside contractor rather than train in-house staff. In cases like this, the bidding process is essential to ensuring that organizations find the best fit for the job. This process is especially common in industries such as game development, construction, and marketing. 

Moreover, the bidding process ensures that specialty project managers with significant experience in a particular area or industry find work that’s appropriate for their interests and skills. For example, if a construction project manager is looking for construction-specific work, reviewing the details of an organization’s tender document can help them decide if the project is a good fit for their skills and background.

Read More: What is Project Management? Definition, Types & Examples

What Types of Bid Processes Exist?

Open tendering .

In an open tendering bid process, also called competitive bidding, an organization opens up the floor for bids from any party, which can come from another organization, business, or even an individual in some cases. This type of bidding is highly competitive and often occurs when an organization wants to review a wide range of candidates for a project across a diverse talent pool at various price points. 

Selective Tendering

In a selective tendering bid process, the organization accepting bids preselects only a few top organizations or applicants to apply. This process makes the bidding pool smaller and typically only involves vendors that have a preexisting relationship with the organization (though this is not always the case).

Negotiated Tendering 

In a negotiated tendering bid process, a single vendor is preselected to complete the project. The selected vendor is typically a business with a notable track record in the industry or has a preexisting relationship with the project owner. In this process, the vendor and the organization accepting bids go back and forth to negotiate the terms of the project and work contract. 

Read More : Project Management Terms & Concepts to Know

The Bidding Process

Step 1: request for proposals.

After an organization has decided to open up the floor for bids on a particular project, it will issue an invitation for bid (IFB), a request for quote (RFQ), or a request for proposal (RFP). While these terms are unique, they all serve the same purpose: to express public interest in receiving bids for a project. From there, a tender manager prepares a more detailed package that fills in any remaining information about the project, issuing organization, and what types of skills and services they’re looking for. 

The package will include details about deadlines, expectations, specifications, supporting documents, and details about what requirements and supplementary information potential bidders should include in their bids. Depending on the type of bid process the organization prefers for the project, the invitation to bid will be extended openly or to a limited number of preferred applicants.

Read more: RFQ, RFP, RFI: What’s the Difference?

Step 2: Bid Preparation and Submission

Once the request for proposal has been issued, it’s up to interested parties to assemble their bid and submit it to the organization accepting bids. During this time period, parties assemble as an organization to fully review the requested document and the project’s terms.

Before drafting a proposal of any kind in response, the team must first make sure that they understand the client’s needs and have the bandwidth and capability to deliver on those terms successfully. If the team determines that the project is a good fit for the deliverables and services they can provide, then they can begin assembling a project proposal.

Once the proposal has been drafted, the team should take one final look at the document as a collective before sending it back to the client for their official review. 

Step 3: Bid Evaluation and Selection

During the bid evaluation and screening process, the organization accepting bids reviews the various bids and project proposal submissions from outside contractors. While this process can take weeks or even months, it’s important to review each proposal thoroughly and carefully. After the organization reviews each proposal, they will select the vendor or vendors that they want to grant the project to. 

Step 4: Contract Negotiation 

Once a vendor has been selected, they will negotiate back and forth with the hiring organization to establish agreed-upon terms and conditions for project satisfaction. During these negotiations, both parties may discuss the project timeline, compensation, access to resources, and more. 

Step 5: Project Delivery

The final step of the bidding and tendering process is project delivery. This phase marks the official beginning of project work and encompasses the entirety of the project lifecycle. At the conclusion of this phase, the client receives all of the key deliverables and project outcomes that were discussed in the initial planning phase. 

What is the Bidding Process for Project Managers?

In the tendering and bidding process, project managers play either of two roles: as a tender manager or a bidding manager. Tender managers are project managers who act as representatives for the organization seeking a vendor. Bidding managers are the project managers who act as representatives for the parties interested in providing the service or product.

Read more: Project Proposal Templates and Examples

Download a FREE Project Proposal Template

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Choosing the appropriate bidding process for your project will vary greatly depending on the project scope, budget, and timeline. For example, suppose you need to get to work quickly on a very tight timeline. In that case, it’s better to go with selective or negotiated tendering in order and examine a smaller pool of applicants who have a proven reputation; this way, decisions can be made faster. 

If you are looking to screen applicants for a longer-term project that requires numerous vendors and subcontractors, an open tendering process makes for a better option as it allows you to pull from the widest and most diverse pool of candidates possible.

While it can be difficult to decide what bidding process is right for your unique project, it’s important to note that you can always open the floor up to an open tendering process if more selective screening methods fail. 

How do I prepare a winning project proposal for the bidding process?

While creating a winning proposal can seem overwhelming, if you hone in on mastering a few key elements, you’ll have an eloquent, thorough proposal in no time. 

Carefully review documentation from the hiring organization

Before you start drafting your proposal, you need to carefully review the information provided by the organization accepting bids. If any special conditions or specific skill sets are indicated, you will want to highlight your ability to satisfy those requirements in your bid, which can help you stand out from the competition.

Highlight impact and not just data

One of the most commonly overlooked elements of drafting a winning project proposal is to go further with your data. Instead of just showing your team’s competency or past successes, go further to explain the impact of that information. For example, let’s say your marketing team has increased client brand awareness by 15% on average in the last year, extrapolate the impact from that data, explaining what that means to the client—whether it’s more sales, a larger social media following, etc. 

Cover all the bases

Ensure that you adequately cover all of the essential elements of a project proposal while answering any specific questions the hiring organization has presented. For example, they might ask for a portfolio of work or references on top of the standard proposal.

Check out our FREE project proposal template above for help structuring your proposal!

How can I remain competitive against other bidders in an open or selective bidding situation?

The best way to remain competitive against other bidders in an open or selective bidding situation, besides following top tips for drafting a strong proposal, is to hone in on what your team does better than anyone else. Providing the client with a differentiator, a metric to weigh your impact and success against other bidders, will help you leave a lasting impression and thus increase your chances of winning the project.

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Home / Blog / Tender Writing & Bid Management / How To Plan a Tender Submission

How To Plan a Tender Submission

Article details.

The ability to submit a successful and compliant tender often depends on the ability to plan the submission quickly and effectively, from the storyboard stage through to final tender submission.

Guidance from our professional tender writers below will help you to plan, and also complete, a tender submission.

Understanding all the tender documents

The first step in the  bid writing process  for a successful tender submission is to read and understand all of the tender documentation. This documentation contains all the information that you need in order to produce a fully compliant response, such as: page, character and word limits, submission requirements, evaluation criteria and how to communicate with the buyer. Each tender is different , and ensure you approach your submission as such.

By understanding all this information you will then be in a position to understand the needs of the contracting authority and how to meet them, along with how to demonstrate successful delivery of the required services better than any of your competitors. If you do not read the tender documentation you are likely to produce a rushed and disjointed response that will not highlight the strengths of your company, and won’t be what the authority are looking for.

Use the tender specification to plan your response before you start drafting the tender. This will help to formulate the structure of your tender submission, ensuring that you address all points and answer the question.

Organise your bid team

The quality of any bid also relies on the quality and experience of your bid team or bid writers, and their ability to understand and meet all tender requirements. Make sure that you allocate experienced staff to each tender submission that you bid for – the time costs of this will be outweighed by the benefits that come with winning the contract.

If you do not have a bid team,  outsource your tender writing  to a  professional tender writing firm  to improve your chances of success. Professional tender writers specialise in the completion of bids, tenders and proposals, and can efficiently work through documents that your team may not have the time or resource to complete inhouse.

Once bid writers are allocated, ensure they have access to subject specialists or members of the organisation with more technical knowledge. This is necessary to answer questions to a high quality, which includes relevant and specific information. This may take time, but it does produce a winning tender, rather than the alternative which is guess work or using copy and paste from previous tenders – a big no.

When preparing a tender response it is important to store all documents centrally, in clearly marked files, so that the information can be accessed easily when required by anyone involved in the bid. This central store should include the tender documentation, any information or supporting documents and your prepared response.

What to consider when compiling a tender

Once you have understood the tender requirements and have a suitable plan in place, the next step is to start drafting the tender submission. A few pointers at the writing stage:

  • Give yourself sufficient time to work through the tender response
  • Ask yourself regularly whether you have fully answered the question
  • Have you used the majority of the allocated word or page limit? If not, we would suggest revisiting your response, as it is unlikely that you can answer a question with one or two lines
  • Is your narrative clear, and is information easy for the evaluator to find?
  • Can you use images or diagrams alongside your narrative? If so, this is a great way to add flair to your tender submission
  • Does your tender differentiate your organisation from the competition? Here you should be focusing on any unique selling points and positioning your company ahead of the other bidders.

Maintain an ongoing tender checklist

When completing any tender, develop a checklist of all information and supporting evidence and circulate this to all relevant departments within your company so they are aware of all the information they need to provide. This list should also contain details of each response that is required and the progress in completing this. Update the list regularly so that you can easily track the progress of the submission and any remaining elements, and make timely requests of your staff for outstanding information. This also ensures that you don’t miss anything, minimising the risk of your submission being non-compliant.

Establish a working bid library

When storing the tender response, use clearly marked folders for your responses, relevant information and supporting evidence. Staff can then access this information quickly and effectively and continue working on the submission without delay.

Information and supporting evidence stored in an up to date bid library can then be revisited for future submissions and amended as necessary; this method again speeds up the bid process, especially for documents such as policies which do not need to be updated for every bid.

Characteristics of a good tender

As we have mentioned, each tender is different and it is important to recognise that. A good tender submission is well written, answers the question and is driven by the contract specification to score the most marks available.

All too often we see clients fail a PQQ or tender due to lack of planning and a rushed tender response. For bespoke tender writing advice and support for your organisation, call us free on 0800 612 5563 or fill in our  contact form to talk to our team today and see how we can support you.

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Prior to submitting a bid, you should always schedule in adequate time to review your tender and ensure it is reflective of the time, effort and resource required to create the submission.

Bidding for contracts is a time-consuming, complex and competitive process, with many rules and preferences from the authorities governing the evaluation process.

Call us now to speak to a member of our Bid Team: 0800 612 5563

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Tips on formats for successful tender presentation

Tender responses have to be as informative as possible without affecting the legibility. In today’s blog, we discuss a format of what we consider to be a winning strategy. Adhering to this strategy will ensure that you will include all the necessary details required.

This winning strategy follows the ‘who, cost, how and what if’ approach. It will help you include every detail and will certainly contribute to making your tender to surface as the best amongst all responses.

Study the tender and draft a list of projects which you have provided with a similar service or products before. This will demonstrate your previous experience and will convince the evaluator about your capability in delivering/servicing projects which are as similar as possible to the work being tendered for. Where possible, include reference details of clients who be contacted by the evaluator.

State clearly and in full of whom your team comprises of and the skills they have in delivering the service required. Consider including the profiles and qualifications of the proposed team members. You can also include backup resources, should there be a need for extra work or if additional resources are required.

In addition, include your technical abilities and operational procedures in detail. Think of all the technical aspects which make your organisation to be unique from your competitors and highlight these differences. This will instill confidence in the buyer as they will see that you know exactly how you propose to deliver and that you have thought the process through carefully. Highlight any methods which are particularly innovative or that demonstrate efficiency.

Highlight any areas where you believe that your solution can offer cost savings to the buyer. If you believe you have a better long-term value solution which may be more expensive upfront, provide the buyer with the necessary information to back-up your claim.

Identify all contract management roles and responsibilities. Describe your proposed contract management processes including project initiation, day-to-day operations, review points, quality checking, dealing with issues/complaints, reporting, lines of communication etc. Describe your customer review process and provide tangible and relevant examples.

Describe your company quality systems and procedures and include copies of relevant accreditations. Provide copies of relevant quality procedures in the tender and fully describe your quality review procedures.


Nothing makes a buyer more impressed and confident than knowing that the bidder has prepared in advance for possible risks. Therefore, indicate that you have identified the risks associated with the tender and also display well-thought methods you have already considered to reduce these risks. This may mean including a risk register with contingencies for all key activities.

Added value

A buyer will be double impressed knowing that you, as a bidder, are willing to bring in more than they have bargained for. If you are capable, include any aspects of your solution which will bring something to the buyer which is beyond their existing capability. This may include additional business benefits, new skills or methods in the delivering of the overall solution, anything that you are willing to do at no extra cost that will make the overall process more efficient and save money.

This format of tender procedures will help your tender response to be among the top choices of evaluators. It will demonstrate that you have prepared yourself, you are well-skilled and you are in the best position to provide the services or products required.

Hints and Tips

Hints and tips.

  • Who is the bidder or his or her representative?
  • When to choose a Joint Venture, Consortium or Sub-contracting
  • The difference between Supplier and Enterprise Development
  • Is it compulsory to sub-contract part of the tender?
  • Specific tender conditions and Black Ownership
  • The minimum requirements for a Start-up Business to tender.
  • Items that determine tender pricing
  • Starting a “tendering business”
  • There is no such thing as a “Tendering Business”!
  • Joint Ventures and B-BBEE
  • Objective Criteria in Tenders

By Werner van Rooyen, Director of HowToTender (Pty) Ltd which specializes in tender consulting and tender training.

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explain the presentation methods and tender submissions procedures

The Tender Process: What to Expect, Step by Step

Tenders 101 - What is a Tender Management System?

Competing for high value public and commercial tenders is a big investment for any business. Being able to optimise activity within the set tender process and tight timescales is critical to delivering world-class tenders.

Let’s look at requirements for each stage of the tender process, challenges faced and how bid management technology can help make the most of tight timescales to finesse your tender responses.

Introduction to the Tender Process

There are several tender procedures that procurement agencies can adopt to evaluate suppliers for their products, services or solutions contracts. The most common and easiest process is that of Open Tenders. This requires less stages than other tender types and is open to all suppliers to bid for the work.

It’s this process that we are discussing in this article. Definitions and a summary of all Tender Types can be found in this article ‘6 Types of Tender Used in Public Procurement’ .

The tender process has changed considerably over the years. Gone are the days that everything was sent by post and reams of printed paper used. The process is now mainly managed electronic through:

  • Public Procurement Portals: where Procuring Agencies are required to advertise their Tender Notices and publish Tender Awards.
  • Tender Portals or Websites: operated by the Procuring Agencies where the tender process is managed and Bidders can access documentation, communications and submit tender responses.

This makes the whole process more streamlined and efficient for both buyer and suppliers.

7 Stages of the Tender Process

Based on the Open Process:

  • Procuring Agency publishes the tender on a Public Procurement Portal (e.g. TED / FTS )
  • The Bidding Organisation reviews the Tender Notice and submits an Expression of Interest (EOI).
  • The Bidding Organisation downloads and reviews the Selection Questionnaire (SQ), Invitation to Tender (ITT) and supporting documentation.
  • The Bidding Organisation completes the detailed SQ and ITT, usually within 6-8 weeks.
  • Procuring Agency evaluates and scores the SQ and ITT.
  • Procuring Agency issues the Pre-award Notice to the preferred and other bidders, allowing 10 days to challenge result.
  • When uncontested, the Procuring Agency confirms the award to the winning supplier and both parties sign the contract.

Now let’s take a closer look at the work required for each stage of the process and activities needed to complete your tender submission.

Finding Advertised Tender Opportunities

The majority of public contracts over a certain value threshold are required to be advertised through Public Procurement Portals such as TED EU and Find A Tender Service UK . Tender Notices may also be published on organisation or government agency websites and industry specific portals such health and defense.

TED alone advertises 258,000 number of Tender opportunities per year.

Bidding organisations can easily sign up to these portals or a third-party search service to find relevant tender opportunities. Various criteria can be used to filter tender notices matched to your business needs.

Take a look at our blog ‘Finding Tenders: The Art of Sourcing and Targeting’ to learn more on finding your best -fit opportunities.

Notices can then be automatically sent through to your email and be assessed by your Sales Team to validate and ensure they are a good fit for your business.

Once assessed, relevant opportunities will need to be populated within your sales management solution (spreadsheets/CRM etc) and associated team members notified.

Without a dedicated bid management solution, sourcing, qualifying and approving tender opportunities can be a frustrating, manual and time-consuming process.

explain the presentation methods and tender submissions procedures

Submitting Your Expression of Interest (EIO) in the Tender

Once approval has been given by your Sales Manager to proceed with the tender opportunity, your Expression of Interest (EOI) needs to be registered.

In most cases this is a simple matter of clicking on the supplied link within the Tender Notice. This will take you to the Procuring Agency’s Tender Portal where you can complete your EIO with just one mouse click. You will need to be registered and logged into the system first to do this.

Assessing the Invitation to Tender (ITT) Requirements

You can then proceed to review the Invitation to Tender (ITT) details and documentation to gain a better understanding of the Procuring Agency’s tender requirements.

The Tender Notice will include links for access and download of these documents. These may be publicly accessible or require registration and log-in to the procuring agency’s portal or platform.

This documentation will include:

  • Executive Summary: describes the goals and ambitions for the contract.
  • Evaluation Criteria: describes how the Procuring Agency will evaluate the whole tender. It should include the price/quality/technical mix, the pass/fail criteria for binary questions, and the scoring mechanisms for all other questions.
  • Scoring Matrix: This is usually an Excel document, and it shows how the Procuring Agency will calculate all the individual scores for each level; question, section, envelope, overall.
  • Standard Terms and Conditions: setting out details of the contract.
  • Detailed Questionnaires: Will consist of the questions the bidder will need to answer in the tender submission. These may only be available as in-portal forms to be completed on-line.

Theses are all crucial documents and need to be available to all stakeholders and updated if revised by the procurement agency. Without a central repository and good document management practices in place this can be problematic.

Your bid teams will need to fully assess and understand these documents. This stage is often rushed due to time constraints. As well as not fully comprehended or communicated to content writers and other stakeholders. Without this insight, achieving top scores for responses will be difficult.

Completing the Invitation to Tender (ITT)

Bidding organisations usually have 6-8 weeks to complete the SQ and ITT Questionnaires, which will often consist of numerous questions.

The SQ will mainly require information about your business, such as VAT Number, Insurance, Record of Accounts etc. This is content that generally your Subject Matter Experts only need to update on an annual basis and your Bid Team can easily complete.

The ITT will contain more detailed questions covering many topics including technical, commercial, risks, financials, products and pricing, etc.

Although commonplace for many of the questions to be similar across any number of tenders (covering the main factors associated with product and services), it is important not be complacent with your responses.

When working with tight time constraints, Bid Teams may be tempted to reuse previous answers. However, opportunities to address nuances in the questions can be missed and lead to responses receiving lower evaluation scores.

Your Bid Team will then need to upload the final approved submission to the Procuring Agency’s Tender Portal. This may be in document format but more often, a direct population of on-line forms.

explain the presentation methods and tender submissions procedures

Award of Contract

On completion of the tender evaluation, the Procuring Agency will issue a Pre-Award notice to both the preferred supplier and other bidders in the process. This provides a 10-day period for losing bidders to appeal the decision.

Once this period remains uncontested, the Procuring Agency will supply a letter of confirmation to the winning supplier. Followed by the signing of contracts by the two parties. The Procuring Agency will also publish the Award Notice on the Public Procurement Portal for public viewing.

Technology for Improved Bid Management

As the above demonstrates, there are several stages to go through to bid for Open Procedure public procurement contracts. Other types of tender procedure, such as Restricted or Competitive Dialogue will involve additional stages and complexities.

Each stage of any of the tender procedures, requires the coordination of people, completion of tasks and the creation of content. All within tight deadlines. Managing such activities through inadequate business tools and technologies can be greatly hamper performance and results.

Using a more sophisticated dedicated Bid Management solution, such as TenderEyes , can help your teams automate and streamline the process. This will give better control over the whole end-to-end process, all within the one platform, delivering:

  • Smarter sourcing, qualification and approval of tender opportunities.
  • Better management, access, search and updating of all tender documentation.
  • Easier assessment and communication of insight of tender requirements and risks.
  • More coordinated and quicker completion of tender responses and approvals.

All designed to free up time to focus on compiling more competitive, compelling responses, that secure higher scores and improve win probabilities.

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Shortlist Tender Presentations – 8 Top Tips

When you get short-listed to the final few in a tender you may get invited to present to a panel. Preparation is key to being successful in tender presentations:

Shortlist Tender Presentations - 8 Top Tips

1. Shortlist Tender Presentations – Don’t Panic!

It’s great news, you are down to the last few and close to winning a contract. But the prospect of making tender shortlist presentations can be daunting for non-salespeople! Often, due to lack of experience, those who will be presenting feel it’s not something they can tackle with confidence. Well, don’t worry!

The important thing to remember is that in most cases, the panel who will be marking your presentation want to hear from the people who will be delivering the products or service. They are not normally bothered about receiving a super-slick sales pitch from the sales department. They want to see who they will be dealing with on a daily basis in order to assess their abilities, knowledge and experience. This helps the panel gain confidence that you will deliver a good service.

We’ve worked with many businesses where the directors and managers either lack experience and/or confidence in sales presentations. We’ve followed the steps below and focused on showing how the team will meet the panel’s needs. The results have been that they’ve beaten the bigger firms (with their highly polished presentations) and won the tender or contract! So, when faced with tender shortlist presentations, remember the panel will be looking to see how and what you can deliver, not how good a salesperson you are.

2. Understand the Customer’s Requirements

Ask about the agenda:

  • What content they want to see?
  • Who they would like to attend?
  • How much time is available?
  • Do they want a formal presentation?
  • Or will it be a Q&A session?

3. Get the Structure and Content Right

The content of your presentation must be relevant to the tender and the requirements in (2) above.

Don’t just copy the last presentation you did. Even if it went well and you won the tender, it may be way off the mark for the next tender panel .

By all means, re-use good content. But always tailor your presentation to give them exactly what they want.

4. Limit Corporate Emphasis – Give Them Benefits

Starting off with a snapshot or overview of the company is fine. But spouting endless facts is boring!

What the tender evaluation panel want to hear about is how your bid will help them. It must be about benefits i.e. what’s in it for them.

See the section on What’s in It For Them (Benefits) in answering tender questions . Also, consider the other recommendations contained in that post e.g. tell them about how you will provide added value, innovations, savings etc.

Whether it’s a company overview, how you operate or processes, you need to focus on how it helps them. Of course, you need to explain enough so that your audience understands how things work and that there is enough substance to deliver. But keep reminding them how it will help them.

Using evidence will support what you are saying. Some real-life anecdotes of how you’ve helped other similar customers adds proof… And therefore, belief.

5. Ask Who is Attending & Think Why

Refer to (2). This may help you decide what to focus on and who from your team should attend.

For example, if TUPE is involved and their HR people are attending, maybe your HR should be part of your team. Or if health and safety is critical and their H&S will be there, so should yours. They will have the expertise to discuss technical details with their counterpart.

As explained earlier, tender evaluation panels don’t want to hear the highly-polished salesperson talk for the whole presentation. They really want to hear from the people who will be delivering the service. The proposed contracts manager for example.

6. Agree a Leader

You need someone to ‘control’ or direct your team. He or she will be the focal point to receive and distribute questions to the right member of your team. This will show good organisation and professionalism. That always gives buyers more confidence when awarding a contract.

Without a leader, you can have the embarrassment of either no one answering a question. Or everyone trying to answer at the same time!

Typically, the leader will be a director, the salesperson or bid leader.

If you need help with a tender short-list presentation, contact us to improve your chances of winning the contract.

7. Consider What Questions Will Be Asked

Formal presentations are nearly always followed by questions. If not, questions tend to be asked during the presentation

Some tender shortlist meetings are an informal Q&A session. The tender panel will ask clarifications and for more information on your bid.

Others have a predefined set of questions that are asked of all shortlisted bidders.

For all of these you must agree:

  • What you will say?
  • Who will answer what types of questions? (see 5 & 6)

If you don’t have predefined questions, brainstorm what types of questions you think might be asked. Agree your responses and who will answer each question/topic.

8. Rehearse

Rehearse, rehearse and rehearse!

You don’t have to be a super-slick salesperson. The panel are more interested in the people who will deliver and don’t expect them to seasoned presenters. But being confident will really help your chances of winning at tender presentations!

  • Rehearse the draft presentation
  • Critique it and get colleagues’ feedback
  • Go back and rehearse a few more times
  • Each presenter should rehearse their part on their own a few times
  • Rehearse again during the week
  • Have a final rehearsal on the day

Spend time getting it right. This will help improve your confidence and so ensure that you come across in a professional manner. 

Tender Shortlist Presentations – Summary

Don’t panic. Do prepare.

If you follow these 8 steps, you will win more bids.

If you try and do everything in a last-minute rush, you will lose more tenders than you should.

We have a big law firm client that we’ve worked with several times on shortlist tender presentations. Each time, they do all of this. And each time, they win the bid!

Please add your thoughts, ideas or comments regards tender presentations below.

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3 thoughts on “Shortlist Tender Presentations – 8 Top Tips”

These are really good reminders Tony. Short and very informative

As always some great tips. My additions/revisions would be: – Timing is crucial so ask how long they (the buyer)expects the presentation to be and how long for questions. Make sure a member of the contract delivery team is there and let him/her answer appropriate questions

Absolutely right! This is what was meant in point (1) – thanks for clarifying this important point.

Cheers Tony

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></center></p><h2>How Do Public Tenders Work?</h2><p>If you’ve ever asked yourself, “How do public tenders work?” you’re not alone. The public sector tendering process is structured and must follow certain procedures. Before your organisation starts searching for relevant contract opportunities to bid on, it’s worth familiarising yourself with the public tender process.</p><h2>The Public Procurement Process</h2><p>What is public procurement exactly? Public authorities constantly need to purchase goods or services from the private sector in order to serve their purpose in the best way possible, which is where the government tendering process and public procurement tenders come in.</p><p>In the public procurement process , the term “public tender” refers to a contract opportunity that is published by a public sector organisation (e.g. central government departments) to invite competing offers from one or more suppliers who can provide the goods, services, products, works or utilities that the organisation requires.</p><p>The decision about which suppliers are awarded these public sector contracts is ultimately made on the basis of price and quality with tenders evaluated against a set of pre-announced criteria.</p><h2>Procurement Policies</h2><p>All public sector tenders and procedures must adhere to certain public contract regulations to ensure free and open competition that results in the most value and benefit for the public. This applies to every public sector buyer, including central government departments.</p><p>The Crown Commercial Service (CCS) is a specialist organisation of the Cabinet Office that is responsible for the legal framework of procurement in the public sector. The CCS leads the development and execution of procurement policies for public sector buyers to ensure maximum commercial value in the tender procurement process.</p><p>After the requirements for the contract have been established, the public sector tender notice will be published and the tender process will be open to all qualified bidders.</p><p>Public sector organisations that issue contract notices have a well-defined public bidding process and the whole public sector tendering process is governed by clear rules set out in the Public Contracts Regulations 2015 to ensure the selection process is fair and transparent to all bidders.</p><p>Once the tender notice is published, there is a time limit for suppliers to express interest or submit a tender, depending on the procedure being followed.</p><h2>Thresholds for Tenders</h2><p>Understanding the different thresholds will help you determine which contract finder in the UK to use and the type of government tender process that will be used.</p><p>If a public sector organisation needs goods or services above a certain estimated value, they will be required to publicly advertise it so that suppliers can bid. This value is £12,000 for central government and £30,000 for sub-central procurements.</p><p>The Public Contracts Regulations 2015 , along with other relevant policies, has outlined further public procurement thresholds that the estimated value of the public sector contract will fall under. This will determine where the contract notice should be published:</p><ul><li>Above threshold or high-value tenders in the UK must be published on the Find a Tender portal</li><li>Below threshold or low-value tenders will be published on Contracts Finder in the UK</li></ul><p>Tracker’s dedicated research team checks 1000s of sources every day in order to send you relevant public contracts for tender directly to your inbox.</p><p>Find public sector tenders fast with Tracker’s Tender Alerts contracts finder and other procurement tools. Contact us to get started today!</p><h2>Public Tendering Process</h2><p>Strictly speaking, a “tender” is the actual bid that is submitted by a business to win work, but in the public sector procurement context, it is used more loosely to cover the whole public procurement tender process — from the publication of the public sector contract notice to the bidding on the contract itself.</p><p>The public procurement tendering process starts with a contract notice, which is published by a public sector organisation to generate competing offers to meet the specific requirements outlined in the contract notice.</p><p>Generally, the tender process stages are:</p><ul><li>The contracting authority publishes a contract notice</li><li>Suppliers bid on the contract (or follow the necessary tender process steps based on the procedure in use)</li><li>The public sector body assesses the bids and awards the tender</li></ul><h2>The Right Tender Procedure & Tendering Methods</h2><p>There are several public tender procedures a public sector body can use, and this decision will be based on the specifics of the project. The most common tendering procedures are:</p><ul><li>Open Procedure</li><li>Restricted Procedure</li><li>Competitive Dialogue</li><li>Competitive Procedure with Negotiation</li><li>Innovation Partnership</li></ul><p>The four procurement procedures most frequently used by public sector bodies are Open Procedure, Restricted Procedure, Competitive Dialogue, and Negotiated Procurement.</p><p>When applying for public sector tenders, a contract notice will inform you which of the four public sector procurement procedures should be used, as well as other necessary details, such as the selection criteria that will apply during the selection stage and the application deadline.</p><p>The next steps in the public sector tender process are slightly more complicated because these invitation to tender documents take different structured forms depending on the procedure.</p><p>You can get the latest public sector tender alerts sent to your inbox with Tracker Core or Tracker Pro .</p><h2>What happens after you bid for public sector tenders?</h2><p>If you bid for public sector or government contracts and are considered a suitable supplier, depending on the tender procedure, you will either be awarded the contract or be shortlisted by the contracting authority and receive an Invitation to Tender (ITT).</p><p>If your tender application is unsuccessful, you can request feedback from the awarding body to help you improve your likelihood of winning future bids on public sector contracts.</p><p>Any supplier can enter the UK government supply chain by winning public sector tenders. Contract portals like those offered by Tracker help simplify the tender bidding process by making tenders easier to find, allowing you to find and bid on more public sector tenders.</p><h2>How do Framework Agreements Fit into the Tender System?</h2><p>When answering the question of ‘What are public tenders?’, it is helpful to also understand other formats that fall under the umbrella of public sector tenders in the UK. A framework agreement is similar to a tender in that a public sector organisation will use it to find suppliers when they are in need of certain goods, services, or works.</p><p>While there can only be one awardee when suppliers tender for traditional public sector contracts, multiple suppliers can win public sector framework agreements. While this doesn’t guarantee work for all of these suppliers, it does allow the contracting authority to call on any of them to take on the work for the duration of the framework agreement without needing to repeat the invitation to tender process. These are called call offs or call off contracts.</p><p>A dynamic purchasing system (DPS) is another type of tender procedure you may encounter. The major difference between a DPS and framework agreement is that a procurement framework will close once all of the suppliers have been chosen and new suppliers can only bid to join when it reopens. A DPS allows suppliers to join at any point.</p><p>Find more lucrative opportunities for your business by accessing the latest tenders , framework agreements , and dynamic purchasing systems through Tracker.</p><h2>Claim Your Share of the Market</h2><p>The UK government spends approximately £284 billion on public sector procurement annually, including goods and suppliers, which is about a third of its public expenditure.</p><p>Due to the UK withdrawing itself from the European Union on 31 January 2020, the UK-wide e-notification procurement service, Find a Tender Service (FTS), has replaced the OJEU (Official Journal of the European Union) as the place where UK-based public sector bodies publish above threshold contract notices and awards. Information and FAQs on FTS are available in the Procurement Policy Note (PPN) 08/20.</p><p>You can claim your share of this lucrative market with Tracker — Request a free demo or sign up for a free trial today!</p><h2>Find, Bid For & Win Contracts with Tracker</h2><p>As the world shifts more towards digital practices, the tendering process in procurement is following suit. The Public Contracts Regulations 2015 mandated e-communication for all central purchasing body contracts by April 2017 and for most other public sector contracts by October 2018. This means that UK public tenders and contract bidding is largely conducted electronically through what is known as the e-tender process.</p><p>Tracker is the only e-tendering solution that provides a full suite of procurement tools to help you find, bid for and win more tender opportunities. Our Bid Manager tool allows you to access tender documents directly from Tender Alerts , upload and work on your bid responses, track the progress of your bids, and collaborate with anyone involved in your tender processes whether or not they are a Tracker subscriber — all at the click of a button.</p><p>Our other tools that can streamline the e-tendering process and help you win more business include Spend Analysis , Market Leads , and Market Intelligence . We also offer procurement consultancy services to assist you with the bidding process in your procurement journey.</p><p>Now that you have the answer to ‘How do public tenders work?”, you can take the next step towards winning public contracts in England, the greater UK, and beyond.</p><p>Sign up for Tracker to access the latest central government and public sector tenders today!</p><ul><li>Request a Demo</li><li>Why Tracker</li><li>Tracker Pricing</li><li>Public Procurement</li><li>Knowledge Base</li><li>Privacy Policy</li></ul><p>Tracker Intelligence is part of the BiP Group Company Number: SC086146 VAT Number: 383030966 Registered office: Medius, 60 Pacific Quay, Glasgow, G51 1DZ</p><p>In association with</p><p><center><img style=

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3 types of tendering methods in construction.

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Types of Tendering Methods in Construction

1. open tendering.

Tendering Methods in Construction

2. Selective Tendering

3. negotiated tendering.

Gopal Mishra

Gopal Mishra

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Tender procedures

1. All advertised tenders/bids indicate; •where interested parties may collect documents required for their applications, •where and when briefings will be held (when applicable), •where completed forms and proposals may be delivered.

2.The advert also indicates a strict closing date and time for submissions – no late bids are accepted.

3.Submitted tenders/bids must be accompanied by : •a comprehensive proposal addressing requirements as specified within the bid document •all associated forms (SBDs) attached to the bid documentation; and •a valid tax clearance certificate issued by the South African Revenue Service (SARS).

Deliver completed bid application documents, origional tax clearance certificate and your proposal – signed and dated – to the GCIS, Tshedimosetso House, 1035 cnr Frances Baard and Festival Streets), Hatfield, Pretoria, Tel: 012 473 0000 , before the closing date and time. Submissions must be placed in the bid box in the foyer, in envelopes clearly stating the name/number of the bid. Forms associated with tender/bid documentation Every bid request has associated forms which must accompany submitted bid proposals. These ‘bid documents’ have the prefix SBD: •SBD 1 - Invitation to bid - requires that applicants agree to be bound by bid’s terms and conditions.   • SBD 2 - Tax clearance certificate requirements - contains an 'Application for tax clearance certificate' form, which applicants should complete and hand it in to SARS to obtain a tax clearance certificate. The original tax clearance certificate obtained from SARS must accompany the submitted bid application.   •SBD 3.1 or 3.2 or 3.3 - Pricing schedule - requires a summary of the applicant’s price and motivation. Applicants should motivate their price offer by describing the product/service to be supplied and the experience of the person(s) who will perform the service.   [NB: a separate, detailed proposal document can also accompany submitted bid if it is required in the bid specifications.]   •SBD 4 - Declaration of interest - requires a Declaration of Interest from applicants, stating any existing relationship /acquaintance with DoC employees. This is to ensure that these persons are not involved in any way, to avoid corruption.   •SBD 5 [not always applicable] - National Industrial Participation (NIP) Programme - refers to Industrial Participation Programme, i.e. contracts with imported content of US$ 10 million or higher have an industrial participation (IP) obligation, which must be addressed in the bid.   •SBD 6.1 - Preference points claim form - requires Preferential Procurement Points claims. •SBD 6.2 - Declaration certificate for local production and content for designated sectors - requires declaration of bidder's local content   •SBD 7.1 or 7.2 or 7.3 - Contract form - represents a contract form that binds the parties should their bid be successful. There is a different form for purchases (7.1), services (7.2), and sales (7.3).   •SBD 8 - Declaration of bidder’s past supply chain management practices - requires declaration of bidder’s past supply chain management practices. •SBD 9 - Certificate of independent bid determination - requires declaration from bidder to prevent bid-rigging   •General conditions of contract - draws attention to general conditions applicable to government bids, contracts and orders and ensures clients are familiar with rights and obligations of all parties involved. How tenders/bids are awarded

•Proposals will be evaluated on functionality and further in terms of the 80/20 or 90/10 preference points system, where 80/90 points will be for price only and the 20/10points for BBBEE Level of Contribution. A bid will be not advance to the second phase if it fails to meet the benchmark percentage for functionality. •Prices of submitted bids are comparatively rated and awarded pricing points; •Preference points are calculated after prices have been brought to a comparative basis; •Points scored are rounded off to 2 decimal places; •The bidder obtaining the highest number of points is awarded the contract; •In the event of equal points being scored, the bid will be awarded to the bidder scoring the highest number of points for specified goals. If you are unsure about the procurement or application process for a particular bid, please contact the contact person listed on the bid document.

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Interested bidding companies may subscribe to be notified when a tender/bid is published to the GCIS's website.

Procurement assistance and advice

For advice or assistance with regard to tenders/bids, contact our supply chain management and auxiliary services team by telephone or email

Tel: 012 473 0093 Email: [email protected]

Tel: 012 473 0093 Email: [email protected]

The team is available between 07:30 and 16:30 local time, Monday to Friday (excluding public holidays).

Contact for information on this page: George Storey │ Email: [email protected] │ Tel: 012 473 0093

Empowering South Africans through communication excellence.


  1. The importance of presentation in a tender submission

    Why presentation is important. When writing tender responses, particularly those with specified page limits of word counts, it can be tempting to pack as much information in as possible. This may include reducing font down to a size 10, choosing single spacing, removing space after paragraphs, decreasing margins, or using abbreviations/hyphens ...

  2. Tender Submission Methods and Formats: How to Choose

    1. Hard copy submission. Be the first to add your personal experience. 2. Electronic submission. Be the first to add your personal experience. 3. Hybrid submission. Be the first to add your ...

  3. The Construction Tendering Process Explained

    Tendering also gives contractors a chance to lay out their methodology, explaining why their approach is best for a given project. Generally, the construction tendering process can be broken down into five key steps: tender solicitation, tender submission, tender selection, contract formation and project delivery. 1. Tender solicitation.

  4. PDF Tendering Guide

    The Tender Process. June 2012. Bid or No Bid. Be patient and wait for the tender opportunity that is right for your business - it is a waste of time tendering for contracts that you are not going to win. The most common reason for lack of success is poor choice of tender opportunity. First steps.

  5. A Successful Tender Submission

    Simplicity is key. When a successful tender submission, simplicity is key. This can be achieved in many ways. Using overly complicated language or colloquialisms risks confusing the buyer and opens up the potential that they miss the key points that you are striving to make. Using plain English is recommended as best practice.

  6. Guide to Bidding & Tendering Process for Project Management

    Negotiated Tendering. The Bidding Process. Step 1: Request for Proposals. Step 2: Bid Preparation and Submission. Step 3: Bid Evaluation and Selection. Step 4: Contract Negotiation. Step 5: Project Delivery.

  7. Back to Basics

    In addition to producing bespoke, high-quality bid and tender responses, our team of bid writers are highly experienced at supporting new clients in navigating the complex and occasionally confusing tender submission process.As evidenced by our 75% repeat business rate, many of these clients go on to be confident, experienced tenderers in their own right, while still relying on our ...

  8. How To Plan a Tender Submission

    What to consider when compiling a tender. Once you have understood the tender requirements and have a suitable plan in place, the next step is to start drafting the tender submission. A few pointers at the writing stage: Give yourself sufficient time to work through the tender response. Ask yourself regularly whether you have fully answered the ...

  9. The beginner's guide to creating a compelling tender submission

    Use simple language. Remember that you're writing a submission, not a speech. So, avoid flowery words, as it will only make it harder to read and assess. Keep your language as simple as possible to convey your intention as clearly as possible. Make it professional to avoid it from looking like a tender submission template only.

  10. The Power of Ten

    Here are ten tips to help you write a winning tender submission that beats the competition: 1. Understand the Requirements: Thoroughly review the tender documentation and understand the ...

  11. Tips on formats for successful tender presentation

    Describe your company quality systems and procedures and include copies of relevant accreditations. Provide copies of relevant quality procedures in the tender and fully describe your quality review procedures. What-if-Risk. Nothing makes a buyer more impressed and confident than knowing that the bidder has prepared in advance for possible risks.

  12. PDF Rules for the submission, contents and presentation of a tender

    The tenderer is requested to submit a price offer for briefing papers by filling in Annex IV of the individual framework service contract (Global Financial Offer) and including it in their tender. The price offer shall refer only to briefing papers, as defined in section 14.2.1. below and section.

  13. The Tender Process: What to Expect, Step by Step

    Tender Portals or Websites: operated by the Procuring Agencies where the tender process is managed and Bidders can access documentation, communications and submit tender responses. This makes the whole process more streamlined and efficient for both buyer and suppliers. 7 Stages of the Tender Process. Based on the Open Process:

  14. PDF Everything you wanted to know about tendering but were afraid to ask

    2.2 One of the first steps in a tendering process is to issue a Request for Tender (RFT). An RFT has been defined in the Commonwealth Government's Procurement Guidelines 2008 as:1 "a published notice inviting suppliers who satisfy the conditions for participation to submit a tender in accordance with the requirements of the request for tender and

  15. PDF Tendering Guide

    7. Establishing and maintaining a tender awareness system. Understanding the Tendering (Procurement) Process from the Buyer's Perspective. Being aware of the overall tendering process, understanding what Buyers are looking for and the criteria they apply when choosing their suppliers is a vital part of preparation.

  16. 8 Top Tips for Successful Shortlist Tender Presentations

    3. Get the Structure and Content Right. The content of your presentation must be relevant to the tender and the requirements in (2) above. Don't just copy the last presentation you did. Even if it went well and you won the tender, it may be way off the mark for the next tender panel. By all means, re-use good content.

  17. Public Tender Process: How Do Public Tenders Work?

    Once the tender notice is published, there is a time limit for suppliers to express interest or submit a tender, depending on the procedure being followed. Thresholds for Tenders. Understanding the different thresholds will help you determine which contract finder in the UK to use and the type of government tender process that will be used.

  18. Making the most of the presentation stage in a tender process

    Making the most of the presentation stage in a tender process. 15th April 2023. Sometimes, as part of a tender process, you may be asked to pitch or present your bid and offer to the buyers and their evaluation panel. Incorporating presentation stages within a procurement process is more common in the creative industries such as advertising ...

  19. 5 Things to Consider Before Submitting a Tender

    Here are 5 issues to look out for before submitting a tender: Project Requirements. Project Costings. Manpower Capabilities. Fit of Business Capabilities. Bid Management Team. Project Requirements. Read thoroughly and analyse the bid documents in depth, taking time to fully understand the scope of the project and the services required.

  20. 3 Types of Tendering Methods in Construction

    Production of the documents also means they are available for open or selective tendering should a negotiated tender fail, or should the chosen contractor be unable to undertake the work. Three types of tendering methods in construction works are- open tendering, selective tendering, and negotiation. Tendering methods are based on work ...

  21. Part 7: Conducting a tender or proposal process

    When a public entity uses a closed tender or proposal process, it should document its reason for doing so. It should also properly justify using the closed tender or proposal method. 7.8. The closed tender or proposal method should not be used to limit the number of potential tenders or proposals.

  22. Tender procedures

    Tender procedures. 1. All advertised tenders/bids indicate; •where interested parties may collect documents required for their applications, •where and when briefings will be held (when applicable), •where completed forms and proposals may be delivered. 2.The advert also indicates a strict closing date and time for submissions - no late ...

  23. PDF Construction Procurement

    used (see SANS 294, Construction procurement processes, methods and procedures) : • nominated procedure (applications to be placed on a data base); or • qualified procedure (prequalify or be short listed to submit tender offers). The recommended format for the calling for expressions of interest is outlined in Table 4.