Ultimately, preparing tender documents can be time-consuming and difficult, however, fortune always favours the prepared, and ensuring you have as much in place as possible is key to seeing success when tendering. We offer a service called Tender Ready. The Tender Ready programme will ensure that you are thoroughly prepared to tender and go into the tendering process in an advantageous position.
Over four weeks, we work with your team to develop and brand your policies, procedures and case studies into a ready-to-go bank of content.
Check for consistency across all documents. Then check with your procurement governance unit to see if your documents need formal approval. The more complex the procurement, the more likely you are to need formal approval. Read more about works tender documents and goods and services tender documents.
Skip to main content. Home Buyers guide to procurement How to prepare your documents. How to prepare your documents Learn how to develop a specification, evaluation criteria, evaluation model, tender schedule and contract for your procurement.
Develop the specification Specifications explain what suppliers need to do during the procurement process. Specifications can be: functional, focussing on what the procurement needs to achieve performance, with associated targets technical, with information on specific characteristics like the size and type of materials Your specifications should: provide clear needs identify industry standards only when necessary help suppliers understand the criteria give the criteria appropriate weightings so their importance is understood How to write a specification for goods and services Your specification needs to be clear and simple.
When preparing a specification, it helps to know the: customer, user and stakeholder needs market information risks of your procurement evaluation criteria relevant policy, standards and supplier charters or codes of conduct Writing construction specifications Understanding the needs of your procurement helps to describe specifications. You should include: a project brief performance standards technical standards all work covered by the contract a description of the work or services to be delivered For construction works this may include technical drawings showing the location and position of the infrastructure and material required.
These criteria address: capability capacity value for money integrity An evaluation plan helps you in assessing the offers made by suppliers, including their capability and capacity to deliver. Types of evaluation criteria There are several types of criteria in evaluation plans. Including criteria that: help you reach the procurement goal assess the performance of suppliers judge value for money address government policies How to create an evaluation plan Good planning streamlines the process of selecting suppliers and ensures the integrity of the process.
Your evaluation plan should: reflect the complexity of your procurement address any conflicts of interest evaluate suppliers using the same criteria and weighting define the roles of probity advisors and auditors and any other advisory groups document the decision-making process Criteria included in your evaluation plan cover general criteria, and criteria specific to your purchase.
Some common approaches to assessing criteria include: a simple score, if all the criteria are equally important a weighted attribute, if the criteria have different levels of importance using a target price, if the scope of work is hard to define or budget is the main issue a pass or fail, for any criteria that are mandatory choosing the lowest price, if the procurement is simple and cost is the priority Mandatory criteria could be any of the general or project-specific criteria, or additional criteria.
Select an evaluation panel The evaluation panel judges the submissions received against the set criteria. Make sure each panel member: understands the skills, knowledge and expertise needed for the project can be available during the entire evaluation process does not have any conflicts of interest You may also use experts to consult to your team. They don't have to be panel members.
Develop the tender schedule Tender response schedules are the forms suppliers complete when they bid to supply goods, works or services. Following policy During your planning, you should have determined whether your potential suppliers need to follow: the social procurement framework the major projects skills guarantee the Victorian industry participation policy Depending on what you buy, suppliers may need to outline how they plan to meet these policies in their tender responses. You need to know exactly what the client wants.
The best way to do this, if the tender documents are not clear, is to contact the client directly and either arrange a meeting to discuss it or communicate your questions via email. It is important to make sure that you have complete understanding of what the client is asking for, and that they are completely serious about the offer.
There is a danger that the client may use your ideas and solutions without accepting your proposal. Make sure you match the bid specification and do answer all the questions. Your tender must be able to meet all the requirements that the client has identified, including the cost structure and timeframe. Over and above the requirements stated in the tender, the bidder should follow some critical rules when preparing the documentation as follows:.
Cover Everything Asked If the client has provided pre-qualification documents, make sure that you cover everything asked for including any references or testimonials. Executive Summary Prepare an executive summary of your bid and explain why it answers the client's needs. Government tender requests attract small, medium and large businesses across a wide range of sectors - from office supplies to major construction projects.
Tender processes in the government sector share many common elements. What follows is an overview of the main steps you should take to prepare a competitive tender. Follow the instructions in the tender document to register your interest with the purchasing agency. This important step will help keep you up to date on any tender information sessions. If you registered through a tender website , monitor the website for updates about the tender. Attend any tender information sessions offered.
These are valuable opportunities to ask questions and make contact with the agency. They may also give you a chance to meet potential subcontractors or make contacts that could participate in a consortium. Government agencies are also usually under no obligation to otherwise make available copies of information, presentations, etc.
If you are bidding for a high-value tender, plan your tender carefully and consider the requirements and resources involved. For example, ask yourself:. Read more about analysing tender requests. If you are unclear about any requirements in the tender request, contact the tender coordinator to seek clarification. Also, review previously awarded contracts using the Queensland Contracts Directory. Research your buyer. What type of companies won similar tenders in the past?
What does the contracting agency look for? What can you do to match their expectations? Prepare your tender proposal.
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