Compiling your tender response
We have responded to many tenders, request for proposals, request for quotations and request for bids during the last five years. These responses to tenders were both for Private as well Public Sector Tenders. During this time we have found that the system and steps explained underneath, that we utilize in compiling our tender response, worked the best for us. These steps that we follow are simple and easy to replicate. We can certainly encourage our fellow tender responders to use the same system and steps when compiling your tender response.
The following steps can be followed in order to make sense out of your tender response:
1. In a normal tender response (not electronic), it is important to compile your tender documents in a neat fashion;
2. A well printed cover page on the front gives the tender response a professional look and feel;
3. The cover page should indicate which tender you are responding to as well as your company information - this is for easy reference;
4. After the cover page follow the original tender document received from the Purchasing Authority;
5. It is always good to insert some form of partition between the original tender document and all other documentation;
6. It is always good practice to start your response with a cover letter; In this cover letter, which is addressed to the Purchasing Authority, mention the following:
6.1. The tender description and number;
6.2. The person responsible for the tender response;
6.3. And tell them why your company is the best for the job - but remember to keep it short;
7. The cover letter is followed by the Index of your tender response documents. Ensure that you mark your tender response clearly. This can be done by using page numbers or partitions placed between each section of your response;
8. Directly after the Index the Pricing schedule should follow - Evaluation committees do not want to search frantically for your pricing schedule;
9. While Tax Clearance Certificates are still in play it should follow your Pricing Schedule;
10. Your certified copy of your B-BBEE Certificate or EME/QSE Affidavit is up next;
11. From here on in we recommend you follow the Purchasing Authority's document and file your response according to their scope of work.
Important to remember is to keep your compulsory documents together. Do not mix compulsory or additional documents with the Functionality response.
Last but not least - bind your tender response in to one tender response document.
By following these easy steps you will ensure that your tender response receives the necessary attention that it deserves.
If you want to know more about this and other important tender response information we suggest you attend our How-to-Tender workshops that we present Country wide. Please email us at firstname.lastname@example.org should you be interested in attending one of these workshops.
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