Planning Phase

The key to successful tendering is careful planning and time allocation. Generally you should:

Read the request for tender document thoroughly. Ensure that you understand what is being asked for. Know the closing date and address for submission of tenders. Follow the instructions in the conditions of tendering. Non-compliment responses are likely to be treated as invalid and therefore not considered. Carefully evaluate the scope of work being asked for and whether all the work can be done in-house or whether others will be involved. Where others (e.g. Subcontractors) are to be involved, allow time to prepare a tender which includes input form all the other parties, particularly in relation to price. Not leave everything until the last minute. Obtain a copy of the document as soon as it becomes available. Seek information in plenty of time and plan to submit the day before the closing time. It is best to work to a checklist when tendering, to ensure your cover all aspects required.

Check List for Planning

Points to keep in mind with your checklist and during planning your response should include: Regularly review/update your checklist throughout the tender period. Use the checklist against your final draft response (to ensure it is complete and fully complaint with everything that was asked for). Keep track of any tender amendments issued and ensure these are included. If there are many amendments, add an appendix to the tender response. Check the commercial and contractual aspects of the tender. Determine if there are any performance guarantees, warranties, special insurance requirements or other commercial provisions that will require careful consideration. Check if there is a recommended payment schedule in the tender. Prepare to suggest alternative payment schedules, if necessary. Think about the schedules for costing and how these are to be presented. It is good idea to establish a tender costing model. Ensure someone with the authority and make him tender manager for the specific project. If you need your senior management or board to approve the budgeted price and tender documents prior to submitting, allow appropriate time for this to happen, and for any subsequent amendments to be made to the submission.

There are many on line tender information providing websites like www.tenderserviceonline.com .You can also visit this site for latest tender news and articles. So you can plan your response to tender invitation today and get lots of business possibilities in government sector.

Dr.Irfan Ahmad is the Chief Editor of www.tenderserviceonline.com .He has twenty years of experience in providing tender information services to the clients. He has written two books on tendering by the name of “Managing Tender Business” and “Combating Procurement Frauds”

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