How does the tender process work?

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• Collins Dictionary defines the tender process as
  a formal offer to supply goods or to do a
  particular job and a statement of the price that
  you or your company will charge.
• Tenders in the form of RFT - Request for Tender
  or ITT Invitation to Tender are usually offered
  by government departments or private sector
  businesses or community organisations.
• When a RFT is advertised it is inviting suppliers
  to provide a written proposal to supply the
  goods, service or complete a specified job
  through a competitive process.

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• A tender writer will carefully check the
  invitation to tender document to ensure the
  applicant whether an individual or a business
  entity meets the conditions set out in the
  documentation.
• These conditions delineate the qualities the
  supplier must possess in order to proceed in the
  tender process.
• They usually include the requirements or needs of
  the requesting organisation, their criteria for
  selection and instructions that need to be
  followed when tender writing.

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• So what can be included in a request for tender?
• The notice to tenderers includes detailed
  information about the tender that is being opened
  for proposals.
• Conditions of tender often includes details of
  the tender process before and after the tender is
  closed, closing time and date and method of
  lodgement required. It also often includes the
  criteria for evaluation of the tenders.
• It is imperative that the tender writer submits
  the tender document on time late submissions
  are usually dismissed and rejected from
  consideration.

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• The tender deliverables section informs the
  tender writer what information is required about
  the tendering applicant or organisation.
• This information is vitally important as it a
  basis for the evaluation process. They will want
  to know background information about the business
  or individual and their financial track record as
  well as the pricing that will be the bid from the
  tenderer.

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• When tender writing the purpose of the
  specifications section in the request for tender
  document is to provide comprehensive details of
  the requirements for goods, services or
  completion of a specific job for the advertising
  organisation.
• Specifications will include the background
  information relevant to the tender and a
  description of the objectives or outcomes
  required.
• This can also include any site plans, drawings or
  maps that will be needed by the tender writer to
  complete the tender submission.

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• The draft contract terms included in a request
  for tender includes information such as
  confidentiality expectations, intellectual
  property rights, obligations of both parties, any
  insurances that are required and draft
  information regarding payment terms and contract
  termination.

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• A professional tender writer will peruse the
  request for tender document many times ensuring
  that they put in place a plan for proceeding with
  drafting the tender submission and develop an
  organised and systematic approach to make certain
  all required information is supplied and criteria
  addressed.

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• Obviously, complexity of the tender process
  varies from tender to tender and is dependent on
  the requirements specified in the request for
  tender document.
• The amount of time required to prepare a tender
  proposal therefore varies and the tender writer
  needs to plan carefully their method of attack to
  ensure everything is completed and submitted
  prior to that final deadline.

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• Once they are received the tender proposals are
  evaluated and the one that best suits the needs
  of the organisation will be awarded the tender
  contract.
• This will not necessarily be the lowest priced
  proposal as there may be an applicant who has
  offered added value and more bang for their buck
  or is more appropriate to the organisations
  requirements.

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