Tendering Best Practices: Dos and Don'ts

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TENDERING BEST PRACTICES WHAT TO DO AND AVOID
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THE DONTS OF TENDERING

• Ensure your bid is complete, accurate, and
  submitted on time.
• Conduct thorough research on the client's needs
  and tailor your proposal to align with their
  objectives.
• Highlight your unique advantages and provide
  realistic costs and timelines.
• Maintain professionalism in all communications
  and follow-up promptly after submission.

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1. DO THOROUGH RESEARCH
Before preparing your tender, thoroughly research
the client's needs, project scope, and tender
requirements. Investigate their previous projects
and selection criteria to tailor your bid.

• Understand the Market Understand your
  competitors to highlight your unique advantages.

• Know the Client Familiarize yourself with the
  client's mission, values, and objectives, and
  align your proposal with their goals to enhance
  its appeal.

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2. DO FOLLOW INSTRUCTIONS CAREFULLY
One of the most common reasons for tender
disqualification is the failure to follow
instructions. Ensure that you

• Read the Tender Documents Thoroughly Pay
  attention to every detail, including submission
  deadlines, required documentation, and specific
  formatting guidelines.

• Provide All Required Information Make sure all
  requested documents and information are included
  in your submission.

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3. DO HIGHLIGHT YOUR STRENGTHS
Use your tender response to showcase your
company's strengths and how they align with the
client's needs. Emphasize

• Relevant Experience Highlight past projects that
  are similar to the one you're bidding for.
  Provide case studies or testimonials if possible.

• Technical Expertise Demonstrate your technical
  capabilities and how they meet or exceed the
  requirements of the tender.

• Value for Money Explain how your proposal offers
  the best value for the client's investment,
  considering both cost and quality.

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4. DO ENSURE COMPLIANCE
Compliance with all requirements is
non-negotiable. This includes

• Legal Compliance Ensure your business adheres to
  all relevant laws and regulations to avoid the
  numerous disadvantages of non-compliance.

• Financial Compliance Demonstrate financial
  stability and the ability to deliver the project
  within budget. Include financial statements and
  relevant financial information.

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5. DO PROOFREAD YOUR SUBMISSION
Errors in your submission can undermine your
professionalism and credibility. Before
submitting your tender, ensure that

• The Content is Clear and Concise Avoid jargon
  and ensure that your proposal is easy to read and
  understand.

• There Are No Errors Check for spelling, grammar,
  and punctuation errors. Ensure that all figures
  and calculations are accurate.

• The Format is Correct Follow the specified
  format and structure as outlined in the tender
  documents.

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6. DO MEET THE DEADLINE
Late submissions are typically not considered,
regardless of the quality of the proposal. Plan
your schedule to ensure you can

• Submit on Time Allow for unforeseen delays by
  setting internal deadlines well ahead of the
  official submission date.

• Confirm Receipt If possible, get confirmation
  that your submission has been received by the
  client.

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THE DONTS OF TENDERING

• Avoid incomplete bids, missed deadlines, and
  ignoring tender requirements.
• Dont skip thorough research or fail to align
  your proposal with the clients needs.
• Avoid underestimating costs and timelines
• Always follow up professionally on your
  submission.

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1. DONT IGNORE THE EVALUATION CRITERIA
Each tender is evaluated based on specific
criteria outlined in the tender documents.
Ignoring these criteria can lead to a poor
evaluation score. Make sure to

• Address All Criteria Ensure that your proposal
  covers each point in the evaluation criteria
  thoroughly.

• Align Your Proposal Tailor your response to
  align closely with the client's stated priorities
  and evaluation factors.

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2. DONT UNDERESTIMATE THE IMPORTANCE OF
PRESENTATION
A poorly presented tender can create a negative
impression, even if the content is strong. Avoid

• Disorganized Structure Ensure your tender is
  well-structured with clear headings and
  subheadings. Use bullet points and numbering for
  easy reading.

• Unprofessional Appearance Use a professional
  template and make sure the document is clean and
  free from unnecessary embellishments.

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3. DONT OVERPROMISE
It's tempting to promise too much to win a
tender, but overpromising can cause big problems
later. Avoid

• Exaggerated Claims Be realistic about what your
  company can deliver. Making promises you can't
  keep can lead to project failures and damage your
  reputation.

• Underestimating Costs Provide a realistic budget
  that covers all aspects of the project.
  Underbidding might help you win the tender but
  can result in financial loss if the project costs
  more than anticipated.

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4. DONT OVERLOOK RISK MANAGEMENT
Risk management is a crucial part of any project
proposal. Avoid

• Ignoring Potential Risks Identify potential
  risks associated with the project and propose
  mitigation strategies. This shows foresight and
  preparedness.

• Lack of Contingency Plans Have contingency plans
  in place for unforeseen issues. This reassures
  the client that you can handle unexpected
  challenges.

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5. DONT SUBMIT GENERIC PROPOSALS
Each tender is unique, and a one-size-fits-all
approach rarely works. Avoid

• Using Boilerplate Text Tailor your proposal
  specifically to the tender at hand. Generic
  responses suggest a lack of effort and
  understanding.

• Ignoring Client Specifics Address the client's
  unique needs and preferences. Personalize your
  approach to demonstrate genuine interest and
  engagement.

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6. DONT NEGLECT POST-SUBMISSION FOLLOW-UP
A poorly presented tender can create a negative
impression, even if the content is strong. Avoid

• Being Unresponsive Be prepared to answer any
  follow-up questions or provide additional
  information promptly.

• Forgetting to Seek Feedback If your tender is
  unsuccessful, seek feedback to understand why.
  This can provide valuable insights for future
  bids.

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CONCLUSION
Tendering is competitive, but following do's and
don'ts can boost success. Research thoroughly,
follow instructions, and highlight strengths.
Avoid ignoring criteria, presenting poorly,
overpromising, and neglecting follow-up. Winning
is about a compelling proposal, not just the
lowest price.
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