Preparing the Perfect Tender

How you resource and prepare your tender response is crucial factor in presenting a winning tender. Once your company is in receipt of the tender documentation it must put into effect a dedicated tender strategy.
On receipt of Bidding document start a timescale diary. Log the receipt date and the due date for return of the document. Based on these dates and any other date stated for a pre-tender meeting, set out your response and appoint a Tender Manager with the authority to conscript assistance from other expertise within your company.
Tender Manager’s Initial Function.
a) Decide whether to tender or not.
b) Duplicate the required number of copies.
c) Produce a tender timescale diary.
d) Safety store two copies for the tender response.
e) Read the tender document and send off for any relevant reference documents stated in the document.
f) Log the date of request for this documentation and ensure its speedy receipt.
g) Decide what team of experts is required to complete the tender.
h) Call an initial meeting of the tender team.
(This may include input from your design, production, finance, legal, commercial and sales personnel. It is important to include any sales personnel who have knowledge of the client; they are likely to appreciate from their past contact any requirements the client feels are important. These may not be obvious from, or even stated in, the tender document, but when addressed in your tender are likely to be positively considered. This sets your bid above those of your competitors.)
First Tender Team Meeting
At the initial meeting agenda:
a) Read through the tender documents.
b) Reconsider decision to tender.
c) Assign different aspects of the tender to appropriate personnel present.
d) Note clearly on each copy who is responsible for each item.
e) Having referred to the tender timescale diary, fix a date for a second team meeting by which time all assigned work is to be completed.
*Should you decide to decline to tender because of various reasons, notify the tendering authority immediately. Give clear reasons for your decisions and express a wish to be consider for future contracts.
If, as a result of your team`s initial meeting, clarification is required, detail your questions for presentation at the pre-tender meeting or send the questions to the issuing authority for clarification; always send by fax and / or recorded delivery. Note the date of your request in your tender timescale and if there is no response within few days contact the client personnel.

Author: Rakesh Verma is working with leading B2B Infomediary and bidding Consultancy Company having vast experience in International tendering. (e-mail-rakesh.verma@tendersinfo.com)