tendering_tips by huanghengdong


									                                  Tendering Tips
 Search out opportunities – register on         Evaluation criteria and their
  the E-sourcing NI web portal at www.e-          weightings show the relative
  Sourcing NI/bravosolutions.co.uk or             importance of each area of
  click on our “tender opportunities” link.       assessment, make sure you provide
                                                  sufficient information to allow us to
 Don’t be afraid to ask us about the types       evaluate each criterion. Don’t submit
  of contracts we let and if there are any        general brochure information, tailor
  coming up soon. Our category leads can          your bid to our requirements, avoid
  be found here [link to contacts page].          cutting and pasting as it can lead to
  Often the most effective way to make            silly errors. Be clear and concise as
  contact is an initial email as our senior       well as relevant and if possible get
  staff travel throughout Northern Ireland        someone to review your submission
  and are often out of their offices.             before you send it.

 Market your goods and services – seek              Make sure your tender is with us on
  out don’t sit back! We publish our                  time. Tenders are returned
  tender opportunities at midday every                electronically through the web portal
  Friday, set a reminder in your diary for            do not leave it to the last minute to
  each Friday and check the E-Sourcing                upload it into E-Sourcing NI. The
  NI portal. Remember this weekly check               portal will close down the tender
  will cover all CoPEs and many                       opportunity at the required closing
  Councils!                                           date and time and you will not be
                                                      allowed to complete your submission.
 Don’t take on things you can’t do, be
  selective in the opportunities you bid for.        Understand the evaluation process -
                                                      this generally follows 3 stages
 Prepare in advance for tenders – develop      –     Compliance checks – have you
  a library of “bid documents” that you               complied with the requirements in
  are regularly asked for in order to cut             submitting your tender, these are
  down your time and work in responding               typically mandatory checks and if you
  to tenders. This might include                      do not comply your tender will fail.
  organisation chart, accounts / financial      –     Selection – if there is a selection stage
  statements, insurances etc.                         it is here that your company details
                                                      completed in a questionnaire will be
 Read tender documents carefully. If you             assessed to determine if your
  don’t understand the requirement or                 company is able to meet our
  something isn’t clear seek clarification            contractual needs.
  from us. This can be done through the         –     Award – at this stage we will assess
  E-Sourcing NI portal using the secure               the product or service you are
  messaging system.                                   offering against a range of weighted
                                                      criteria stated in our tender
 Make sure that you understand the                   documents. Typically we will explain
  specification and in particular identify            to you how these will be scored.
  the mandatory requirements (these may               Assessment at award stage is almost
  appear as “shall”, “will” or “must”) if             always based on Most Economically
  you can’t meet those requirements                   Advantageous Tender or MEAT.
  consider if it is worthwhile tendering –
  failure to meet a mandatory requirement       Don’t forget to review your own
  will result in your tender being rejected.     performance following a tender
                                                 whether it is successful or not learn
                                                 from what you did well as well as
 Think about what the buyer wants. In           what you did badly.
  your bid provide evidence that you can
  meet the buyers needs through your            Whether successful or unsuccessful
  capability, capacity, experience etc.          you may find a debriefing following
  Make sure you show how your tender             award of contract to be helpful. Do
  meets the specification and provide            not be afraid to seek one out. We
  information in the format requested.           recognise that you need to learn and
  Make sure you check and accept our             develop in order to become more
  terms and conditions of contract, for          competitive. We see this as to our
  most tenders acceptance of our terms           benefit as well, as the more
  and conditions is a mandatory                  competitive you are the more likely we
  requirement.                                   are to get an improved deal next time
                                                 you tender. However at your
 In your tender submission make sure            debriefing remember you are
  you follow the instructions, submit in the     representing your organisation and
  requested format and that all requested        should conduct yourself accordingly.
  documentation or samples are provided
  as required by the tender documents.
  Ensure you complete the pricing
  information very carefully and double
  check you have made no mistakes.

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