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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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