How to Bid for Tender – Preparation

StaplerOnce you understand what a tender is, you can now start bidding for them. You can go out to tenders issued through certain website and organisations, as well as be approached by the organisations putting the tenders out. This is sometimes one of the best ways to secure large ongoing projects, but it can be incredibly competitive.

The process of preparing documents for tender might sound simple – just fill in some forms right? Well, that is one stage, but there is more – a full process that you must go thought to ensure your tender documents have the best chance of being successful. Let’s take a look at the procedure for a company wanting to bid for a construction contract.

In order to prepare your documents for tender, you should start reading every page, in detail (including the fine print I’m afraid). Once this has been done, the Designer should then gather advice from the design team about the contract – the form it takes and the conditions, and then advises the Project Manager. Once they have all the relevant information, the Project Manager will then consider the advice.

The Project Manager then hands it back to the Designer, along with their advice. Once this handover has been done, the Designer goes away and co-ordinates the preparation of the tender documents. All the sections come with forms to fill in, and these all need careful consideration. The Designer must make sure the tender documents prepared include the construction drawings, specification and a thoroughly checked bill of quantities.

Once the documents have been checked over by the Designer, they are passed to the CDM Coordinator, who c-ordinates the preparation and production of the pre-construction information. They will comb through the details and make sure the company can comply with the details set out by the client company. Once this has been done the documents have been completed. The CDM Coordinator hands them off to the Project Manager for a final checks. Once the Project Manager has reviewed the document, they can issue instructions to make any changes (if necessary) or approve them. Once approved, the Project Manager is responsible for the printing of the tender documents and sending them off.

The process of preparing your documents for tender will vary from project to project, and from business to business, but the basic principles- like having several people from different departments looking over it from different angles, remain the same. It’s a long process, and often the tenders issued have deadlines many months later. This is not only to accommodate for the time taken to put the documents together and submit them, but also to look through the documents and make an educated selection on the provider.

It might seem trivial, but the printing of the tender documents is one of our specialities, and the quality of the print and the presentation folders you use can make a difference to how successful your tender is – as it puts across a professional appearance. Investing some time and money into this aspect may well pay off, and it is an element worth thinking about.

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