Putting together a bid for a call for tenders

Many bids are rejected as soon as they are opened, not because they are expensive or technically weak, but because a document is missing or a form is filled in incorrectly. A bid is prepared methodically.

1. Read the whole tender file

The tender file (or the terms of reference for an expression of interest) sets the rules: qualification criteria, required documents, form of the bid, date and place of submission, bid validity, bid security. Write each requirement down in a checklist.

2. The administrative documents

• Trade register and tax identification number.
• Valid tax and social security clearance certificates (check the dates well before submission).
• Bid security issued by a bank, if required, for the amount and in the form requested.
• Power of attorney for the signatory, if they are not the legal representative.

3. The technical offer

Answer the specifications point by point, in the order of the tender file. Attach references for similar contracts (certificates of satisfactory completion), the CVs of key staff and the list of equipment. An evaluator must find each criterion without searching.

4. The financial offer

Fill in the bill of quantities provided without changing its lines. Check the calculations: an arithmetic error is corrected by the committee and can change your ranking. Use the currency and tax basis requested (excluding or including taxes).

5. Submission

• Respect the number of copies, the presentation (original, copies) and the marking of the envelopes.
• Submit before the deadline and ask for a receipt: a late bid is rejected.
• Attend the bid opening if it is public: it is the best way to know your competitors.