• Tender Notice : A tender notice is an invitation to submit bids for a specific project or service. It includes the name of the organization inviting bids, the name of the project or service, the scope of work, the deadline for submitting bids, and the criteria for evaluating bids.
• Tender Documents : Tender documents are the detailed specifications of the project or service that the organization requires. These documents may include technical specifications, the scope of work, terms, and conditions, and pricing details.
• Eligibility Criteria : Tendering organizations may have specific eligibility criteria for bidders, such as minimum turnover, years of experience, technical qualifications, and financial stability. These criteria are usually listed in the tender notice.
• Evaluation Criteria : The evaluation criteria specify how the tendering organization will evaluate the bids. The evaluation criteria may include technical capability, experience, price, and delivery schedule.
• Bid Submission Details : The tender notice should specify the details for submitting the bid, including the format and content of the bid, the deadline for submission, and the address where the bid should be submitted.
• Site Visit and Pre-bid Meeting : The tendering organization may also arrange a site visit and a pre-bid meeting to clarify any doubts or queries that bidders may have.

2. Tender Submission

Review Tender Documents

• Obtain Tender Documents : These are usually available on tendering platforms or directly from the issuer. The documents will include all requirements, terms, and conditions.
• Understand Requirements : Make sure you fully understand the scope of work, eligibility criteria, specifications, deadlines, and any mandatory requirements.

Pre-Qualification

• Some tenders may require a pre-qualification process where you submit documents proving your company’s ability to fulfill the contract. This may include:
• Financial statements
• Previous project experience
• Certifications or licenses
• Company profile
• Ensure compliance with any pre-qualification criteria.

Prepare Tender Proposal/Submission

• Technical Proposal : A detailed explanation of how you will meet the requirements of the tender, including methodology, approach, and resources.
• Financial Proposal : A breakdown of your pricing, including the costs for services, materials, and any other expenses. This often needs to be submitted separately
• Supporting Documents : Include any required documents, such as General Documents.

Complete Tender Forms

• Many tenders will require you to fill out specific forms, such as
• Bidder’s declaration
• Pricing schedules
• Conflict of interest statements
• Ensure that all fields are completed accurately.

Submit the Tender

• Online Submission : Many tenders now require submission via an online platform (such as GeM in India or SAM.gov in the US). Follow the instructions carefully, upload the required documents, and submit before the deadline.
• Physical Submission : In some cases, tenders may need to be submitted physically. If this is the case, ensure that you submit the tender to the right address and that it is submitted by the deadline.
• Submit Before Deadline : Always aim to submit your tender well before the submission deadline to avoid any last-minute technical issues.

Tender Evaluation

• The tendering authority will evaluate all submissions based on a set of criteria, including price, technical capabilities, experience, and compliance with the tender specifications.
• Clarifications : They may request additional information or clarifications regarding your proposal.

Award Notification

• If your tender is successful, you will receive an official award notification or letter.
• Review Terms : Review the terms of the contract carefully before accepting the award.
• Contract Signing : If required, sign the contract to formalize the agreement.

Additional Tips

• Attend Pre-bid Meetings : Some tenders have pre-bid meetings to clarify doubts. It’s useful to attend if possible.
• Stay Organized : Keep track of all deadlines and documents. Missed details or deadlines can disqualify your submission.
• Pricing and Value for Money : Competitive pricing with valueadded services can improve your chances of winning the tender.