Main steps in the tender process

Each year, federal, state and local governments invite the private sector to submit competitive
bids for the supply of goods and services. Government tender requests attract small, medium
and large businesses across a wide range of sectors - from office supplies to major
construction projects.
Tender processes in the government sector share many common elements. What follows is an
overview of the main steps you should take to prepare a competitive tender.

Register your interest

Follow the instructions in the tender document to register your interest with the purchasing
agency. This important step will help keep you up to date on any tender information sessions.

Attend tender information sessions

If you registered through a tender website, monitor the website for updates about the tender.
Attend any tender information sessions offered. These are valuable opportunities to ask
questions and make contact with the agency. They may also give you a chance to meet
potential subcontractors or make contacts that could participate in a consortium. Government
agencies are also usually under no obligation to otherwise make available copies of
information, presentations, etc., that may be given at an information session.

Develop your tender response strategy

If you are bidding for a high-value tender, plan your tender carefully and consider the
requirements and resources involved. For example, ask yourself:

How much will it cost to prepare the tender?

What information do we need to gather?
What resources will we need to fulfil the contract?
Who will manage the tender project?
How will we plan the workload, assign the work required, schedule the meetings?
Who is our competition and what are our chances of winning?
What is our plan for marketing our products and services and pitching our business?

Read more about analysing tender requests.

Review recent awarded contracts

If you are unclear about any requirements in the tender request, contact the tender coordinator
to seek clarification. Also, review previously awarded contracts using the Queensland
Contracts Directory. The details of recent government contracts over $10,000 that have been
awarded are listed on tender websites.

Research your buyer. What type of companies won similar tenders in the past? What does the
contracting agency look for? What can you do to match their expectations?

Write a compelling bid

Prepare your tender proposal. This includes planning, drafting and refining it.
Make sure that you use the response forms provided and answer all questions. Stick to any
word/page limits that there may be, and (as a general rule) do not go altering things like fonts
and font sizes and numbering unless expressly permitted.
Be clear about your structure and propositions. Decide on several key propositions you can
use to set your tender apart from others. Review the evaluation criteria to gain a better
understanding of what things the government agency is particularly looking for and will be
evaluating your offer against. If you are not a strong writer, think about engaging a
professional (a range of businesses offer tender writing services).

Understand the payment terms

When putting together your tender, make sure you are aware of the payment schedule
specified. Government payment schedules will vary from agency to agency and procurement
to procurement.
You may not get paid as soon as the job is finished or goods are delivered. If you require
payment different to that specified, you should detail this in your offer.

Find referees
Find referees who know your business and can attest to your work.
Give your referees clear information about the tender request so they know what points to
emphasise in their reference. If you have previously supplied goods or services to a
government agency, ask them for a reference.

Check and submit your bid

Make sure you check your proposal carefully before submitting it. Use a checklist to make
sure your bid meets all the requirements (some tenders will include a checklist that you can
also use).

Present your bid

Tender panels responsible for high-value contracts may request a formal presentation from
bidders. If you need to present your offer to an evaluation panel, stay focused on the key
messages in your proposal. Most importantly, prepare. Plan your presentation carefully,
rehearse and, if you don't feel you're a strong presenter, get some coaching in presentation
skills.

Request a debriefing
You should always request a debriefing on the tender after the process, especially if your bid
is unsuccessful. Feedback from the evaluation panel can be extremely useful in understanding
how your offering can be improved and can assist you in preparing for your next tender.
Look for ways to improve your next bid.
Note: Debriefing sessions are not an opportunity to raise complaints; use the established
complaints process instead. You should also not discuss any other supplier's offer.

Address concerns and complaints

If you have concerns or complaints about the tender process, raise these issues with the
agency concerned. Communicate your issues reasonably and professionally.
Procurement Transformation (formerly the Queensland Government Chief Procurement
Office) will help facilitate the matter if you wish to take it further. You can also request an
external review by contacting the Queensland Ombudsman

Tenders and contracts

Stages in tender process

Telford & Wrekin Council conduct a fair, open, transparent tender process so all suppliers
have the opportunity to bid for council contracts. These are either by:
Competitive quotes

Low value (under 50k) low risk, requirement that can be agreed via an email or written
quote. A Telford & Wrekin Council purchase order is then raised for the requirement along
with related terms and conditions, and the goods for services received.

Competitive tenders

Higher value requirements (over 50k) this is the formal process of bidding for contract
opportunities, which may take several stages to pre qualify bidders and reduce the numbers of
bidders throughout the process.
The information below is general guidance only, and may not apply to all opportunities.
Advertising the opportunity/expression of interest

Please view information on how we notify suppliers.

Stage 1 - selection stage

The Council needs to be satisfied that its suppliers are financially robust, properly insured
and qualified, and have the capacity to undertake the Council's work, this is assessed through
a pre qualified questionnaire (PQQ). The Council will select and deselect next stage bidders
at this point. Those who are unsuccessful have the opportunity for a full debrief to support
their future tender opportunities.
Stage 2 - award stage

Successful suppliers will then start the invitation to tender (ITT) stage. The ITT will contain
important instructions on how to complete the documents in full and on time and there is also
a useful checklist for return of documents. It will also tell you how your bid will be evaluated
and which parts are most important to the bid (weighting) 'responses' and where applicable
'evidence' will be requested as part of the award section to confirm the capability of the
supplier. All bids above 50k will be opened independently by a Democratic Services
Officer.
Stage 3 - evaluations

Suppliers will be evaluated either on the basis of "lowest price" or various criteria for
determining which is the "most economically advantageous tender (MEAT)" to the authority.
In most cases the MEAT criteria is used as this is consistent with the obligation to achieve
value for money. The criteria for evaluation differs from tender to tender.
Stage 4 - intention to award

All suppliers who submit a bid will be notified of the outcome from the evaluation through
the Delta eTendering system. Unsuccessful letters will be sent electronically as well as by
post and again suppliers can request a debrief meeting.
Stage 5 - 10 day standstill period

A 10 day standstill period is just that, the Council will not proceed to the next stage until 10
days has elapsed, this is only applicable for contracts advertised in the OJEU.

Stage 6 - award of contract

If unsuccessful suppliers are satisfied with their debrief, the contract award can go ahead.
Two copies are sent out to suppliers with an award letter requesting both copies are signed
and returned to the officer in the letter. Both copies will be signed by the Council and a copy
returned to the supplier.
Stage 7 - contract management

Suppliers will be monitored and managed as part of the specification listed in the tender
process.
Advice on tendering

Register for free on the advertising portals as delta (e-sourcing portal) will not notify you
when a tender is issued.
Regularly 'check' the advertising portals for notices or sign up to Common Procurement
Vocabulary (CPV) codes (although this may have a cost involved) to be notified.
Note the access code when viewing the notice for access to the tender box on delta.
Use the checklist to ensure you respond to all requests for information.
All clarification requests have to be send via Delta, all requests will be responded to and
distributed to all bidders in the process.
Please ensure that you allow yourself at least two hours when responding prior to the
closing date and time, especially if you have been asked to upload documents. If you are
uploading multiple documents you will have to individually load one document at a time or
you can opt to zip all documents in an application like WinZip. Failure to submit by the time
and date or by the method requested will not be accepted.
Once you upload documentation ensure you follow through to stage three and click the
'response submit' button. Failure to do so, will mean the documents won't be viewable by
the Council.