Step by step to Win your first Tender
The tendering process involves two things: either physical submission or online submission. The physical submission entails printing out documents, binding them, and making copies, then physically submitting them to the company’s tender box. In comparison, online submission is uploading the documents on the company’s web portal.
Both methods of presentation require the same approaches to preparation.
Therefore, whether you are making a physical or online submission, the steps below will improve your tendering outcome.
10 Key Steps to Winning a Tender
Target opportunities.
Make a checklist.
Provide updated company documents.
Provide Certified company documents.
Follow the tender instructions.
Give accurate company details.
Attach the correct references.
Provide company audited accounts or certified bank statements.
Sign and stamp documents.
Upload the tender documents on time.
1. Target Opportunities
Effective tendering entails proper market research. There are many sites that you can get tender advertisements, including the local newspapers. More so, you can use tender analytics from sites such as Procurement Public Information Portal (PPIP), TenderSoko, Tenders Kenya, to name a few. Additionally, you can check on companies’ websites to see if there are any tender advertisements.
2. Make a Checklist.
Develop a list of the tender requirements. Each tender has different needs, so making a list will guide you, and thus you will not miss any necessary documents.
After you have compiled the documents, countercheck with the checklist whether all documents are in place before submitting.
3. Provide Updated Company Documents
You should always maintain updated company documents to avoid the last-minute rush. Some companies require updated tender documents such as the CR12 and reprinted Pin Certificates.
Similarly, some company documents expire after one year, such as the AGPO Certificates and Tax Compliance Certificates. Therefore, you should check the expiry dates and apply for new ones beforehand.
4. Provide Certified company documents.
Nowadays, it is easy to forge company documents. Most companies require company documents to be certified by a lawyer to verify they are legit.
Therefore, you should always keep certified documents, whether or not it is a requirement in the tender, to increase transparency.
5. Follow the tender instructions.
As I stated earlier, different tenders have different requirements. So, you should make sure that you go through the tender documents and establish the company’s conditions.
6. Give accurate company details.
Most companies require a business to fill in a Confidential Business Questionnaire (CBQ). Ensure that you give the correct addresses of the company and the right information.
You should also make sure that the information given matches the one on your stamp.
7. Attach the correct references.
Companies will look at the capacity to deliver when awarding new businesses. Therefore, do not hold back to sell your expertise and past experiences. Attach references such as LPOs, notification of awards, and letters of completion of projects for similar works in the past.
8. Provide company audited accounts or certified bank statements.
The capacity to deliver is your key selling point. Companies will want to verify if you can provide when awarded the tender. Hence, attach your company’s audited reports or bank statements for new companies. Show the company that you have the financial capacity to deliver.
9. Sign and stamp documents.
Stamping and signing document is vital when bidding. It would be best if you also considered numbering your documents when making a physical submission.
10. Upload the tender documents on time.
Avoid the last-minute rush by uploading the documents before time. Most people rush to upload at the last minute, causing traffic on the portal, so some tenders do not go through.
Conclusion
A tender is a project. You should use all available company resources to manage the tendering process effectively.
A winning tender response should be well-detailed and easy to go through. This includes establishing a consistent corporate style (fonts, colours, and grammar). Consider putting labelled separators for easy navigation of documents-for physical submissions.
For online submissions- separate documents by putting them in separate folders. For example, separate company documents, technical documents, and financial documents.
