The short answerAfter you lodge, the buyer checks compliance, scores each response and may shortlist, ask clarification questions, hold interviews or presentations, or negotiate with preferred suppliers. The buyer then notifies the outcome. Win or lose, ask for a debrief to learn how you scored.
The usual stages
- Compliance check
- Scoring against the criteria
- Shortlist, clarifications, interviews or site visits
- Negotiation with the preferred supplier
- Approval and contract award
- Notice to unsuccessful suppliers and debriefs
Get the most from a debrief
- Ask how you scored on each criterion.
- Ask what the winning response did better, in general terms.
- Write down three changes for next time.
Responding to a clarification request
- Read it carefully and answer exactly what is asked.
- Reply by the deadline, through the stated channel.
- Do not change your offer unless the buyer invites it.
- Keep a record of what you sent.
What to do while you wait
- Keep the team ready. Buyers may ask for clarifications, a presentation or a site meeting at short notice.
- Do not contact the panel. Only talk to the named contact officer, and only about process. Lobbying evaluators can get you excluded.
- Hold your price. Note the validity period in the conditions and track it. If the buyer asks to extend it, check your costs before agreeing.
- File everything. Save the final response, the portal receipt and every addendum together. You will need them for a debrief or the next tender.
Turning a loss into the next win
Ask for a debrief every time. Write down what the buyer said about each criterion, then update your answer library so the same gap does not cost you marks again. Patterns across several debriefs tell you more than any single one.
Questions
How long does evaluation take?
It varies from weeks to months, depending on the buyer and the size of the contract.
Can I contact the buyer during evaluation?
Only through the stated contact and channel, and only if needed. Respond quickly to any clarification request.
What if I win but cannot start on time?
Tell the buyer straight away. Your response is an offer, and a contract may follow on its terms.
How long does evaluation take?
It varies by buyer and tender size, from a few weeks to several months. The conditions of tender or the buyer's timetable often give an expected date. If none is given, it is fine to ask the contact officer.