The 9 steps
- Find the opportunity. Watch AusTender, your state portal and council sites, and set up email alerts.
- Register and download the pack. Most portals need a free supplier account. Registering for the specific tender also means you get addenda.
- Read everything and list the knock outs. Note the closing time, the question cut off, any mandatory briefing or site visit, and every returnable.
- Decide go or no go. Check fit, capacity, insurance and your chance of winning before you spend the hours.
- Ask clarification questions early. Questions usually go through the portal, and answers are often shared with all suppliers.
- Write and price the response. Answer each criterion in order with evidence, and use the buyer's pricing schedule exactly.
- Check and lodge. Run a full compliance check, then upload before the closing time and save the receipt.
- Evaluation. The buyer checks compliance, scores the responses, may shortlist, ask questions, hold interviews or negotiate.
- Award and debrief. The buyer notifies the outcome. Ask for a debrief; it is the cheapest way to improve the next one.
How long it takes
Tender periods vary by buyer and size, from about a week for simple quotes to many weeks for large contracts. Evaluation can take weeks or months. Plan backwards from the closing time, and leave at least a day for checking and lodging.
What you need ready before you start
- Your ABN, legal entity name and company details
- Current certificates of currency for each insurance
- Licences, registrations and any system certifications
- Key people and short CVs
- Past projects with referees who have agreed to be contacted
- Your WHS, quality and environmental policies
Keeping these in one place saves hours on every tender. In BidPal this is your library.
Who does what in a tender
| Role | What they do |
|---|---|
| Buyer's contact officer | The only person you may contact about the tender |
| Evaluation panel | Scores the responses against the criteria |
| Probity adviser | On larger tenders, checks the process is fair |
| Your tender lead | Owns the plan, the deadlines and the final check |
| Your estimator | Builds the price in the buyer's schedule |
Two stage tenders
Large or complex work is often bought in two stages. First an expression of interest or registration of interest asks for capability and experience. The buyer then shortlists and invites a smaller group to a full request for tender. Treat the first stage as seriously as the second: it decides whether you get the chance to price.
Questions
Can I ask the buyer questions during a tender?
Yes, through the method set out in the conditions of tender, and usually before a stated cut off. Answers are often shared with every supplier.
What happens if I lodge late?
Late responses are usually not considered. Lodge early, because portals can slow down near the closing time.
What is a debrief?
A meeting or written feedback from the buyer after the outcome, explaining how your response scored and how it compared.
How many suppliers usually respond to a tender?
It varies widely by industry and size. Ask the buyer at the debrief how many responses were received.
Can a buyer cancel a tender?
Yes. Conditions of tender usually reserve the buyer's right to cancel or change the process.