Tendering Issues - From Response To Debriefing
It is the job of the Tender Manager to come up with a complete
, well-presented and thoroughly checked response document. It is also important to deliver the document in the right manner. He or she must also be well versed in the debriefing process.
The onus of collating data regarding a tender and then putting together various elements to draft a final response lies with the Tender Manager. Once the draft of the tender response has taken shape, the Tender Manager needs to assemble all those associated with it and do a final read-through of the document.
The exercise must include:
* checking and rechecking that the tender has been completed as specified by the client;
* checking the enclosures, ensuring that nothing has been left out;
* affixing a cover letter indicating the order of your presentation and a brief description of each item; and
* ensuring that the presentation is within the limits regarding number of words and pages.
The final document must be checked and cross-checked by at least two key personnel. This is important as more tender responses are rejected on the grounds that they do not conform to the stipulated requirements than on the grounds of price or quality of work.
Presentation of Tender Response
The presentation of a tender document is as important as its content. With a bit of extra care, you can ease the work of the client's evaluator and make your presentation stand out. The evaluator's job is to scrutinise the presentations received and shortlist two or three tenders that will later be thoroughly perused before one is finally selected. A clearly laid out document will have a better chance of withstanding this scrutiny.
Remembering a few points will help in the presentation:
* Follow the precise format of the original questionnaire when submitting answers. Use the same headings and number sequence.
* Use a consistent font size and style sheet throughout the document.
* Thoroughly check the document for any grammatical or typographical errors.
* The response document must match the page configuration used by the client.
Delivery
* Deliver the document in person if possible, ensuring that it reaches the intended recipient. Ask for a timed and signed receipt.
* In case of electronic submission, make sure you have an electronic audit of both its dispatch and its receipt.
* If delivering by courier, ensure that the package does not mention the name of your company.
* Contact the issuing authority if you do not receive a reply.
Debriefing Process
EU procurement law mandates that the contracting authority must include a minimum standstill period of ten days, which must take place after the unsuccessful bidders have been notified and prior to contract start. It allows unsuccessful bidders to obtain a debrief prior to the commencement of the contract. All tenders over the EU thresholds must be advertised through the Official Journal of the European Union (OJEU).
Bidders have the right to request a
tendering debrief from a contracting authority even if the contract is issued under the EU Directives. However, the debriefing process is not as formalised in that case. Bidders may be required to invoke the Freedom of Information Act to obtain any additional information regarding the contract.
Procurement law clearly lays down the process of issuing a tender, evaluating tender responses, debriefing unsuccessful bidders and awarding the contract, with the objective of ensuring transparency in public tenders.
by: Fiona Campbell
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