What should you include in your invitations to tender?

Posted by Niall Sullivan

12-Dec-2016 08:00:00

What should you include in your invitations to tender?

Tendering is an essential part any project, whether you’re in the public or private sector. No matter how organised you are, if you don’t get the most suitable suppliers for the services that you require, you may not end up with the positive outcome that you are looking for.

That’s why we have put together some of the key information that you should include in your invitations to tender, so you have all of the feedback you need to make an informed decision. Once all of your documentation has been created, you can then use tender management software to keep track of the whole process.

Give a detailed background to your project

Potential bidders will want a detailed description of your project, so they can make a clear judgement on whether your tender is worth bidding on or not.

This should be compiled as a formal document and should include:

  • What work is expected to be completed during the project
  • What prerequisites there are
  • How they are expected to produce the amount of work that is required
  • Timescales for start and completion

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How progress/quality will be monitored

For obvious reasons, it is important that you know that the bidder you have chosen will provide a high-quality service. To ensure that there is no ambiguity about the quality you expect, you should include the following information:

  • Details of how the contract will be monitored
  • What quality of service is expected and how this is will be judged
  • How the service will be provided
  • The process for resolving disputes

In case of a future dispute regarding performance, it is advisable that you include a clause that allows you to employ another supplier, with the failed one being liable for future costs, if the service isn’t completed to a satisfactory level.

The evaluation criteria

In order to choose a supplier, you will need to first decide the criteria on which they will be chosen, based on the most important factors related to your project or organisation.

What you should include will depend on what industry that you’re in, but some common criteria are listed below:

  • Pricing
  • Past experience, (including references if possible)
  • Working methods
  • Knowledge of your industry

It is good practice to inform potential tenders of the criteria being used to assess them, as well as details about the deadlines of bids, making clear that late ones will not be accepted. 

Topics: tender management