The 1st stage of any tender explained

This month we will be looking at the different parts of a tender.  You’ve decided you’re going to grow your business by selling to the public sector. You have found an opportunity that looks like a good fit. You download the documentation. Then you are faced with a bunch of questions about your business and offences that may have been committed.

Wait, what is all of this? You’ve come across the section known as the selection questionnaire or SPD. 

It is important to remember this section will be scored as pass or fail.  

The first section of a tender is known as:

• PQQ (pre-qualifying questionnaire) or

• Selection Questionnaire or

• SPD (Single Procurement Document) or

• Qualification Envelope.

This can be a stand-alone part of the tender process or can be combined with other stages in a single stage (open) tender.

This section is commonly a set of pass/fail questions.  This starts with an information section about your company.  It commonly includes you declaring compliance with:

• Legal compliance

• Financial standing

• Insurance cover

• Modern slavery

• Equality and diversity

• Health and safety regulations

• Environmental standards, etc. 

This is typically the first stage of a tender process.  It helps the buyer decide which organisations are best suited to deliver the contract.  Remember, they cannot base this decision on price alone.  If you do not pass this stage then you will not have the rest of your bid evaluated (or receive an invite to stage 2 of the process).

It also ensures any previous convictions or misconduct is declared.    This is a requirement of the procurement regulations.  If you do declare convictions or misconduct this may not rule you out of the process.  There are ways to self-cleanse. 

We would argue that the most important part of this first stage is the response to the technical and professional capabilities.  This part is where you outline to the buyer your experience in delivering similar contracts.  The purpose of this is to demonstrate you have a capability to deliver the contract.  This is both in terms of duration and size of contracts.

This part can be scored.  Buyers often ask for the following information:

• Name of buyer

• Contact details of buyer

• Contract duration

• Contract value

• Details

People assume that this is the easiest part of a tender process.  If you have all the information stored where you can access it, this is correct.  Especially once you’ve been through the process. 

Think of it as an application form – this is essentially what it is.  The application won’t necessarily win you the contract, but it will get you to the next stage.  This is when you have the opportunity to sell what you do.  One of the keys to submitting any tender is to remember that tendering is a competition.

Now we’ve outlined the purpose of this, go on give it a go. Or if you need some support in completing your first one please get in touch.

P.S. Did you know we run a FREE Facebook group?  In the group we look at a current tender opportunity each week and share hints and tips.  Why not join us?