Do you understand the tender process?

    • What exactly is a tender?

    • The different procurement request types (RFx*)

    • When are different request types used?

    • What does a tender submission generally include?

    • What does a traditional tender process look like?

    • What is market engagement?

    • What can you do to prepare for government contract opportunities?

What exactly is a tender?

As shown in the infographic below, a tender (often called a bid) is where a buyer (government agencies) need to purchase a product or service and they basically want you to explain how your business can provide what they need.

The different procurement tender request types (RFX*)

A tender is just one type of ‘Request’ that government agencies use when trying to find a supplier to deliver a product or service. The following infographic breaks down the different ‘Request’ types and how a Tender differs from the rest.

When are different tender request types used?

Most people think a tender is a blanket term used for trying to get work from government agencies. However, depending on the agencies need, they may ‘Request’ different information from you (the supplier) before even requesting a tender submission.

What does a tender submission generally include?

Government agencies will post a Request for Tender on GETS and it will typically include the following documents outlining:

  1. Conditions of tender – rules of the tendering process and your response to their request.

  2. Form of tender – schedules and details you need to include in your response.

  3. Scope of tender – details of the good/services the buying is seeking to purchase.

  4. Evaluation criteria – specifics of how the agency will assess your response.

  5. Conditions of contract – legal conditions that must be met buy the successful supplier.

This information is provided to help you craft a tender that showcases your ability to deliver on their needs while meeting the set criteria. See our Tender Preparation page for more information.

What does a traditional tender process look like?

  1. Market engagement - Government agency publishes contract opportunity on GETS.

  2. Clarification period - Suppliers have a certain amount of time to submit a Tender speaking to the scope of the contract and requirements.

  3. Closing date - Email goes out to each supplier acknowledging their response.

  4. Assess pre-conditions - Suppliers are eliminated if they do not meet the mandatory minimum requirements.

  5. Evaluate the responses - The agency will evaluate responses against weighted criteria and shortlist suppliers with the highest scores.

  6. Negotiate the deal - Depending on how many suppliers were shortlisted, the agency will complete due diligence, get clarification and then choose the successful supplier.

  7. Plan the delivery - Prepare contract and relationship management plan.

What is market engagement?

This is the process that government agencies go through to see what businesses (suppliers) are able to deliver a product or service. The type of market engagement changes depending on the scope, size, risk or complexity of delivering the product or service.

Competitive Market Engagement

Non - Competitive Market Engagement

What can you do to prepare for government contract opportunities?

Most government contract opportunities that come to market happen so quickly that it can be hard to pull together all the relevant information required to put forward a quality response to their requests. We recommend putting together a Business Portfolio in readiness for these opportunities.

Once you start to apply for government contracts, you will start to notice that a lot of the information being asked for is the same.

Generally, when it comes to submitting a tender they want to know:

  • What certifications / insurances do you have

  • What does your service / product delivery look like

  • What are the risks involved

  • How much does it cost

  • How do you ensure quality

  • What processes and procedures do you have in place

  • Proof of track record.

Get your Business Portfolio sorted!

Selling Proposition

Business Background

  • Business Background

  • Market Strength

  • Guiding Values 

  • Service Overview

  • Broader Outcomes

Resources

Capacity

  • Organisational Structure

  • Skills and Expertise CVs

  • Plant and Equipment

  • Management Systems

  • Business Credentials

  • Business Cover

  • Insurances

Track Record

Capability

  • Certifications and Licenses

  • Case Studies

  • Client Testimonials

  • Reference Letters

A Business Portfolio is a document that acts as a copy and paste, one source of truth for your business.

If this is something you want to get in place click here to download the Business Portfolio Template, or we can help you write your Business Portfolio, so send us a message and let’s catch up!