The Importance of Tender Compliance in Your Bid Process

Although public sector tenders will be marked on your quality responses and pricing, tender compliance will ensure you reach the evaluation stage. To avoid a disqualified tender, read our top tips below on how to implement flawless tender compliance for each bid you submit.

Take note of tender compliance instructions

The Invitation to Tender (ITT) document will list instructions and guidance to support a fully compliant submission which aligns with the evaluators’ expectations. Remember, evaluators read dozens of submissions and a tender with non-compliant elements may give them an easy option to thin the pile.

As part of your bid process for mobilising your tender submissions, make a note of the following items:

• Document return checklist outlining all documents to be returned for the submission – this could include common annexes and appendices such as Gantt charts, org charts and CVs of key personnel
• Word, page and character limits to associated tender responses. Anything over the stipulated limit will, at minimum, not be evaluated, and could even be marked down, causing you to lose critical marks.
• Naming conventions for submitted documents – some contracting authorities require bidders to identify the name of the organisation submitting, while others may request anonymised versions.

Remember to review pricing instructions as well – this may contain key information to inform your pricing strategy, such as framework management fees or rebates.

Do not reformat or edit tender submission documents

Many public sector buyers and procurement departments have template tender packs which are modified based on the tendered works or service. This can lead to mistakes or errors in formatting or typos – for instance, referring to a missing annex or appendix.

However, it is crucial to return all documents in the format they were issued and not presume to make amendments, as this incurs significant risk of your tender being disqualified.

If something within the return documents or contract specification is unclear, do not amend or reformat the document – instead, submit a clarification question to the procurement lead. For example, if a pricing schedule has an incorrect formula, do not enter in the formula you think should be used – raise it through the proper channels with the buyer.

Actively review the clarification log for changes

Within the tender portal, each submission will have a separate clarification log or message centre listing questions raised by suppliers. Responses to queries may result in changes to the submission – it is critical you monitor clarification queries and responses for:

• Updated submission documents to be returned, with material changes to quality or pricing which will impact the evaluation
• Revised schedule of rates, fees or scope of services which could impact labour and materials resourcing
• Changes to the submission deadline – although normally deadlines are extended, in rare instances we have observed an extension granted and then brought forward again.

Schedule a final tender compliance review of all submission documents

The most crucial step of all is to ensure finalised documents are fully compliant with the requirements of the return. Rushing to submit facing a tight deadline is the most common cause of a non-compliant tender. As such, make sure you schedule sufficient time for a full portal and document review, ensuring the tender documents:

• Have been uploaded in the correct place and format, e.g. uploaded in PDF format – to the correct question placeholder
• Are labelled and titled in accordance with the authority’s preferences – including details of lots, if applicable
• Are completed in full and are within prescribed word, page or character limits – reviewing any data responses and standard company information.

This will ensure not only a compliant tender, but a clean, professional document which reflects favourably on you in the eyes of the evaluation panel.

Tender compliance in Executive Compass’s bid support

As part of our standard bid writing and bid management support, all projects Executive Compass’s bid and tender writers support with are subject to a rigorous tender compliance check, ensuring each document is finalised and ready for evaluation.

Speak to a member of our team today at 0800 612 5563 or info@executivecompass.co.uk to find out more about how we can support your business.