Call us FREE today

0800 612 5563 / 020 3507 0314

Producing a quality tender document

Producing PQQ and tender documents can be a complex and time-consuming process. You must follow the procedures and processes laid down by the contracting authority if you are to be successful. Learn from the experts how it’s done, and how the team of bid writers at Executive Compass® can help you.

PQQs & tender documents

With every call for tender comes a procedure for submitting that tender. This will be spelled out in the documentation you receive from the contracting authority, and must be adhered to — if you do not comply with the procedure, you can be failed based on non-compliance, so it’s important to ensure you fully understand the process before you begin.

You will need to complete some or all of the following documentation:

  • A PQQ or pre-qualification questionnaire. It is becoming more common for standardised PQQs to be used, which include core questions and sections that apply across all industries.
  • An ITT or tender document, with questions on a variety of topics. You will need to answer questions on the products or services you will be required to deliver and exactly how you will deliver them. Your policies and procedures, and your pricing proposals will also need to be described.
  • Supporting documents, including copies of insurance certificates, accounts, policy documents, references etc.
PQQ, Bid Documents and E-Tenders

Preparing tender documentation

Planning – The first stage in preparing tender documentation is to plan. Reading the tender specification and understanding all the requirements of the contract is vital. This will firstly ensure that you are aware of all components. Secondly, you can use this planning process to guide your narrative responses and make sure that all points meet the specification.

Writing – When you come to write the tender submission, make sure you use compelling, persuasive narrative that answers the question and is backed up by evidence and statistics. Do not forget to work within any word or page limits, font styles and other restrictions that may be outlined in the specification.

Reviewing – After you have completed your PQQ or tender response, the final step of the process is to review your bid. This falls into two stages: checking for compliance, and checking the actual written narrative. For both PQQ and ITTs there can be a lot of box ticking, as well as data sections to fill in, and you (or a colleague) should check what you have done to make sure your bid is fully compliant. The second aspect is proofreading and reviewing your written narrative. Try and put yourself into the evaluator’s shoes: does it meet all of the evaluation criteria? Is it well written? Would you award it full marks?

Submitting your tender

Typically, the PQQ or tender proposal will be submitted in electronic form, as e-tendering is increasingly the preferred method for all public sector procurement, generally using an online portal. Some contracting authorities, however, still ask you to submit via a hard copy you must either post or deliver. Always double check the format for your bid submission in advance of the deadline and do not leave electronic submissions until the last minute in case of any technical issues.

The tender process can seem complex, so make sure you approach it with careful planning and attention to detail. If you feel you need external assistance with any stage of the process, Executive Compass are here to help and can offer any level of support required.

What makes a quality tender submission?

For further guidance, please view our video below to find out what makes a quality tender submission.

Call us now to speak to a member of our Bid Team:

0203 507 0314 or direct to mobile: 07590 276 006