The tender process

In this guide:

Tendering to government

Your job as a tender writer is to plan and deliver a persuasive, honest and informative tender that demonstrates how well you meet the criteria in the tender request. Committing your time and attention to the tender process will increase your chances of success.

Tender processes in the government sector share many common elements. Learning how to master government tenders will help you create more opportunities for your business. Remember, your planning methods and supporting material you develop will be invaluable for future tenders.

Important steps in the tender process

Register your interest

Follow the instructions in the tender document for registering your interest with the agency. This important step will ensure you are told about tender information sessions and receive answers to any questions asked about the tender.

Attend tender information sessions

Monitor the tender website for updates on the tender and attend any information sessions offered if you possibly can. These are valuable opportunities to ask questions and make contact with the agency. They may also give you a chance to meet potential sub-contractors or make contacts that could participate in a consortium.

Write your tender response strategy

If you are bidding for a high-value tender, plan your tender carefully and consider the requirements and resources involved. For example, ask yourself:

How much will it cost to prepare the tender?
What information do we need to gather?
What resources will we need to fulfil the contract?
How will we manage the tender project? How will we plan the workload, assign the work required, schedule the meetings?
Who is our competition and what are our chances of winning?
What is our plan for marketing our products and services and pitching our business?

Review recent contracts

Examine tender request documents closely. If you are unclear about what they are asking, contact the tender coordinator to seek clarification. The details of any government contracts over $10,000 are listed on tender websites for review.

Do some research about the contracting agency. Find out the type of companies that have won similar tenders in the past. What does the agency look for? What can you do to match the agency´s expectations?

Write a compelling bid

Prepare your tender proposal. This includes planning, writing, developing, polishing and refining it. Be clear about your structure and propositions. Decide on several key propositions you can use to set your tender apart. If you are not a strong writer, seek the services of someone who is. Engage a proofreader to review your tender.

Ask your referees

Be sure you ask your referees to attest to your work, and give them clear information about the tender request so they know what points to emphasise in providing their reference. If you have previously provided your goods or services to a government agency, ask them for a reference.

Present your bid

Tender panels responsible for high-value contracts may ask for a presentation from bidding businesses. If you need to present your offer to an evaluation panel, stay focused on the key messages in your proposal. Most importantly - prepare. Plan your presentation carefully, rehearse and, if you don't feel you're a strong presenter, get some coaching in presentation skills.

Request a debriefing

You can request a debriefing on the tender after the process. Feedback from the evaluation panel could be invaluable in preparing your next tender. Look for ways to improve your next bid.

Address concerns and complaints

If you have concerns or complaints about the tender process, first raise your issues with the agency concerned. Communicate your issues reasonably and professionally. The Queensland Government Chief Procurement Office will help facilitate the matter if you wish to take it further. You can also request an external review by contacting the Queensland Ombudsman. Finally, if you remain unsatisfied with these processes, you can seek legal advice.

Understand the payment terms

If you win the tender, make sure you are aware of the payment schedule. Government payment schedules vary from agency to agency. You may not get paid as soon as the job is finished or goods are delivered. If you require payment immediately, specify this in your contract.