What goes into the Tender Evaluation Process

The process of evaluating tender begins with the submission of the contractor’s response to the Invitation to tender. It makes an offer to supply the asked goods and services as per the requirement of the tender implementing agency. once the tenders are being submitted the process of careful assessment begins to select the preferred contractor for the project. This process is known as tender evaluation or sometimes tender adjudication.
Although the initial evaluation of the offer is reviewed at the time of the bid openings.

But a detailed evaluation or examination is done after the offers are received in compliance with the solicitation document.

Here is a short video explaining the tender evaluating process especially for those who are new to the tendering world.

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3 essential Tips to make your Tender Stand Out

One of the points that is often overlooked while writing a tender proposal is presentation of your Tender proposal. However, insignificant it might be but the look and feel of your tender proposal may affect the outcome. Put yourself in the evaluator’s shoes and see how a well formatted highly rich in content tender proposal might look. Such kind of presentation skills immediately makes you stand out of the competition. A high quality professionally drafted Tender document gives you the perfect platform to promote your business.

Here are 3 essential tips that will help you make your Tender Stand out in the competition.

The bidding landscapes becoming competitive day by day making yourself stand out from the competition can be a tough challenge. So here we discuss 3 essential tips to make your tender stand out in the competition.

3 essential Tips to make your Tender Stand Out

3 essential Tips to make your Tender Stand Out

  1. Do not keep a Low-Key Profile: A tender proposal is one of the best platforms for you to promote your business. It is an opportunity to make your success shine the brightest amongst all of other. Remember that the evaluator is alien to your organization, he has never heard of your brand. So you must ensure they know even the finest of the details of your organization. These are some of the hand-outs to help you effectively promote your organization.
  • Recent Projects
  • Staff Qualification
  • What makes your organization different
  • Resource Capabilities
  • Achievements
  • In-house strategies and Methodologies
  • Investments

However, the buyer is never impressed by just words he needs to see why and how you are the best company for the job.

  1. Use Varied Evidences  

Evidences are very specialized they are information drawn from the personal testimony. Presentation of evidences in the form of graphs, charts and other contract examples help to strengthen your Bids. Attachments of relevant case studies, contract win strategies are allows to convey strong information as to why you’re an idle supplier for the buyer. It is often so the tender document holds a place where you can attach your Work history for the review.

Utilize the space with images, charts which makes the proposal interesting for the evaluator and easy for him to allot you marks for the same. Don’t struggle to find the examples of evidence for your tender document. Just provide the points that make you stand out and explains why you are best suitable for the contract.

  1. Pass all the Compliance Criteria:

Within the public sector tender process there are strict marking criteria’s and one of the most important part of your tender document is Compliance with the specification. Once you pass all the compliance check there is no way you lose marks. So make sure you tick as many boxes as you can. Because the person evaluating your proposal will mark you against the specification so don’t give them a chance to score you low then the competitor.

Consider the below points for the above question

  • Give relevant answers to all the Questions considering the Specification
  • Draft your response within the word limit and the character limit
  • Don’t over estimate but do show the added value in the price criteria
  • Review your bid prior to submission for error free final print.

More so often we are so engrossed with the submission that we don’t pay much attention to the presentation details of our tender proposal and miss the vital elements of the information. However, it is difficult to be your own critique when you have to look at your own organization from an external point of view. Therefore, if it is a must win bid for you, you need to improvise on your presentation quality to make the evaluating process easier for the evaluator.

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Mistakes to Avoid while proposal Writing

Writing the bid for tender submission is a time consuming, complicated and includes lots of documentation. And this is mostly true when you are in your initial stages of bidding for contracts.  At this stage it is obvious to make mistakes as you are new to the understanding of the process.

However, to make your process simpler we have pen down certain common mistakes that you may encounter while writing your bid proposals.

  1. Not reading the Tender Specification Carefully:

The buyer can understand from your bid proposal that the supplying organization has not read the tender specification correctly or you have not answered the asked question correctly. Because when you don’t read the specification correctly you make mistakes while drafting your response for the same.  Chances are you might miss to mention certain important information that was asked by the buyer. Therefore, make it a priority to read the tender specification carefully.  Make a note of all the specifications and review them once you are ready for submission.  Take this as a guide to avoid missing out on important information in the tender document.

  1. Failing to attach important documents to the proposal:

Bidding for tender requires lots of documentation and attachments. The buyer may require your statement of methods, company’s turnover details and the list goes on. Failing to attach any of the documents asked by the buyer your bid may prove non-compliant. Therefore, to avoid such scenario make sure you have all your documents maintained and updated with the latest information. Maintain a check list of all the important documents and review it once before submission to avoid.

  1. Not Doing your Research :

Today we don’t buy anything without a prior research, and contracts should not be a different scenario. Research the buyer’s profile thoroughly for – what are their aims, objectives and goals for the contract?  Adapt this habit as among the winning strategies for your contracts.  Along with buyers also research the competitors. How can you differentiate yourself, and what makes your organization stand out? This should be portrayed in your bid proposal and should be a clear message.

How to avoid common mistakes while Writing bid?How to avoid common mistakes while Writing bid?

How to avoid common mistakes while Writing bid?

4. Taking Note Word limit Page:

This is some minute details that tend to be overlooked when we pen down to write the bidding proposals. Often the companies or the bid team of the organization fail to read the tender instructions and can skip past the page limit or the word count mentioned in the tender   specification.  This can create a bad impression of your organization even if you have a great deal to offer. It is always recommended to read the document carefully and take note of things that are asked for and only then draft your responses within the specified word limit for that question.

  1. Assuming the buyer knows you and your organization

It is so often that we might get the chance to work with the same buyer yet again in our next bid. That is all great that you have a cordial relationship in place. But still make sure you tender go into detail while writing your proposal.  Assuming that the buyer has no previous knowledge of your business, the buyer will ultimately judge you on your tender presentation and you’re offering and not on the cordial relationship. Therefore, make sure you don’t assume anything and write the proposal as if it’s a completely

Take these above points as guiding tips when you start writing your bid proposals. These are some of the common mistakes one might make while writing bid proposal but can cost you high. Ultimately you will be judged on the proposal you submit to the evaluator so why not make it error free fine print

Did you find this information Useful? You can always write your feedback to us at Communication@tendersinfo.com or for more assistance in bidding and procuring documents you can send your requests on bid.advisory@tendersinfo.com

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Managing Tenders with Shorter Deadlines

Are you struggling to bid for tenders with shorter deadline? Tender submission is most important task for any organization that participates in bidding. In an ideal situation, the tenders are published much in advance allowing the bidders to plan their tender smoothly and effectively. However, not too often there are times where there is a tight deadline between a PQQ and Proposal submission owing to the nature of the tender and scope of work.   Such phenomenon is likely to create a stressful situation in the organization.

However, it is advisable not to undertake tender with shorter deadlines as in such cases, quality of the work gets hampered resulting into poor submissions.

Managing Tender with Shorter Deadline

Managing Tender with Shorter Deadline

Here are some useful tips on how you can manage the tender with shorter deadlines effectively. We have studied the behavior of some successful bidders who have managed their bids effectively with shorter deadlines.  They are as follows;

  1. Bid or No bid decision: In cases of tenders with shorter deadline, bid/no bid decision has to very quick. Before making such decision you need to be sure that your bidding team will be able to allocate the time and resources to produce a high quality document.  If they can’t make it by the submission date it is advisable not to rush hence jeopardising the quality of the document.
  1. Reading the Document: Once you have decided to go for the bid, reading the document carefully is the next important step.  Read the bidding document carefully to understand the scope of work and other submission requirements. Reading the document carefully may help you in finding the areas you really need to work on given the dates of submission. Therefore, it is better to know the requirements to prevent last minute hustle.
  1. Organizing your Bid Team: It doesn’t matter whether you have much time for tender submission or only a matter of weeks organizing your tender is important step. Assemble your bid team and communicate key information involving what needs to be done and what documents are required to make sure nothing goes overlooked and everybody is informed of their responsibility. Crucial roles are played by project managers, bid writers, reviewer and proof reader.
  1. Planning the Project: As against the smooth timescales while managing tenders with short deadlines it is important fix the targets that are achievable associated with quality submission. It is important to review every step to check the quality assurance monitoring the overall quality of the proposal.
  1. Keep your Bid team in Loop: Due to less time it is important that you provide the bid team with much needed support. In cases of delays and in work deliverance make arrangements for delivery at the agreed schedule. If there is dependency of information amongst departments in the organization make sure everybody is aware of their responsibilities not wasting time in unnecessary delays during shorter deadlines.
  1. Regularly check the Portals: Regularly check the portals to keep you updated with any changes. Be it changes in submission dates, update in the tender requirement or answers for the clarification questions. The person responsible for project lead should monitor the website regularly for updates. And should regularly update the team regarding the updates. There may be a chance that the authority might declare an extension in the submission date. Therefore, don’t leave any stone unturned when bidding for tenders with shorter deadlines
  1. Learn from the mistake: After you have submitted your proposal on the submission date sit for the revision of the process. Make notes of the points what went right? What went wrong? And further improvise on the tender submission. Learning from mistakes is one of the crucial steps that you should implement ensuring your team produces a high quality bid every time.

These are some few tips that you should follow once you have decided to bid for tenders with shorter deadlines.

For any assistance in bid advisory and consultancy you can always reach out to us at Communications@tendersinfo.com

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Opportunities in Energy Management System

Energy management systems is a system of computer aided tools used to operate electric utility grids and to optimize the performance of the generation and transmission lines. Energy management systems are commonly used by the individual commercial entities to monitor, measure, and control their electrical building loads.  Energy management systems can be used to centrally control devices like HVAC units and lighting systems across multiple locations, such as retail, grocery and restaurant sites. Energy management systems can also provide metering, sub metering, and monitoring functions that allow facility and building managers to gather data and insight that allows them to make more informed decisions about energy activities across their sites.

EMS can also refer to a system designed to achieve energy efficiency through process optimization by reporting on granular energy use by individual pieces of equipment. Newer, cloud-based energy management systems provide the ability to remotely control HVAC and other energy-consuming equipment; gather detailed, real-time data for each piece of equipment; and generate intelligent, specific, real-time guidance on finding and capturing the most compelling savings opportunities.

Energy Management Solution

Energy Management Solution

Energy management systems are gaining popularity since help gather data and insight that allows them to make more informed decisions about energy activities across their sites. The global energy management system market is expected to garner $44.4 billion by 2020, registering a CAGR of 13.76 % during the forecast period 2014-2020. The market is set to grow due to increasing energy demands in manufacturing industries, rising installation of the renewable and rising adoption of IoT and cloud-based platforms. North America was the largest revenue-generating region in the energy management systems market in 2013.

However, Asia-Pacific is expected to be a rapidly growing market with estimated revenue of $10.67 billion by 2020, growing at a CAGR of 19.1% during 2014‐2020. Country government are keen to make investments into emerging technologies like Energy management systems (EMS) that enable an organization to collect real-time information on the net energy use through monitoring,assessing, and visualizing energy consumption. Owing to its benefits the government has been extensively procuring energy management system software’s for up gradation of the power management system.

Moreover, tenders for energy management systems are being floated for  installation, modification, maintenance, and repair services to energy management system, maintenance and development services. Moreover, request for proposal for Technical support for introduction of Energy Management System, Licensors & Distributors of Software for an Energy Management System (EMS), hardware services for installation etc. are seen to be substantially rising with the growth of the market size.

European government is undertaking larger power projects to be equipped with energy management systems. Tabede of Belgium has undertaken a power project to equip buildings with integrated energy management system.  Similarly Holisder a project initiative in Spain aims at Integrating real-intelligence in energy management systems enabling holistic demand response optimization in buildings and districts. These companies are targeting residential power network and regional power network to go deep down in the market.

Though the market size is still at the nascent stage ABB, GE, Siemens, Wartsila, Mitsubishi are amongst the emerging players in the segment. They have been developing a deeper market understanding by exploring opportunities through public contracts across the segments like maintenance, installation, and supply of the energy management system. With growing opportunities the companies have been adopting various growth strategies to capture larger proportion of the market segment.Joint venture, consortium with the local firms, merger and acquisition are some of the notable strategies adopted by these firms to sustain the competition.

Energy management has been becoming an essential tool for the companies and across all the verticals. Along with adopting measures for installation of Energy management system, government is subsidizing the purchase of the energy management systems for the households that have been positively encouraging growth.

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How to Effectively use Existing Responses in your Next Bid?

Companies that undertake tendering maintain a bidding library consisting of reliable response that they have used in their bids. The main benefits of having a bid library is that it becomes a source of reference for the responses to some commonly asked questions in PQQ and ITT. This practice of maintaining a bid library helps in saving time of the bid writer and allows him to focus on other parts of the submission.

But however, there is a way of using these responses from the bid library when bidding for your next tender. Often companies copy paste the existing responses without even editing them which might result into low quality submission.

Below listed are few tips that you must consider when you decide to include existing responses into your bid submission.

Effectively using Existing material in Next bid

Effectively using Existing material in Next bid

Read the Questions:

Before even starting to draft a response, read the question thoroughly to understand what it is asking for then review your responses to be assured that it is suitable response for the question asked. Cutting and Pasting responses without reviewing them can create a bad impression of your organization for buyer and they can toss your proposal for not being complaint. As there is nothing like one size fits all in tender bidding.

Edit the Responses:
Amend the responses once before including them in the tender. Make all the necessary changes to the responses if required. This will help you to ensure its effectiveness for the question and avoid wasting your timing in writing it afresh. It is okay to spend some time in making the responses perfect this will help increase the standard of you work and help you gain more marks.

Keeping the Information Updated:
Maintaining a bid library is a good practice however, keeping your bid library updated with changing processes, staffing, technology upgradtions all the information should reflect in the tender responses. Keeping the information updated promotes a proactive approach towards managing your bid library and prevent last minute search of information for submission.  The key to successfully reusing old material is having a strong and updated bid library. Model answers and case studies are a good source to refer to when bidding for larger contracts.

Reviewing Before Submission:
Tender writing can be quite a daunting task and time consuming therefore, if you are using existing responses in tender make sure you review the information to ensure it is updated and error free before you make the final submission. Make sure you do not use repeated phrases in case you have, you can always rephrase them to look as if they have written a fresh and not just copy pasted. This might be considered especially when you have already worked with the buyer once, rephrasing saves you from being monotonous in your writing.

Learning from Feedback:
Request a feedback from the authorities and review the documents for any gaps and areas for improvisation. As the feedback provides areas that the assessors would like you to provide with some concrete information to strengthen your answer that further helps you to develop e a winning pitch.

It is a good practice to maintain a file of all the previous submissions and analysis of the feedback however, it is always good to remember that the concept of one size fits for all is not for tenders. Even though the tender questions are similar they might slightly differ therefore,  while using the existing tender responses one has to be sure enough about its suitability to the given question.  However, we can rely on  existing material to draft the response  but as mentioned we should acknowledge certain situation where it is acceptable if done correctly

Was this information useful to you? Kindly let us know your feedback at Communication@tendersinfo.com. For your request for Bidding and Tender related assistance you may contact us on bid.advisory@tendersinfo.com

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India – Israel Relations

The Republic of India and the State of Israel have shared an extensive economic, military partnership. India is the largest buyer of Israel’s military equipments.  Ever since India recognized Israel diplomatically in 1950 relationship between the two have broadened remarkably. With Israel current Prime Minister “Benjamin Netanyahu” visit to India, speculations are the relationship will go upswing. India has not left any stone unturned in honoring the state prime minister.  From breaking the protocol of visiting the airport to greet the prime minister to posting a welcoming gesture on twitter by Prime Minister Modi, are signs of new possibilities of development between the two countries.  The visit marked the celebration of 25 years relation in trade and investment has laid the foundation of co-operation for years to come.

 

India _Isarel Relations

India _Isarel Relations

Amidst of this, the two world leaders held an extensive talk to strengthen ties in strategic areas of defense, Space, agriculture, trade & investments, medicines, energy, cyber security, Movies promotion etc.

The leaders focused on developing more business models on joint ventures and partnership activities especially into defense and also reaffirmed co-operation on research and development in agriculture. Strengthening ties with India will also help Israel to strengthen ties with the neighboring countries like Bangladesh. High level political and strategic engagement is essential to further consolidate Indo-Israel relations to make it more vibrant.

 

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Indian Waste Water Treatment Scenario

Indian Waste Water Treatment Scenario

Indian Waste Water Treatment Scenario

A transition towards a Water secure future is Underway. Not only state and government utilities but also large Indian conglomerates are extending helping hands by investing time and money into addressing Water security challenges.  According to CDP’s global Water Report of 2017, Companies across have committed 23.4bn$ of investment into 1,000 Water and Sanitation projects including desalination, waste water reuse and irrigation.

Indian conglomerate ITC limited has invested nearly 9mn$ in water interventions across India, constructing 10,000 harvesting units and suing demonstration farms to share best practices in soil conservation. Also companies like Colgate, Palmolive, Nestle etc are taking account of investing into water security initiatives.  In spite of this Water is still one of the problematic resources. Having too much or too little directly impacts the bottom line population.

Making fresh water available to the entire population poses to be a great challenge to the Government utilities.  With urban population getting bigger, India is expected to add approximately 400mn population by 2050. This will be adding stress to the supply of water in urban areas. To mitigate this impending crisis, Reuse of Waste Water is claimed to be an alternative for the problem but however, treatment of Waste Water is not new to India.

The Chennai Petroleum Corporation LTD built, a first Waste Water Treatment Plant in 1991. The Waste Water treatment of market of India is slow moving and market driven. The market is expected to grow at the rate of 15% CAGR up till 2020 with overall increased revenue of $6.78 billion in 2020 from 3.3bn$ in 2015. The market scenario has been opening up the possibilities for new waste water treatment projects and inflow of large investments.

The Technology procurement for Waste Water treatment plants have been incentivized by the government in order to help the market develop. The Indian entrepreneurs are taking note of this and are seeking ways to work with government by participating in Waste Water Treatment Tenders and Projects. Waste Water Treatment Tenders are being largely invited from Water Scarce cities like Orissa, Kerala, Rajasthan, Madhya Pradesh etc. Tenders are majorly invited from Construction of decentralized waste water treatment system, Supply of waste water treatment unit, Operation & maintenance activities for water treatment plant, etc.

Apart from this Waste Water is getting strong support from the government policy the most popular flagship initiative of the ruling party  Clean Ganga Mission in Varanasi, Uttar Pradesh is included in the funding stream. The major challenge faced by the sector is implementation of the Waste Water treatment projects.

The central government is providing the initial financing to get the projects off ground. Also by adding revenue generating components such as operation and maintence, employment generation, innovative business concepts etc gives a boost to the viability of the projects and reduces burden on public finance. Moreover, government is also aligning its policy to make Water Treatments as a revenue generating sector.

Private sector and industries have a vital role to play in this by bringing in new technologies, innovations and fundraising initiatives. Along with this there is a need of development of potential project cycle to attract private investments into the sector with signing of the Paris Agreement India has reclaimed its support to the conserve the scarce resources and waste Water reuse very well fits those broader goals.

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Writing an Invitation to Tender

After you qualify the Pre-qualification stage you are invited by the buyer to the next step of tender  called as Invitation to Tender. An Invitation to tender is a formal document issued by the buyer which demonstrates the scope of work of the project and a formal invite to those organizations or individuals to submit proposals in regards supply of those goods and services over a specified time frame.

The Invitation to Tender usually focuses on How, How will you meet the requirements of the buyer. Unlike PQQ the Invitation to tender gives you much room for operations for instance, to attract the buyers attention here you can write

The format of the Invitation to Tender may vary from industry to industry and services.  Some will define the perspective more clearly whereas in some cases it may not be defined as clearly as required

Writing a response to Invitation to Tender

Writing a response to Invitation to Tender

Therefore, to help you with penning down your response to Invitation to Tender we are putting together some useful tips as a guidelines to draft an effective response to Invitation to Tender.

Broadly speaking these are some of the essential thumb rules that as a supplier you need to keep in mind before writing an Invitation to Tender.

  1. Reading the document: ITT consist of certain set format and questions therefore, it is advisable to read the documents carefully understanding the scope of the projects.
  2. Make a your project team assigning each with some work this is help avoid the problem of missing out
  3. Seek clarifications from the tendering authority regarding any ambiguous points contained in the tender document
  4. Once you have started drafting the questionnaire hold regular and progress meetings
  5. Before submission get the proposal read and approved

Getting an invitation to tender does not necessarily means getting a contract award but you have to work as if you are one who will be the awardees’. Follow this basic thumb rules while writing an invitation to tender to make sure to make yourself stand out

For more Bid assistance and advisory you can always write to us at

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