Why Consider Having a Bid Writing Team

Tender bidding is an incredibly complicated process and can be confusing at times. For any organizations that bid for public tenders and contracts are in need of a bid writing team. Bid team is a team of professional bid writers & consultants that are well versed with the current legislation, recent trends in the industry, significant knowledge of the company policies and certificates and can make your company stand out before the contracting authority.

Often do organizations may not find the need of hiring a bid team as for them it might add up to an additional cost but, with a continuous shift in the market & the legislation governing them keeping oneself updated can be a daunting task Therefore, having a bid team ensures that your organization is updated with the all the recent changes in the markets and legislation and also allows you to focus on your contract pipeline.

Why you must consider having a Bid team

Why you must consider having a Bid team

Here we list down most essential reasons why you should consider having a bid team

  1. Helps in Communicating: Ineffective communication is one of the reasons as to why Bid fail. Often do buyers find it difficult to understand what message the supplier is trying to convey through his proposal, and this can form a reason for the buyer to toss your proposal. In such cases having a bid writing team can prove to be beneficial. Their sharp skills of communication and drafting compelling yet convincing responses ensure that your proposal stands out in the competition.  They make sure that all the important questions reflect how your company is an idle supplier for the buyer requirements.
  1. Helps in scoring more: Bid writing team may come for rescue when you constantly score low in certain sections of the tender document. Their updated skill sets and wide knowledge can help you overcome the shortcoming. For eg, there may be a case where you constantly score low on your Tender Presentation. In such situations, bid team can help you with innovative presentation ideas that will help you score more in your next bid
  1. Improve your Tender Submission: Tender bidding is a complex yet compliance driven process. Often do we overlook small and minute compliance details can cost us the entire project cost. Having a bid writing team can ensure not even a single detail is overlooked while writing a proposal. From writing in the given format within the given word count, they also provide support in gathering and presenting information that is accepted by the contracting authority.
  1. Provides you competitive Advantage: Having a bid writing team can not only help you in improvising your weaknesses but also help you in keeping your organization updated with market highlights, recent trends and how they can be used to improve more contracts, analyzing competitor’s strategy and presenting a more competitive bid. They also help your company win more contracts.
  1. Aligning your Bid Process: Organizations across the supply chain rarely have time to review the process due to short time and length submission process. However, having a bid writing team aligns your entire bid process starting from bid no bid decision to going through the PQQ and ITT thoroughly, to drafting a response to attaching certificates and documents to submitting shreds of evidence to proofreading for errors to submission. Bid team aligns your entire process from start to end ensuring that the entire team adheres to responsibilities given to them.
  1. Saves Money and Time: Having a Bid writing team that is both skilled and experience ensures you have the best chance of tender success. Moreover, with such a team you can confidently bid for lucrative and large contracts without wasting time and money in outsourcing your proposal.
  1. Winning more contracts: Above all, having a bid writing team is a need for an organization to win more contracts. The aim is to ensure the highest quality submissions across the board. Therefore, having a bid writing team not only aligns your bid process but also ensure high-quality bid submission with complete utilization of their skills and knowledge.

It is a great way for your business to win contracts but only if done right. Bid writing is a unique skill that takes years to get perfect on your own, but with professional assistance, you can focus more on winning contracts than master the art of writing winning proposals.

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Benefits of Supplier Engagement Events

Buyers or tender implementing agency conduct extensive research prior to publishing contracts. They need to consider all the recent changes that have been made into the industry to drive increased value for money. Therefore, they often organize Pre-engagement meetings for suppliers or supplier engagement events to discuss their procurement requirements.

Supplier engagement events offer a great chance to get a deep knowledge of what is the procuring authority looking for? And how your company can provide them with that?  These events might take place in several different forms like workshops, consultations on changing procurement; discussion on upcoming contracts etc are the topics that are likely to be discussed in such meetings.

Benefits of Supplier Engagement Events

Benefits of Supplier Engagement Events

For buyers, such meetings are an outlook on what is the market size of the product they are procuring and also the size of the providers for the same. For suppliers, it is an information-gaining session wherein they get insights on what’s new in terms of services, current best practice, and getting your company under the radar of the buyer. However, it is a great way to build a long-lasting relationship with the buyer you wanted to work with.

Attending such events gives you the opportunity to make your network strong along with promoting your expertise to the buyer. These events not only help you learn what services they are looking for but also help you with knowing how they want it to be delivered? Such events also offer you chances to give advice and valuable knowledge sharing that strengthen your companies’ position before the buyer

Here are some of the helpful tips to make most out of such events:

  1. To start with get yourself registered with these agencies that organize buyers’ events or supplier events. Make sure you receive a formal invitation to attend the engagement event.

2. Supplier events are restricted to a certain number of organizations that can attend the make sure you get your team member registered with for such events.

3. Supplier engagement events are very interactive. There may be Workshops, Q&A sessions, debates and other brainstorming activities. So always go prepared with the list of question you want to ask, some insight giving pointers on the topic of discussion etc. This helps you to attract the attention not only of the implementing agency but also of the audience present at the event.

4. Utilize the information that you gather from such events, make a note of it for your reference. As topics and agendas discussed at such events can help you make you’re bid/no bid decision.

5. Try to gather as much information about the implementing agency. Reaching out to top-level personnel will help you get a deeper insight over the upcoming tender. So that when the tender is finally announced make sure you include the key information in your responses.

6. Your Approach towards them also plays a key role; asking too many questions about the upcoming contract can prove to be a big no for your organization. Instead start your conversation by sharing the future changes in the technology, ways to address the challenges stated and similar kind of information. This will not only help them you to impress them but also give them primary level information about what to include in the contract.

By understanding what evaluators are looking for, and by gathering as much information as you can about their requirements, will enhance your understanding of the evaluation criteria and, ultimately, your chances of success.

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Framework Arrangements in Tendering Process

With constantly changing Procurement landscape, efforts are continuously made to moderate the growing complexities involved in the process. Many new approaches are been adopted across the value chain to reduce the long and lengthy processes that form the basis for the delay of key executive projects.

One such concept is of “Framework Arrangements” this umbrella concept has been garnering lot of attention as a solution for lengthy procurement processes. However, with its modern day approach businesses across the value chain are looking forward to implement this in their next bidding strategy.

Framework Agreements in Tendering Process

Framework Agreements in Tendering Process

What is this Framework Arrangement all about?

Frameworks have become a popular mechanism that minimizes the efforts that goes into making frequent purchases by buyers. In other words, “A framework arrangements enables the organization to establish agreement with the terms and conditions under which the contracting authority can award individual contracts for one or more than one service to one or more than one supplier over the lifetime of the framework. (normally 4 years)”

Lets take an example,  a school is to be built over the period of 4 years.  The buying organization establishes a framework arrangements with 2 contractors, contractor A and contractor B. On the agreed terms and conditions the framework is set up. The buying authority may call-off requirements for the small units needed to be constructed over the period of 4 years. The contractors involved will be providing range of services from provision of paper, furniture’s, electronic items and more on until the school is completely built.

Framework arrangements are largely used by the authority that undertakes projects with no set schedule of completion. Once the company secures a place in the agreement then they will never lose it and may have access to large and potential contracts that’s the major benefit framework offers.  A framework covers the provision of a generic group of goods, works or services or both. For instance, goods like office furniture, services like design consultancy and works like construction of classrooms.

There are broadly 2 types of Framework Arrangements the former one is framework contracts and the latter one is framework agreements.

Framework Contracts:

A framework contract has a consideration of a monetary sum paid up front by the buying organization to the supplier. This payment is made in order to create a contract on the terms and conditions offered by the supplier to the buying organization so it is important to first ensure that the terms and conditions are correctly drafted so that the supplier is tied in to what has been agreed.

 Framework Agreement:

A framework agreement is the same arrangement without the up-front consideration – instead, each time a buyer uses the agreement a separate contract is formed by the consideration paid for the order in question. Some organisations call framework agreements ‘trading agreements’ – others might call them ‘standing offers’. ‘Blanket orders’ etc.

The public contractors are largely benefited from the inception of framework arrangements as it gives the freedom from re-advertising of the tenders and re-application for the contract awards by the suppliers. More importantly framework in the tendering allows you to have a long-term business relationship with the buyer along with the  continuous source of revenue.



Did you find this information useful? We would always like to here from you, you can write your feedback to us at communication@tendersinfo.com and for any bid related assistance you can always mail your enquires at bid.advisory@tendersinfo.com

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How to find opportunities to Bid For

Federal contracting offers tremendous opportunities for sales and long- term revenues. However, finding that right opportunity matching your organization’s core competencies and experience can be a daunting process for the supplier.

Today for businesses that are interested in pursuing the federal opportunities have many options available for them to showcase their businesses to the potential buyer. They may get themselves registered with the contracting agencies or affiliated agencies that help them find the right opportunities to bid for. There are also other procurement information providing portals like Tenders info, that ease your work providing you daily opportunity alerts delivered right into your mail box.  These agencies functions as a facilitator for the supplier that effectively communicates to them procurement opportunities and vendors requirement along with the contract value.

This is an opportunity identification stage for the supplier, to move on, he should consider working with a consultant who can drive the bidding process untill he gets familiar with the government procurement function.

In this short video we explain how you can find the relevant tender opportunities from different sources that will help you kick start your bidding journey

Did you find the information relevant for your business? share your feedback with us on communication@tendersinfo.com. we would love to hear from you. for any queries related to bid advisory and consulting you can write to us at bid.advisory@tendersinfo.com

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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.

Did you find the information relevant? you can always share your valuable comments with us on communication@tendersinfo.com and for any enquirers relating to bid assistance you can write your details at bid.advisory@tendersinfo.com


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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.

Did you find the information relevant? You can always write your feedback to us at communication@tendersinfo.com and for any assistance to bid advisory and consultancy you can write your enquirers at bid.advisory@tendersinfo.com



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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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