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What are the tips to submit a top n best bid for a contract to get selected?
There are many inputs and planning to be done before getting on to the commercial part of the bid submission.
FOR TECHNICAL BID:
In the technical selection procedure, few check list to be noted are;
1. The Pre qualification criteria -
This makes a very important evaluation point to participate in the bid. The bidder shall read the PQ very carefully, and make sure, that the bid preparation team understands the PQ qualification properly. In most of the cases, the client calls for a JV / consortium bids, if the single party does not qualify for the eligibility criteria. If the bids PQ allows the JV / Consortium proposals, the next point to be seen is, if the bids allow, International partners and accepts, International experience.
In most of the cases by Public Sector companies, and for large tenders, International experience and International partners are accepted. Bidders can check for the comments, and plan for a suitable partner.
2. Document Fee & Ernest Monery Deposit (EMD):
This expense, has to be mandatory, and a TOP PROORITY accomplishment, in the tender document. In most of the cases, Once the tender is opened, the first thing that will be recorded is the availability of EMD. In some cases, document fee may or may not be insisted.
In absence of the EMD, the tender, would be straight away rejected.
3. Supporting Documents:
The documents like, (listed below) has to be submitted along with the Technica Bid, for evaluation of PQ and to show the company's credibility.
1. Similar Projects Executed. furnish only the similar size of project to satisfy the PQ. Dont furnish all the details of the project that you have handed.
2. Financil papers: Try to produce atleast last3 years audited balance sheet, Sales tax returs, commpany registration certificates, and if possible, try to get the Bank solvency certificate, to show your financial strength. Try to submit a balance sheet, with Profit balance sheet. No client will be interested in your company turnoevr, if you make continuous LOSS in your Balance sheet.
3. Technical Papers: Every technical bid, will have a Data sheet, to be submitted. Kindly fill the complete data sheet, and make sure, you try to clear all the technical requirements, those are requested for. Any incomplete information in the technical papers, shall create a financial impact in the project execution.
4. Declarations: Find if there are any declarations to be given to the client. Few companies like declarations like, No Deviation, Warranty, Consumable declaration, etc,. Check for them, and make sure, you attest and submit all declaration the bid require, since, this may lead to disqualification, in some cases.
FOR COMMERCIAL BID:
1. Never conclude a financial bid, without visiting the site for execution, and understanding the facilities available for execution.
2. Whether it is a supply contract or a Service contract, knowledge about the buyer and place of project, will help you to decide the overheads, liabilities, mobilisation expenses and contingencies.
3. Make sure, that you know who are you potential competitiors bidding in the tender.
4. Try to meet the merson incharge / tendering authority, and try to get some, direction (officially / unofficially) from them, so that, even a minor planning can be done.
5. Try to get supplier budgetory offer for the sub0con works in the tender scope. This will help you to have, a precise budget for the component / service.
6. Clearly spell the exact terms and conditions in the commercial bid. Submit the financial bid, in the format, as requested by the client. Do not submit in your own format.
7. If the client does not ask for a optional technology / bid, do not submit a alternative bid.
8. Try to quote a NET value for the bid. Never, try to put approximate values in the bid.
9. Do not forget to seal the Commercial Bid envelope.
10. Try to find a very strong liasoning person or consultant, if you feel that there would be a very tight competition / if you are in doubt. These persons will play a very important role in getting info about the competitiors / confidential info about the project.
11. Be prepared to pay in advance, a portion of the liasoning expenses in advance before the bid submssion, so that, the consultant will have loyalty towards you.
NOTE: Even if you are working with a very strong liasoning team, for securing a project, most disqualifications happen in the Technical evaluation round. No bidder would be dis-qualified once the commercial bid is opened, unless it is a single cover system.
Hence, it is always the accountability of the bidder, to understand his competitiors mindset, work for few extra hours, and try to be the Lowest Bidder. Even if you try to appoint some, liasioning person, he will be of no use, if you have be out beaten by competitiors in price.
Work in detail, to understand you actual expenses, profit, and contingencies, and try to quote the Least of All.
