PQQ / Pre-Qualification Questionnaires

Badly Written Tender Documents

Do you ever wonder why some Invitation to Tender documents are so poor?

Badly Written Tender Documents

Maybe you think that ALL tenders are bad! That’s understandable. However, decisions on large purchases need to taken with care; that is why organisations use the tendering process. Furthermore, the public sector must follow rules which can make some tenders more complicated.

Nevertheless, none of that excuses:

  • Confusing / incorrect specifications
  • Too much detail requested
  • Irrelevant or overly complex questions
  • Overlapping or repeated questions – asking the same things over again
  • Excessively complicated instructions / procedures

Why are Some Tenders Written so Badly?

It’s clear that some ITTs are not thought out properly. There can be many reasons for this:

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Electronic Tendering and e-Tenders – Good or Bad?

Electronic Tendering is now the most popular method of tendering. On the face of it, e-tenders make sense as they give everyone a clear format to follow, make submission easier and help to reduce paper. Of course, some tenders are just poorly managed. But I talk to clients and tender consultants and their experience reflects my own… e-tenders range from excellent to diabolical!

Electronic Tendering and E-Tenders – Good or Bad?

What is Electronic Tendering?

Years ago, tender documents were posted to you to complete. You then posted your completed submission. If you didn’t trust the post, you would courier or hand-deliver it. As email and high-speed internet has become more widespread, most tenders are emailed to you or are online.

All bigger public sector tenders are now online. You access and submit them via a web portal. Clarification questions are all online too.

Private sector will often use email to send ITTs and receive submissions.

What’s Great About e-Tenders

Without doubt, the easiest electronic tendering method involves PDFs, Word and Excel documents.

On a public sector web portal, you create an account online which has the company’s basic details. Once you have identified a suitable opportunity, you express interest online. You can then download the ITT documents (normally PDFs, Word and Excel). The documents that you need to complete are usually Word for the quality response, SQ, form of tender etc. Pricing will be in Excel or Word depending on the complexity.

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Tender Clarification Questions

Here is another common tendering dilemma. Should I ask tender clarification questions if I am uncertain about anything?

Tender Clarification Questions

Should I Ask for Clarification When Tendering?

Yes indeed! If you have areas of uncertainty, it is generally better to ask than have any ambiguity.

If your question is regarding the specification and you don’t clarify things you might price the tender incorrectly. Too high and lose. Or too low and win but make less profit.

Are you are unsure about the meaning of a question or evaluation method? Is it unclear or ambiguous? You might make the wrong assumptions and therefore respond incorrectly… and lose marks… and maybe lose the tender! So, ask for clarification.

Tenders often include a sample contract which cannot be changed post-award. If you have any concerns about the contract, ask before submitting your bid.

Some people worry that their question is commercially sensitive. Normally, you can ask to keep your question private if you feel that you will lose a competitive advantage. However, it might still be better to lose an advantage and gain full clarification. Weigh up the pros and cons.

Many people see the tendering process as an administrative task. But do remember it is just a formalised way of selling. If you are at a sales appointment you ask about anything you were unsure of. It’s the same with tenders.

Asking Tender Clarification Questions

Always double-check your question before asking. You don’t want to appear daft by asking about something that you have simply misread. Or is it answered elsewhere? Also, you don’t want to overload them with questions. So, choose carefully. For example, some things can wait till post-tender negotiation. You don’t need to clarify pre-tender.

In general, ask if you are unsure.

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Responding to Tender Questions Guide

This guide to responding to tender questions also relates to PQQs, RFPs etc. If you follow these simple steps, you will improve the quality of your tender responses and your chances of winning the bid.

Responding to Tender Questions Guide

Responding to Tender Questions Checklist

These basic actions explain tender writing best practice when responding to tender questions and how to avoid making common tendering errors.

Before you start answering the questions, make sure the tender is right for you. And make sure you plan your tender correctly.

Be Careful When Re-using Old Content

You should build up a tender response library. There’s nothing wrong with re-using good content. As long as it is relevant and customised to each tender. Avoid just cutting and pasting or sticking to a tender template.

Answer All the Questions

Simply put – don’t leave any gaps. If you do, you cannot get marked and that means zero points / no score.

Answer the Question

Don’t fudge an answer – if you are not sure then ask.

Also check that you have really answered what is being asked – not what you think is being asked.

Tell the Truth!

It’s often tempting to give the answer that is expected e.g. “Is your company ISO 9001 accredited?” Too many companies have responded: “The company is in the process of getting 9001 accreditation”. Buyers know this normally translates to “No, and no intention of getting it unless you really push me”.

Therefore give a positive response by adding when it is due to be completed (if you really are in the process) or state that you do not have 9001 but do have quality processes in place / would be willing to get it. Or just say no. NB if it is a mandatory requirement, then you may just have to pull out.

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