Essential Documents for Tender Submission

A tender is an invitation or a formal announcement by an authority (government or private) seeking goods, raw materials, services or works for a project. Tender documents encapsulate the project requirements, specifications like work schedule, technical specifications, the procurement criteria, the evaluation criteria and the instructions for submission of bids. It is like a blueprint that guides potential suppliers and contractors to put forth their proposals. The government tenders in India follow a well-defined procurement procedure and ask for a tender document list for awarding contracts to deserving bidders.

Know the Types of Tender Invitations Before Applying

1. RFT (Request for Tender): An RFT is a formal document issued by an organisation to invite interested companies to submit bids with a tender document list for a well-defined project that includes set technical specifications, timelines, and evaluation criteria.

2. RFP (Request for Proposal): The purpose of an RFP is to find potential vendors for a new or undefined project, and seek options and approaches for it with an apt tender document list.

3. RFI (Request for Information): An RFI is sent to fetch basic information from a supplier like size of their operation, production lines, types of products and so on. An RFI is sent to multiple suppliers so that one can compare how each one operates and to compare their market experience.

4. RFQ (Request for Quote): The purpose of an RFQ is to obtain specific pricing information from vendors for a well-defined project. The organisation knows exactly what they need and needs quotes to compare pricing and terms from different bidders by comparing each tender document list.

A Model Tender Document

Government organisations are striving to improve good governance, transparency, fairness, competition, and value for money in public procurements by undertaking significant policy initiatives. A model tender document (MTD) has been developed that incorporates national and international best practices. As per the CPPP portal, a list of contents that a model tender document should include are:

• Notice Inviting Tender
• Instructions for online bid submission
• Annexure-I (General Terms and Conditions)
• Annexure-II (Specification)
• Annexure-III (Technical Bid and Undertaking)
• Declaration
• Annexure-IV (Financial Bid)

The invite includes general and special conditions of contract, schedule for requirements, services and activities schedule, work plan, performance standards and quality assurance, method statement, qualification criteria, critical material schedule, key personnel schedule, critical equipment schedule, etc. It invites a tender document list based on their specific requirements.

List of Tender Documents: Preparing a Solid Response

A tender document list is prepared to respond to a tender by interested vendors to bid for a project. The tender document list should be collated in a way that the issuing authority is convinced that this bidder will be their ideal choice for the project. The tender document list generally includes the qualifications of the vendor, the proposed solution to execute the project, their technical approach, pricing, availability of products and so on. The tender document list is submitted in sealed envelopes to maintain fair competition and transparency in the bidding process. The tender document list needs to be submitted in time before the set deadline. Once closed, the tenderer evaluates each tender proposal and the bidder along with their tender document list, and the best deal/proposal is awarded the contract.

Bidding Documents

A vendor must read the tender document list carefully and only then invest his time and bet on the project. To learn how to apply for construction tenders, you must consider the following criteria before applying:

• Eligibility: Read the criteria mentioned in the tender document list carefully and make sure that your company meets all qualifications for the construction project.
  

• Technical Expertise: Demonstrate your technical expertise in the field and include your experience and available resources to execute the construction project in hand.
  

• Financial Aspect: The submitted quote should be competitive and realistic based on detailed costs and estimated values as per the requirements of the project mentioned in the tender document list.
  

• Bid Security: Submission of the refundable guarantee (Earnest Money Deposit) as per the tender document list is mandatory, without which your bid will not be considered in the race. It is like a commitment to participate in the bidding process.

The Checklist

The bidders are also required to submit a list of tender documents during the application process along with the Tender Form.

• The Bidding Company’s Registration Documents: These include their registration certificate, PAN, address proof, business incorporation certificate, MSME certificate (if applicable) and GST registration as per the tender document list.
  

• Eligibility Certificates: The eligibility certificates specified in the tender document list include proof of technical expertise in the form of experience certificates in similar projects, technical certifications, available machinery and equipment details, drawings, specifications, a list of sub-contractors, and site and factory plans, among others.
  

• Financial eligibility documents: Some financial documents mentioned in the tender document list include audited financial statements, bank statements, ITR for the specified period, solvency certificates, GST returns, turnover details, tender price quote as per BOQ, insurance and so on.
  

• Bid Security: An EMD, scanned copies of tender fees, tender security deposit, bank guarantee or other instruments as specified in the tender documents may be asked to include under bid security.
  

• Project Details: The list of tender documents also includes certain details like a scanned copy of the OEM certificate and ISO certificate (if applicable), the project plan, information on quality and quantity of the material being planned for use, appendix, and data sheet.
  

• Miscellaneous Documents: These vary from one PWD tender to another. They may include manpower details, project methodology, environmental clearances and so on.
  

• Digital Signature Certificate: One of the documents among the tender document list that needs to be submitted when you apply for a government tender is a Digital Signature Certificate of the authorised signatory.

Make your Bid Stand Out

The bid submitted must be comprehensive, showcasing all your expertise and strengths. It should meet all the criteria mentioned in the tender document list with respect to the given instructions, deadlines and required documentation for the construction project. The tender document list should be submitted well in time, adhering to the specified method for submission.

Beyond the List of Tender Documents

In this competitive scenario, one needs to think beyond the tender document list and ensure they stand a better chance in this sea of fellow vendors.

• Track Record: One must maintain a good track record of doing quality work with timely completion of projects.
  

• Networking: We know how networking plays a key role in doing any business these days. Active networking with companies, project owners and consultants helps in knowing their future plans and projects and gives easier access to them.
  

• Keep yourself up to date: It is important to keep a tab on all the latest tenders by checking the portals regularly for recently released relevant tenders for your businesses.
  

• Assess your wins and failures: Self-assessment is very important in doing business. One must seek feedback to improve in future bids, especially when you have lost out on a tender.
  

• Seek Professional Assistance: One must consider seeking guidance from tendering experts for complex projects.

Conclusion

Preparing a tender document list during tender submission can be a time-consuming and tedious process. Bidders can increase their chances of winning contracts by systematically following the mandates given in the list of tender documents, paying attention to the littlest details on the tender document list and complying with them carefully. The Nexizo platform finds the best opportunities, sources raw materials at unbeatable prices, and provides scalable tech solutions for you to scale efficiently. It streamlines growth with strategic opportunities to build profitable partnerships and secure the best deals for producing goods or selling goods—all in one place. For more information on how to compile the tender document list, get in touch with us at Nexizo.