Tender Dossier as seen by Tenderers

The need for this analysis It is always in the Contracting Authorities interest to receive compliant offers to best answer their needs. By helping Tenderers to easier understand the TD requirements, the CA will help themselves to reach their goals and receive best products, for the best prices. Prices can be decreased by reducing the amount of further information to be sought by the Tenderers, as this will reduce his costs for preparing the offer. Note that Tenderer will have to bid for several tenders for winning one contract. Clear TDs will lead to a reduced amount of correspondence for clarifications during evaluation and will limit the possibilities for some Tenderers to circumvent your requirements.

Tenderer’s perception Remember Tenderers are not as familiar with the procedures as you are. They also don’t know background information that you (Beneficiary) may have, their only source of information is the TD, so make sure you include all relevant information in it. At the same time, avoid redundant, misleading or contradictory pieces of information. Also remember you will never receive more than you ask for, so ensure you provide requirements in line with your actual needs. Never presume that some aspects are self understood. If it is not in the TD, it will not be in the Contract!

Tenderer’s approach Tenderers are commercial operators and they must make profit. There will have no reason for offering more than requested, as the evaluation system is based on fulfilment on TD requirements. Accordingly, for increasing their chances in winning the contract and preserve their profit, suppliers will always provide the minimum required, as there is no incentive in offering more – “no golden plated”. If not requested in the TD/ Contract, you will not receive it – as simple as that!

Main areas for mistakes Administrative requirements – make sure you clearly describe how/when/where the offer is to be submitted. Keep clear records of sent/received correspondence, so you can easily spot if something is missing. Always ask for confirmation in case of notification. Financial standing and technical qualifications – make clear what figures do you require and which are the needed supporting documents. Requirements on guarantees Misleading or wrong conditions of contract.

Main areas for mistakes* Technical Specifications Incomplete description of required supplies. Items not described in quantifiable parameters. Requirements on place of delivery/ installation. Requirements on testing/ acceptance. Requirements on training/ user’s manuals (translations). Requirements on after-sales services. Requirements on consumable and spare parts. NOTE* the list and following examples are non-exhaustive

Main areas for mistakes Incomplete description of required supplies Contracting Authorities/ Beneficiaries may believe that certain aspects are self understood. They may believe that a dedicated name of a certain product is sufficient and do no longer provide respective details, e.g. computer – everyone knows what a computer is, but without suitable defining parameters, you will most likely receive a product under your expectations. CA/ B may also simply over-look describing eventual related items required for the proper functioning of the main product.

Main areas for mistakes Items not described in quantifiable parameters Often items are described in vague parameters, or in parameters applicable to less competitive version of the sought products. Items described with some irrelevant parameters. Provided parameters not quantifiable.

Main areas for mistakes Requirements on place of delivery/ installation When preparing Tender Dossiers, Contracting Authority/ Beneficiary may overlook to indicate place of delivery or place of installation, especially if they differ. Insufficient details on existing conditions of place of delivery, e.g. no unloading facilities available. Insufficient details on existing conditions of place of installation, e.g. inadequate power supply.

Main areas for mistakes Requirements on testing/ acceptance Often testing/ acceptance process/ conditions are not detailed enough. Certain such requirements are taken as self understood. Testing phases or phased acceptance not indicated

Main areas for mistakes Requirements on training/ user’s manuals (translations) Contracting Authority/ Beneficiary forget indicating the actual training needs, the number of staff they want the Supplier to train, the training places, training standards, training language. Also often forgotten are the user’s manuals, especially when needed translated in the local language. Inadequate initial assessment of staff capacity to manage in other languages.

Main areas for mistakes Requirements on after-sales services Often completely overlooked, as Contracting Authority/ Beneficiary concentrate on the procurement of the equipment itself and forget about, for example, future service. Insufficient exploring of location of service facilities, related to place of installation. Service may simply not be available in the area where an equipment is installed. Inadequate assessment of after-sales services costs.

Main areas for mistakes Requirements on consumable and spare parts Inadequate assessment of amount of consumables and spare parts. Inadequate assessment of their cost. No consideration for availability of consumables and spare parts, or time required to procure them. No inquiry on period of time when consumables and spare parts for a certain equipment are produced. Their manufacturing may be discontinued and respective equipment rendered useless.