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Bidding PhaseBeginner8 min read

Bid Submission Checklist

The ultimate checklist before bid submission – so no formal error jeopardizes your award.

Steps Overview

  1. 1

    Review Tender Documents

    Ensure you are using the latest version of all tender documents, including any amendments.

  2. 2

    Complete All Forms

    Fill in all prescribed forms completely. Do not leave any field empty.

  3. 3

    Check Bill of Quantities

    Verify that every item in the bill of quantities has a price and no calculation fields are missing.

  4. 4

    Compile Evidence

    Gather all required eligibility documents, references, and certificates.

  5. 5

    Signatures and E-Signatures

    Check that all required signatures or electronic signatures are in place.

  6. 6

    Check File Formats and Naming

    Ensure compliance with required file formats (PDF, GAEB) and correct file naming conventions.

  7. 7

    Submit on Time

    Upload the bid at least 24 hours before the deadline on the e-procurement platform.

Bid Submission Checklist

The most common reason for exclusion from public tenders is formal errors. This checklist helps you avoid all pitfalls before submission.

Why a Checklist?

Studies show that up to 20% of all bids are excluded due to formal deficiencies. A systematic review before submission is essential.

Before Processing

  • Download current tender documents
  • Check for amendments and bidder Q&A
  • Calendar the deadline with buffer time
  • Test e-procurement platform access

Forms and Declarations

  • Bid letter complete and signed
  • Self-declarations (§ 123/124 GWB) included
  • Consortium declaration (if applicable)
  • Subcontractor declaration (if applicable)

Bill of Quantities

  • Every item priced
  • Unit prices and totals correctly calculated
  • No unauthorized changes to the BoQ
  • Sums match the bid letter

Eligibility Evidence

  • Revenue statements for last three years
  • References in required format
  • Valid certificates (ISO, professional qualifications)
  • Insurance proof at required level

Submission

  • All documents in required formats
  • File names match specifications
  • Upload on correct e-procurement platform
  • Confirmation received and saved
  • Submitted at least 24 hours before deadline

Common Exclusion Reasons

  1. Missing signature
  2. Incomplete bill of quantities
  3. Late submission
  4. Wrong platform
  5. Outdated documents

Tip: Apply the four-eyes principle – have a colleague review your bid before submission.

Related Guides

Bidding Phase

How to Write a Tender Bid

Bidding Phase

How to Read a Bill of Quantities

Procurement Process

Understanding Tender Documents

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