Bid Submission Checklist for Public Tenders

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 do I need a checklist before submitting a bid?

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

What should I check before starting bid preparation?

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

Which forms and declarations must my bid include?

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

What should I verify in the bill of quantities before submitting?

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

Which eligibility evidence must I attach to the bid?

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

What do I need to check for the electronic 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

What are the most common reasons bids get excluded?

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 Outdated documents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.