Understanding Tender Documents
Tender documents are the complete package of documents provided by a contracting authority to bidders. They form the basis for your bid and the future contract.
How are tender documents structured?
1. Notice: Key parameters, authority, subject, deadlines, eligibility and award criteria, procedure type.
2. Application conditions: Formal requirements, forms, submission method, file formats, bid structure.
3. Contract conditions: Review carefully, general terms (VOL/B, VOB/B), special conditions, liability, penalties, payment terms.
4. Specification / Bill of quantities: The core, functional description, technical specifications, quality requirements.
5. Forms and declarations: Bid letter, self-declarations, price sheets, concept requirements.
How do I interpret the evaluation criteria of a tender?
- Price only (100%): Lowest bid wins
- Price-quality (e.g., 60/40): Concepts and price are weighted
- Extended benchmark method: Quality points relative to price
How and by when do I ask bidder questions correctly?
You have the right to ask questions about unclear points. Ask early, as the deadline is usually one week before submission. All answers are shared with all bidders anonymously.
Take sufficient time to study tender documents thoroughly. This prevents errors and increases your success rate.