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Thread: Submitting a tender

  1. #1
    Senior Member mowjoman's Avatar
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    Default Submitting a tender

    G'day all,
    A big tender coming up here (bout $800 a service) and I've never submitted one before and dont even know the process I know there a few threads on this subject but none really have the info I need from what I looked at.
    Anyone got any handy hints? Whats the process, and how might be the best way to approch it? Its for a big company up here, not Government or anything.
    I have walked the job with the guy looking at the tenders so I'm reasonably sure of whats expected, I guess I just want it to be A1 proffesional and win the contract.
    Any advice would be greatly apprieciated.

  2. #2
    Senior Member mowjoman's Avatar
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    Default Re: Submitting a tender

    Just another thought, would it be over the top to have a small portfolio of eg's of work???

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    Senior Member twin_cities_lawncare's Avatar
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    Default Re: Submitting a tender

    mojoman -
    Have you asked the company if they have a standard format for the tenders? Thant might save you some time and effort...
    Here's hoping you get it
    Ciao for now ~ Christine
    senior partner of "Townsville Lawn Care"

    "Twin Cities Lawncare" was re-named in 2008
    due to the amalgamation of two local councils -
    Due to confusion of previous/current business name,
    I'm opting to post in here as Christine Wharton now

  4. #4
    Senior Member mowjoman's Avatar
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    Default Re: Submitting a tender

    No I havn't. I know nothing of the process. Sounds like a good place to start though. Thanks Christine.
    One other thing that I didn't mention before is there will be a couple of specialised jobs in the job scope that I will have to subcontract out when they come up. I figure they'll have to be kept seperate from the tender as there prices could vary from time to time. Is that possible to do and if so how would I approch it when it comes time for talk?? (May even be provision for this on thier standard format if they have one ).
    I saw one of the jobs the other day (just been done) and it involves lopping saplings on a bank at least 70 -> 80 degrees. Wish I had my camera on me...the guy used absailing equipment to do it apparently at a cost of $200/hr, took him 4 days, the skill involved 200/hr was cheap.

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    Member Mowjoe's Avatar
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    Default Re: Submitting a tender

    As Christine said you need to get hold of the Tender Document. It will specify the work required and it may also give you a schedule.

    The tender documents usually have an area where you can put your rates in by task or hourly.

    The document should also help you work out what subbies you will need. Once you know that you can get some quotes from specialists such as Tree Loppers etc.

    Good luck with it and keep us informed.
    Darrel Foster
    Hastings Valley Mowing

  6. #6
    Senior Member Bluey's Avatar
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    Default Re: Submitting a tender

    I haven't had too much from submitting them but have had a fair bit to do with selecting successful ones for tenders we had when I was at Council.

    The advice you have got already is good. There will be a list of specifications and requirements that accompany the tender. Read these very carefully and make sure you address them all. Many people lose a tender because they don't supply all the requested information.Also there will be a contact person for the tender at the company.

    Give them a call to discuss the finer points and this also breaks the ice a bit with that person. Normally this person will be the principle in control of the tender and will also be on the panel.

    If the tender is a current tender up for renewal then a good thing is to request some of the details of the previous tender. Ask for things like how many cuts were conducted and what the capital outlay was for the last financial year. Were there any problems with the previous tender and if so what were they. They may or may not give you that but it does not hurt to ask. Agian it shows interest and a willingness to be prepared

    Also remember that it is not always the cheapest quote that wins. Many times we took a higher quote because the successful company convinced us they could do the job we were after better than the others. I would definately include a portfolio of your work along with references from other business clients that you have done particularly if they are similar to the one you are after.

    If you do work for other companies in the same industry tell your clients there you have applied for this tender. People in the same industry get together and talk about their work.

    Show them you are capable of doing this job they are offering. Remember they will be spending a great deal of their companies money on this so they want to get it right. Another good thing is to provide extra things like police clearances on all your staff if they are not already asking for this. Shows a very professional approach and it should impress them particularly if the opposition don't do so.

    You need to do your homework on the company as well and show that you know about them in your tender document. Most big companies have their corporate goals and business plan available for public veiwing. This will tell you a great deal about them and how they operate

    Also look at their last annual report if you can get a copy of it. You may find out how much they spent on the contract you are after and this will give you a ball park figure.

    If they do it professionally there will be probably three people on the selection panel and they will have weighting criteria set up for the various parts of the tender. The three would then score individually and the amalgamated score then short lists the the prospective winners. They may ask for extra info if it is close.

    The more they know about you and your company the better. A tender document is much like a job application. You need to put your best effort into it to win the job. Do it half heartedly and it will show.

    Good luck with the tender. I hope you win it.

  7. #7
    Senior Member NWGL's Avatar
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    Default Re: Submitting a tender

    Great post Bluey
    Stanhope Gardens And Lawns

    Gardening & landscaping, lawn mowing, strata cleaning & maintenance, high pressure cleaning

    Residential | Real estate | Strata | Industrial & commercial

    https://stratamaintenance.net
    https://stanhopegardensandlawns.com.au

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    Senior Member mowjoman's Avatar
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    Default Re: Submitting a tender

    Absolutely. Great info, Thanks heaps guys.

  9. #9
    Senior Member glassngrass's Avatar
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    Talking Re: Submitting a tender

    Having successfully tendered for two university campuses I suggest the following:
    In preparing your tender, make sure you address each and every criteria/specification in the tender documents - read the fine print!

    In quoting, I use a spreadsheet and list every task required in a column. In the next column I put the estimated length of time it will take to perform that task, then the number of times in the year I expect to perform that task. It is easy then to work out the total estimated time required each year to service this contract. Add materials/costs, and I haven't overlooked anything - This is my worksheet which I do not submit.

    Note carefully any restrictions/conditions of tender.
    eg. Access hours, work with children check, liability insurance, whether on call is expected

    An example of selection criteria a tender panel may consider:
    1 PROFESSIONAL COMPETENCE
    1.1 Compliance to Specifications
     meets specification requirements

    1.2 Capability / Capacity
     staffing structure
     availability of experienced staff
     experience in the industry

    1.3 Past Performance and Current Work
     referee’s view

    1.4 Customer Service
     policy and practice
     surveys customers
     systems to measure customer satisfaction

    1.5 Strategic
     structural
     location
     networking

    1.6 Innovation
     leading technology
     creativity

    2 COMMERCIAL
    2.1 Financial Viability

    2.2 Risk and Insurance
     adequate professional indemnity
     adequate public liability cover

    2.3 Conflict of Interest
     existing or potential
     process for protection against

    3 FINANCIAL
    3.1 Pricing
     proposed price
     value for money

    Like a job application, draw attention to your strengths/experience/qualifications. Notice that while value for money is important, so is financially viability - they don't want to request tenders again in six months because the sucessful tenderer underquoted and went belly-up!

    Some customers may even have a process for evaluating your performace (whether they will keep you!) The Key performance indicators (KPI's) may include:

    1.1 Reliability - Timeliness of provision of goods/services
    1.2 Reliability - Accuracy of delivery of goods/services as per order
    1.3 Responsiveness - Assistance to customers and provision of service
    2.1 Performance - Standard of day to day operations
    3.1 Administration - Complaint resolution
    3.2 Administration - Variation in pricing
    3.3 Administration - Identification/generation of
    savings/improvements
    3.4 Safety - Compliance with requirements of OH&S Act 2004

    These are good to keep in mind even before winning the contract - be committed to being able to 'pass with flying colors'.

    The customer may supply a draft contract you would be expected to sign if sucessfull. Once again, read the fine print. You may be able to include variations to this in your tender.
    For example, I add - "Any new customer/legal requirements coming into force after the commencement of this agreement incurring additional costs with will be borne by the customer."

    The are several online tender services that will let you know when a tender becomes available in your area (at cost!) Some offer courses to help you improve your chances of winning tenders. Here's one -

    www.tenderingforsuccess.com

    Hope this is of some help..
    David
    Mr Sparkle Car Spa

  10. #10
    Senior Member mowjoman's Avatar
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    Default Re: Submitting a tender

    Another excellent post. Thanks glassngrass.

    The conflict of interest part is of concern to me as a relative of mine works at this company and is friends with the tender'er. Now.....I am very mindful of the conflict of interest aspect and have asked this relative not to discuss the tender in any form with his employers, my question is can I do any more than that to avoid a conflict of interest.

  11. #11
    Senior Member glassngrass's Avatar
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    Wink Re: Submitting a tender

    Quote Originally Posted by mowjoman
    Another excellent post. Thanks glassngrass.

    The conflict of interest part is of concern to me as a relative of mine works at this company and is friends with the tender'er. Now.....I am very mindful of the conflict of interest aspect and have asked this relative not to discuss the tender in any form with his employers, my question is can I do any more than that to avoid a conflict of interest.
    The customer MAY have a contact person appointed to respond t o requests for clarification. One of my customers had a "Conditions of tendering guidelines" document which said in part:
    • Unauthorised communications (including promotional or advertising activities) with staff of [customer] or consultants assisting the [customer] with the Tendering Process are not permitted except with the prior, written consent of the Contact Person.

    Any and ALL contact re: tender should be thru that person only, or you risk disqualifying your submission. But yes, you want to avoid any perception of favoritism, or in caution they may dismiss your submission altogether.

    I would suggest you've probably already done more than needed. If it still concerns you, speak with the contact person to let him know the situation, however, likely it will only become an issue if you publicise that it might be!
    David
    Mr Sparkle Car Spa

  12. #12
    Senior Member mowjoman's Avatar
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    Default Re: Submitting a tender

    Happy to report guys I FINALLY learned today that I secured this contract. This is the 1st time I've been thru this process so thanks everyone for all your responses to this thread.
    Cheers, Jason.

    If your lawns and garden's have lost their Mojo...
    Call Mowjo Man

  13. #13
    Senior Member Bluey's Avatar
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    Default Re: Submitting a tender

    Quote Originally Posted by mowjoman
    Happy to report guys I FINALLY learned today that I secured this contract. This is the 1st time I've been thru this process so thanks everyone for all your responses to this thread.
    Well done Jason. Good to see. Let us know what your learned in the process.
    Cheers

    Bluey
    Adelaide Home & Garden Solutions
    http://www.ahgs.com.au


    "Success occurs when no one is looking, failure occurs when everyone is watching."

  14. #14
    Senior Member glassngrass's Avatar
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    Default Re: Submitting a tender

    Good on ya Jason! Well done!
    David
    Mr Sparkle Car Spa

  15. #15
    Senior Member mowjoman's Avatar
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    Default Re: Submitting a tender

    Thanks guys.
    One thing I did learn was how to use microsoft word, doing all my SOPs and JSEA's etc
    I spent a full weekend doing this, I put alot of work into it and the company comented on this which gave me a warm fuzzy feeling
    They didn't go with the cheapest quote they say, so it was worth the extra work involved.
    Cheers, Jason.

    If your lawns and garden's have lost their Mojo...
    Call Mowjo Man

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