Preparing a Bid: Step-by-Step Guide

Overview

Preparing a tender submission requires a structured approach. A well-prepared bid significantly increases your chances of winning.

Step 1: Bid/No-bid decision

Before starting preparation, make a conscious decision based on fit with core competencies, relevant references, team availability, competitive position, and estimated win probability (>30% is a good threshold).

Step 2: Analyze procurement documents

Review all documents carefully: exclusion grounds, suitability requirements, award criteria and weighting, and contract conditions.

Step 3: Ask questions (Clarification Note)

Use the questions period strategically. Ask about ambiguities and contradictions, not about matters clearly stated in the specifications.

Step 4: Write the Plan of Approach

Typically the most important quality document. Include: understanding of the assignment, methodology, team and organization, risk management, planning, and added value.

Step 5: Price submission

Calculate direct and indirect costs carefully. Ensure market-conforming pricing aligned with your plan of approach.

Step 6: Complete the ESPD

The European Single Procurement Document is a self-declaration of compliance with exclusion grounds and suitability requirements.

Step 7: Review and submit

Use a comprehensive checklist and submit at least 2 hours before the deadline.