The tender document is actually a response to the tender document, so the tender document is also called a response document. As long as you fully understand the bidding document and make it according to the requirements of the bidding document, the bidding document is actually a high-quality bidding document. However, in many cases, due to insufficient understanding of the bidding documents, the format is wrong, the deadline is missed, the supporting documents are missing or wrong, and the commercial price deviation is large, which leads to the rejection or failure to win the bid.
Therefore, we need to read the contents of the bidding documents objectively, seriously and carefully, not according to our own ideas. What you think is not important, but what the tenderer thinks is important. According to the format of bidding documents (generally speaking, bidding documents have the same format), we need to pay attention to the following contents.
(1) understand the pre-attached table of the instructions to bidders.
In the schedule before the instructions to bidders, it is generally indicated that the specific information about the goods and services to be purchased in this table is a specific supplement and modification to the instructions to bidders. If there is any contradiction, the previous schedule shall prevail. Therefore, this form covers all the basic information that bidders need to know. Some information has no influence on the production of bidding documents, and some information has great influence on the production of bidding documents, which needs our attention, such as:
Deadline for bidding
According to the deadline of bidding, you need to push forward the plan of tender preparation, and at the same time synchronize this timetable to the department leader, so that the leader can arrange your tasks reasonably. After all, everyone who has done bidding has had the experience of staying up late and working overtime. If you don't want to work overtime at night, it's very important to tell the leader about the workload. If possible, when you don't have enough time to make a tender, ask your leader for help in time to avoid mistakes and thankless work.
Deadline for clarification of bidding documents
The contents of the tender documents are reflected according to the intention of the tenderer, and the tender documents are also written by people. It is inevitable that there will be inconsistencies, ambiguities and ambiguities, and of course there will be unreasonable places, such as asking for proof of performance in specific fields. These are the questions we need to ask after reading the bidding documents. Therefore, it is necessary to issue your own questions at the deadline for clarification of the bidding documents. If we get it late and have no time to ask questions, the problem won't be too big. After other participants ask questions, the clarification document of the tenderer will be sent to all participants at the same time.
Amount and deadline of bid bond
Remittance receipt without bid bond means that you can't participate in bidding. In the process of remittance of bid bond, you must pay attention to remittance requirements. For example, the deposit should be remitted through the bidder basic account, and the short name of the participating project must be indicated in the remittance remarks.
Composition of bidding documents
The contents of the bidding documents need to be compiled according to the composition of the bidding documents.
Other information
Sealing and binding requirements of bidding documents: whether the commercial part and technical part need to be bound and sealed separately, and whether the original and copy need to be sealed separately.
Quantity requirements of bidding documents: how many originals and copies are there respectively, and whether electronic versions are needed.
Requirements for signature and seal of bidding documents: It should be noted that the effect of seal and signature is different, and the seal shall not be used where signature is required. Also pay attention to whether you need to sign page by page, which is often omitted.
(2) Understand the requirements of the business part
The business part is all the requirements in some qualification documents and can be provided as required. What needs our attention is that under some terms, it is necessary to provide a letter of commitment or statement, but these requirements are not reflected in the format requirements of the bidding documents, and they are often omitted.
(3) Understand the technical requirements
The technical part is the technical requirements for the bidding goods or services. If the technical part is completed by us in cooperation with the tenderee, it is very simple to respond to the tender documents. But the actual situation is that it is not just one company that cooperates with the tenderee, so after the tender is issued, we will find that the tender documents integrate the technical parameters of several companies. This also means that we may not be able to fully respond to this tender document.
In this case, we need to evaluate the cost of responding to technical requirements, which involves the re-selection of hardware products and the customized development of software. Synchronize this information to sales and department leaders, who will consider whether to continue to participate in the bidding. If so, the quotation part needs to consider this.
(4) Understand the rating scale
Scoring table is the core part of bidding documents. Through this scoring table, we can quickly evaluate whether this project has the hope of winning the bid. In order to help leaders make decisions (and help us avoid some unnecessary bids), after evaluation, we will provide specific scores to leaders and divide them according to objective scores and subjective scores. The objective score is calculated according to the actual score, and the subjective score is calculated according to the full score. All the subsequent work of making tenders is also carried out around the scoring table. Scoring table is generally divided into three parts, business part, price part and technical part.
The business part is generally divided into company qualification, performance qualification and project personnel qualification.
Company qualifications are divided into professional qualifications, honors, intellectual property rights (software, patents) and financial status.
Performance qualification should provide relevant supporting documents according to the bidding requirements, and pay attention to providing supporting documents in strict accordance with the bidding requirements. For example, if the performance requirement has an amount, the contract amount cannot be hidden; If the performance has detailed requirements for the contract content, it is necessary to provide an itemized quotation sheet; If you need to provide performance invoices, you need to provide corresponding invoices. Of course, there are also requirements for the signing time. In a word, the supporting documents we provide can clearly prove that our performance is no problem. To be on the safe side, when providing performance contract documents, on the basis of meeting the requirements, more than 2 copies of performance can be provided as backup.
The qualification of project personnel is the ability to implement the project. Some bidding documents will require the project manager to have a resume, a certificate and a degree. Some will require the social security payment certificate of the project personnel.
The technical part is generally divided into technical scheme, implementation scheme, training and service.
A large part of the technical part can be made into a standard template, which needs to be sorted out step by step in the process of our work. As for the different parts, we can respond specifically. Such as implementation progress, maintenance cycle, after-sales response time, etc. For the professional part, we also need to coordinate with people from relevant departments to compile it, such as a prototype and functional description from the product department; Hardware department provides product selection and technical parameters.
There are generally two kinds of price parts, comprehensive scoring method and low price scoring method.
Comprehensive scoring method: generally, the highest and lowest are removed according to the bidder's quotation, and the arithmetic average of the remaining units is taken as the benchmark of full marks.
Low price scoring method: the lowest price is full.
In fact, no matter what kind of scoring method, you need to have a full understanding of competitors' prices in order not to slap your head when quoting.
(5) Understand the format requirements of the tender documents
Bidding documents will provide format requirements, and attention should be paid to the difference between file format and content. We should fill in the contents of the format requirements item by item.
The format includes title, content and remarks. Fill in the contents as required, such as business deviation form and technical deviation form. It is necessary to see clearly whether it is necessary to reply item by item, and do not directly copy the parameters in the reply content, which will lead to invalid bidding. For comments, you need to know whether the comments are part of the format or an explanation of the format. Don't delete it at will, which will lead to invalid bidding. For example, the notes below the tender quotation list describe that the quotation in the table contains all the expenses of the total quotation of the project.
Second, fully coordinate the resources of various departments.
In the process of making the tender, one of our biggest headaches is that we have doubts about the interpretation of the tender, and the other is all kinds of supporting documents (if it is the first tender) and professional technical response documents. Who will be responsible for those two questions? We need to know clearly, find the right person quickly and accurately, break down the task, and finally we will integrate the inspection. Also pay attention to organize and save all the documents so that they can be used directly in the next bid. It should be noted that some documents may need to be approved by the company before they can be used, such as financial audit reports, so even if we have saved this document, don't be lazy and use it directly. The procedure we should go must go.
Third, carefully arrange the task planning time.
We understand that the preparation of bidding documents can only be completed with the cooperation of multiple departments. Considering that we still have editing, integration, inspection, printing and packaging, we must tell each other what you want (detailed description) and when (deadline) when we divide the work among departments, and we must pay attention to the progress in real time and provide each other with information. According to personal experience, it is best to provide all documents three days before the bidding deadline, and as for the quotation, it is best to provide them two days before the bidding deadline. Anyway, the purpose is not to be an overtime dog.
Four, not less than three times of inspection.
As long as you have experienced too few stamps, too few documents and inconsistent quotations, you will understand how important the inspection is, even if you check it many times, you have no confidence. Every time I open a bid, I silently say don't waste the bid. So how to check the tender documents and at what stage, I'll give you my advice:
Make a list of the required documents and check them one by one.
Record the page number and filling date of signature and seal, and check them one by one.
Two people cross-examine
Check before printing, check after printing and stamping (avoid format errors when converting to PDF printing), and check after stamping (whether the original is ready).
Remember to remind authorized customers to bring their ID cards (I forgot to bring my ID cards at the bid opening site more than once).