How To Respond To Tender Invitations
Some of the factors to consider when responding to Requests for Proposals is how to properly respond to the documents and can you set yourself apart from the rest of the crowd. Learning how to do these two things consistently will give you a higher chance of winning contracts.
Compiling a response to an RFP is more than just including your business name and the price of your services. By being a little creative and adding a twist to your proposal, you can develop your professional proposal in a way that will stand out from your competitions.
There are several things to do before submitting your proposal, quotation or bid; To prepare a proposal that will capture the attention of the firm, that is requesting your companies services you should:
- Make sure that you get all the necessary documents for the project
- Read the RFP. Prospective clients will quickly put your proposal aside or delete it if you can’t follow the instructions outlined in the proposal.
- Do some research on the company the prepared the RFP, try to find out as much as you can. You can check out the company’s website, do a Google search, and call any contractors you may know and question them about the company. Make sure that the company has a good track record of completing their jobs on-time and pay their subs promptly.
- Use a simple template to take important notes from the tender documents. Write down any important information about specified material, things to look out for, and pages the information can be found on.
- If you do decide to Bid on this project, the next step is to decide if you will use your resources to complete the project, will the work be subcontracted out or will you do a combination of both. Try and check with your subcontractors first to decide if they have the time and resources to complete the project.
- If you do decide to use subcontractors, you should send out an Invitation To Tender by fax or email to your subcontractor list.
- The next step is to do a Quantity Take-Off for all the services that your company would like to complete on the project.
- Add pricing to a spreadsheet to come up with your final price, and review the take-off for completeness and accuracy
- Submit bid proposal back to the specified company, person and place by the terms outline in the RFP. Use a template that you can reuse.
- Follow up with the Company, review the bid and get as much information as you can and keep it for historical data.