Tender Preparation Checklist

Preparation Requirements
Any organisation new to the tendering process can find it a little daunting. This checklist
will help your organisation understand some of the requirements. After review, you may
find that you feel you are not fully compliant. Don’t worry if you’re not. The tendering
experience is valuable in providing feedback that is used to strengthen subsequent bids
and create exposure of your company to the buyer.

The tendering process is designed to allow the buyer to assess the suitability of potential
suppliers to meet their requirements. Initially, the tendering process is concerned with the
suitability of the supplier company rather than the product or service being sourced.

Your company demonstrates its suitability by meeting the minimum business function
standards (pre-qualification criteria) set by the buyer. Any company has to pass this
stage before it can tender.

A Typical Tendering Process

Once the Expression of Interest (EOI), a written request to participate explaining why the
application should be considered, the contracting authority issues a Pre Qualification
Questionnaire (PQQ) to selected companies.

© Huw Lewis 2008 Win Tenders Page 1 of 3

 Tender Preparation Checklist

PQQ / Tender Checklist

Your Company needs to provide documentary evidence and information concerning
many aspects of your business (not all may be requested) but typically include the
following:
Company Administration
• Company Information & Type of Organisation
• Certificate of Incorporation
• VAT Number
Declaration of Probity
• Not insolvent, not bankrupt
• Not subject to legal proceedings
Financial Stability
• Group, parent or holding company details
• 2 or 3 years of audited accounts
• Bankers Reference
Insurance
• Appropriate Employers Liability
• Appropriate Professional indemnity
• Appropriate Public liability
Management Organisation
• Organisation chart
• Roles & responsibilities
• Professional and trade associations
Technical Capability and Relevant Experience
• Manufacturing facilities, capacity, processes etc.
• Subcontracting used
• Previous experience of similar supply contracts
Management Systems & Control
• Quality System e.g. ISO9001, policy, procedures and responsible
persons
• Environment System e.g. ISO14001, policy, procedures and
responsible persons
Health & Safety
• Policy
• Procedures
• Responsible person
References
• Customer reference details
• Proof of product and service delivery

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 Tender Preparation Checklist

It can take time to collate all this information, sometimes spanning a number of tenders.

Evaluation & Selection

Typically at the PQQ stage the contract authority is looking for the most competent overall
suppliers when deciding on the best supplier(s). Typically the decision is based upon:
• Financial Standing
• Business Probity
• Experience & Capability

However, each tender is different and will have specific requirements that may not be
disclosed at the PQQ stage. Even if a submission is not successful, the tendering
experience is valuable in providing feedback to strengthen your bid the next time and
creating exposure of your company to the buyer.

For help and advice contact huw@wintenders.co.uk

© Huw Lewis 2008 Win Tenders Page 3 of 3