Organising Files for Tenders

Organising files for tenders remains a critical part of the success of your response. Time spent finding or updating the document storage area increases the pressure of key team members.

Preparation saves time
Flat lay of business concept

Organising Files – Selection Questionnaires

The basic selection questionnaire has a benchmark document, therefore, this enables the team to create a structure for folders and the files to include.

The UK Government set the Standard Selection Questionnaire in 2016 as the UK voted to leave the EU. Adopting parts common to the EU standard and the World Trade Organisation the UK Government guaranteed a common approach to procurement and tender writing.

The four sections of the Standard Selection Questionnaire are listed as:

  • Guidance on the selection stage process.
  • Standard Selection Questionnaire Template.
  • Exclusion Grounds.
  • Frequently Asked Questions.

Organising Part 1 and 2 of the Standard Selection Questionnaire

Create a Folder in your shared drive, labelled: Part 1 – Supplier Information

Then include the following information:

  • Full Legal Business Name – therefore, attach a copy of Certification of Registration
  • Full postal address of the Registered Office – check Companies House information
  • The company website – therefore, attach a copy of the registration of Domain and give the file and expiry date
  • For Limited Companies the Dun and Bradstreet Number – referred to as DUNS Number (free look up service)
  • Value Added Tax details – therefore, attach the VAT registration file to the folder
  • Professional Registrations – certain industries require the practitioners are registered or licensed
  • Using the People Tab on Companies House information – create a copy of the Persons of Significant Control
  • All group details if required
  • For those bidding as a group or with subcontractors – create a new folder
    • enter the same details as above with the same evidence.
    • All agreements between the partners
    • the legal structure and the signed agreement to co-operate/collaborate
    • Include a full list of subcontractors and create folder for each
  • Full contact details for the person authorizing the tender response

Part 2: Grounds for Exclusion

We recommend a safe practice for those working with a large board of directors and a large senior management team. Each year circulate a copy of the Grounds for Exclusion (Mandatory and Discretionary) sections. Create a declaration of compliance with nothing to declare, or summary of information required for self cleaning statements (bankruptcy and insolvency are common points missed). Therefore, at the start of every new accounting year for the business you retain a signed declaration (this also acts as a protection to the other directors and management team).

Consequently this is required for every tender, therefore, ensure everyone reads and signs a copy.

Where appropriate create a Conflict of Interest register, this ensures that only those qualified to manage the contract are involved with the Tender Response. One mistake or inaccuracy is costly.

Part 3: Selection Questions – Economic and Financial Standing

There are 2 questions for this section and so many struggle with this because the financial standing of the business seems very personal. Therefore, the way to manage this information requires a little planning, for example, if the business doesn’t have 2 years accounts then decide what evidence you are going to use and get it together at the start of the year.

  • Cash flow forecast
  • Letter of credit
  • Bank account evidence
  • Credit history
  • Current Profit and loss statements – projected and actual to date.

Explicitly demonstrate that the financial structure of the business is stable, consequently if you need to provide evidence of investment encourage the shareholders, directors or group members to provide the necessary warranties and guarantees it is in place.

Technical and Professional Ability

Contracts, customers, and credibility, this section is designed to ensure that the business has the capacity and technical ability to deliver the works.

Let the contacts know that you are going to use their details and ensure they know what you are competing for. An example, of the perils of not informing the contacts happened when as a buyer we rang one of the businesses listed by a company bidding for specialist construction work.

Evidently, the contact explained that the service the company provided did not meet the criteria. Also, to rub salt in the wound they informed us the directors had decided never to use the company again. Therefore this ill judged contact reference created more issues.

Keep a bank of contracts and references file them in Technical and Professional Ability.

Therefore, what should be in the rest of this section? I’ll keep that for another day.

Using Office 365 SharePoint ensures that the documents are fully controlled and well managed.

To set you business up with the Standard Selection Questionnaire document management system call us or contact the Team.

Also contact the team for policy templates and SSIP accreditation support suitable to your sector of interest.

Consequently the 30 years of competitive tendering that defines the support for business and ensures our clients Win More Tenders with MarkPTrotter.

To summarize working with MarkPTrotter ensures your business has everything ready for the next bid