Gathering together tender documents can be complex and time-consuming even for teams with years of expertise in tender preparation. The process, seemingly simple and monotonous, requires organization and commitment. Below are details of the documents you should get ready when considering applying for a tender and an explanation of how the Tenderwell app can help you with this.
Note that sometimes, before submitting a tender, you may be required to apply for the tender documents first. Be sure to check all the conditions of the tenderer before beginning the process of gathering together the paperwork you think is needed.
See also: How do you make a tender application?
The paperwork the contractor might require from tender participants can be divided into several categories.
Administrative information
Here is a list of documents the contractor may require (bear in mind that each buyer may request additional paperwork so it’s important to be aware of all the details and for any information asked for by the contractor):
1️⃣ A letter of introduction that must be signed and dated by the authorized representative of the tenderer’s organization, stating the reference of the call for tender.
2️⃣ Full name and contact information.
3️⃣ Details of the state/country/region in which the tenderer’s headquarters, registered office, or residence is located, and provide the appropriate supporting documentation in line with the national law as proof of eligibility.
If the tenderer is a natural person, they must present a copy of their identity card/passport or driving license, as well as confirmation that they are self-employed members of a social security plan.
4️⃣ Organizational structure which can be presented as either a diagram or a flow chart.
5️⃣ VAT number or proof of exemption.
6️⃣ Declaration of compliance, duly completed, dated, and signed by the authorized representative of the tenderer’s organization.
Technical documentation
The list of documents required may include:
- A list of the main services supplied in the previous years related to the specified services which the tender is seeking including dates, beneficiaries, and the type of services supplied.
- Details of the project personnel, including the coordinator and the number of people in charge of administrative management, organization, and work assignment.
- Resumes of all team members allocated to the project and responsible for providing the service.
- A document from the coordinator attesting to the team’s ability to complete the project.
- Professional references from former clients or consultants.
In the event of consortia tenders, it will be necessary to present clear identification of the work coordinator who will also be accountable for the contract signing, as well as confirmation from each member of the consortium that they would be prepared to engage in accomplishing the work presented in the contract with the role of each clearly outlined.
Financial package of documents
The list of documents in this category includes insurance and documents that prove financial obligations can be met.
While some tenders do not require financial documents, they will however still demand a financial assessment (typically performed by a qualified third party) on your company’s financial competence to fulfill the obligation specified in the contract. Having up-to-date financial statements is therefore critical.
The tender participant may also have to provide:
- Data on the company’s financial turnover for the past 3 years.
- All the details regarding the offered price in a format specified by the contractor.
- A Financial Identification Form (FIF) which is to be duly completed, signed, and stamped by the bank
What is the FIF?
This is a form that specifies:
- Banking details of the tender participant, including the bank’s name (or the name of the bank’s branch), IBAN/account number, currency, BIC/SWIFT code, name of the bank and address.
- Account holder details, including the name of the account, address of the account holder, ZIP code, VAT number or registration number (fiscal/social security code) and contact details.
Sustainability documents
When looking to supply goods and services to businesses, it is advisable to have:
- Safety, health, and environmental policies as well as management plans
- Quality management policy
- Information available on how your company helps local businesses.
This is one of the most difficult obstacles for some small businesses that are new to tendering.
The contractor may require the necessary documents to be sent in triplicate (the original and two copies, or three copies without including the original).
As for the presentation of the bid, you may be required to follow the document ordering as specified in the checklist and, where necessary, print the paperwork in double-sided format.
See also: How do you win a tender: 8 useful tips
Tenderwell App for the best tendering process
The entire tendering procedure requires storing, tracking and managing your data more efficiently to modernize and speed up your acquisition process. The Tenderwell App, created and run by the leading business information provider in the development sector – DevelopmentAid – allows you to do all that and even more. It improves the way you deal with leads, applications, or proposals. Moreover, it improves and facilitates communication with candidates and partners thus ensuring a dynamic and fruitful collaboration.
Note also that the Tenderwell App was developed in consideration of privacy legislation and complies with GDPR and other international data protection standards. With just a few clicks, you can store, monitor and administer all of your data.
Request a demo today by reaching out to the Tenderwell helpdesk.
