Tips for writing successful gov’t tender responses
The Kenya Power and Lighting Company has highlighted the inability to write and launch a successful tender response as one of the major challenges facing groups seeking government tenders.
This challenge, the utility firm says, majorly affects persons classified as disadvantaged groups in the Public Procurement and Asset Disposal (PPAD) Act 2015, including the youth, women and persons with disability.
"One of the major challenges facing the group has been the inability to write and launch a successful tender response," Kenya Power stated.
Successful tender
Section 86(1) of the PPAD Act 2015, stipulates that a successful tender should be the one with the lowest evaluated price, have the highest score determined by the procuring entity, one with the lowest evaluated total cost of ownership and one with the highest technical score.
The first step towards winning a tender is to write and submit a successful response.
Here are tips on how to write a successful government tender response;
Use the templates or formats provided
In most cases, tender documents include a response template with sections for filling in information. The utility firm advises that applicants should strictly use the provided template and keep it in the provided format.
"Keenly read the accompanying instructions to allow you to accurately fill in the sections of the response template," Kenya Power adds.
Structure your tender document clearly
Keep the tender response document clear, logical and well-organised. This includes a clear and persuasive introduction that states the purpose, rationale and central proposition of your bid.
Provide all relevant details
In the bid document, tenderers are instructed to attach or include certain mandatory documents/information including tender form, bid security (where applicable), PIN certificate, certificate of incorporation/registration, certificate of confirmation of firm's directors, CR12 (where applicable), tax compliant certificate, a company profile and capability statement, the price for each product or service you propose, any conditions affecting the price, delivery schedule indicating milestones or delivery dates, applicable taxes, applicable insurances, intellectual property rights (where relevant), a description of any variations you propose in meeting the conditions of the contract. Ensure all the information/ documentation is availed as required.
Address evaluation criteria
You are required to submit the requested documents, information and specifications as requested for, precisely.
You are advised to provide specific examples of how you meet the selection criteria rather than simply stating that you do.
"It Is Important to highlight your credentials and provide verifiable experience, as well as explaining how your approach to delivering the tender will meet the buyer's needs. Identify the requirements that are most important to the buyer and cater for this in your tender response," the firm advises.
Choose the right referee
Use referees who know your products or services very well and get permission to list them before including them in your response. Brief them on the highlights of the request so they can target their comments to the job specifications.
Proofread
"If possible, ask someone outside of the tender development process to read your tender response and give feedback. If several authors have contributed to different parts of the tender response, ensure that one person reads the entire tender response document for consistency," Kenya Power adds.
Be timely
The firm has revealed that late or incomplete tender responses are usually excluded from consideration.
"If you are submitting online, do not leave your tender submission until the last minute in case you have computer, internet or network issues. If your tender response is to be posted, make sure you allow time for delays. Consider using 'same day delivery' for courier services or hand-delivering your tender response (if allowed)," Kenya Power adds.
Seek clarification
Seek clarification where you need one, including timelines.
