Winning the bid starts with understanding the bidding documents

There are many factors that determine winning a bid. Some say it is the business relationship, some say it is the tender document - so who is the most important? Suppose that your business relationship is in place, but the bid is canceled on site due to reasons in the bid document. Can you win the bid? It’s definitely not possible; assuming your bid is well done, there are no bids scrapped at the site, and the judges found no faults and gave high marks, but there is no business relationship, can you win the bid? --uncertain.

It can be seen that the bid document may be a key factor or a decisive factor in different scenarios, but no matter what the "bid document" is as the core evidence and reason for winning the bid, it must comply with the requirements of the bidding document, because It needs to be signed by the bid evaluation experts for confirmation, retained, and able to withstand inspection. Therefore, understanding the bidding documents and giving the buyers the answers they want is the beginning of winning the bid!

The first step in writing a bid is, of course, to interpret the bidding documents. The more thorough and detailed the understanding of the bidding documents, the more accurate and comprehensive the answers presented to the judges. High score.

Interpreting the bidding documents well can make the bidding work more calm, the work tasks between the teams will be clear, and there will be more time and methods to improve the missing parts;

Tendering documents are generally All paper versions come with an electronic version. If you get an electronic version, print it out, take out a marker, find a quiet place, read through the text page by page, and mark the key points.

What are those contents?

Instructions to bidders and scoring criteria are core points. Based on the bidder’s online team’s experience in writing bid documents, we can start from the following aspects to interpret the bidding documents:

01

Find out the waste bid items

It is clearly stated in the bidding documents that all the factors leading to bid cancellation can be found out. During the process of writing and binding the bid document, the pace of bid cancellation can be avoided. "Tender instructions, qualification review section, bid binding" requirements and other places are all common bid cancellation clauses. Some of the terms with an asterisk will also be scattered in the bidding documents.

Do not cancel the bid. This is the most basic requirement for the preparation of bidding documents. Once the bid is cancelled, all the business work in the early stage of the project, the time and expenses incurred in purchasing the bid documents, writing the bid documents, and attending the bid opening on site will be in vain. Did it. Even if there is room for recovery, the cost will be high.

02

Find out the scoring items

There is a scoring table in the bidding document, which will clearly explain the scoring rules. Here you need to follow the standard of full score. Clearly list out what “answers” ??you need to give to get full marks?

This is the key material for the preparation of the tender document, which requires teamwork and division of labor. For example, if tax vouchers, social security vouchers, audit reports, bid deposit payment and vouchers are required, they need to be provided by the financial department; performance contracts and qualification certificates may Basically, it is kept by the administrative department, so they need their assistance;

What should I do if there is no such thing?

For example, for system certification and test reports, the bidding will be opened in 20 days. Can it be won in 15 days? This requires someone to contact a professional agency to handle it.

For some qualification certificates that take a long time to process, such as production licenses, business licenses, patents, and software copyrights, they need to be processed in advance. The processing of these certificates may take a year and a half. All bidders have If your idea wants to enter the bidding market, you should start preparing immediately.

There are also some more professional fields such as food, medical care, elderly care, software, security, construction, roads and bridges, etc., which also have more qualification requirements for employees, so in the process of talent reserve Possession of certain qualifications should be made a requirement for recruitment.

In some bidding documents, there will be clauses that strictly control points: project managers and core technical personnel are required not only to have qualification certificates, but also to pay social security and have salary schedules, and all of them need to be provided Original documents to prove that the service team are employees of the company, which is a big threshold for some start-up companies.

Performance contracts are a must-have item for scoring bidding documents. Why do some companies make several bid-winning cases even if they lose money? The purpose is to increase persuasiveness. The business link reassures purchasers, and the bid evaluation link can Bonus points.

03

Find out the clause that originals should be brought to the bid opening site

Find out the items that need to be brought with the original documents for verification at the bid opening site. First, check whether they are present or not. There is no time to apply; usually the documents that require you to bring original documents are those that take a long time to process. Most of them are requirements for the qualification document review part, and sometimes they may require original documents for extra points.

The second is to check whether the original documents required before opening the bid are in the company. Some industries have particularly many bidding projects, such as coal-to-clean energy projects. Bidding is frequent and intensive in many places across the country, and original qualifications are required. It may be possible at the same time. Bidding will be opened in several places, and if the qualifications cannot be divided, some projects need to be abandoned, or the time can be staggered, then the qualifications' itinerary needs to be arranged in advance to ensure that the bid opening site can be seen. Third, be prepared before the bid opening and bring everyone to the bid opening site;

04

Determine the time and place for the bid opening

Be clear about the time and place of the bid opening so that it can be arranged in advance Determine the number of people participating in the bid opening and the departure time. The itinerary may need to be planned in advance for the bid opening in a different place; this is also to plan the time for the finalization and binding of the bid document.

The usual practice is to arrive at the location of the bid opening one day before the bid opening, and leave one day for binding the bid documents. The bid documents must be finalized one day before the bid opening. Based on this, if the project is opened on September 30, if the bid opening is on the way to another place, It will take 1 day, and the bid document must be finalized by the 26th at the latest.

The payment time, payment method and remark requirements for the bid deposit must be finalized if it is the 26th, that is, the bid deposit must be paid the day before the 26th. Transfers cannot be made to the public account on non-working days, so this is also required Arrange in advance.

05

Procurement budget and scoring method

Article 53 of the "Measures for the Administration of Bidding for Government Procurement of Goods and Services" (Order No. 87): Evaluation The bidding methods are divided into the lowest evaluated bid price method and the comprehensive scoring method

The procurement budget and scoring method determine the level of the quotation; the lowest evaluated bid price method means that the bidding documents meet all substantive requirements of the bidding documents. The bidder with the lowest bid price is the winning candidate. At this time, the quotation can only be based on the cost, plus a reasonable profit. In order to compete for the bid, it is not allowed to offer a price lower than the cost.

Winning a bid of 0 yuan or 1 yuan is illegal. Article 5 of the "Tendering and Bidding Law" stipulates that if the bid price is lower than the cost, the bid evaluation committee should reject the bid.

Article 55 The comprehensive scoring method stipulates the quotation score: the price score of the goods item shall account for no less than 30% of the total score; the price score of the service item shall account for the total score. The proportion shall not be less than 10%.

For projects that implement national unified pricing standards and adopt fixed-price procurement, the price will not be included as an evaluation factor.

The price score shall be calculated using the low price first method, that is, the bid that meets the requirements of the bidding documents and has the lowest bid price shall be the benchmark price for bid evaluation, and its price shall be awarded full marks. The price points of other bidders are calculated according to the following formula: Bid quotation score = (Bid evaluation base price / Bid quotation) × 100

06

Response documents that meet technical and service requirements

The technical parameters required for goods procurement projects are usually explained in the form of product test reports, corporate product manuals, corporate product standards and other document boxes.

Supply capability needs to show pictures of the bidder’s production site, production equipment, testing equipment and other production factors; the more detailed the proof, the better the lease contract or property rights certificate of the factory; the invoice for equipment purchase; Qualification certificates, academic certificates, etc. of professional technical personnel of the production and testing team.

Professional qualification certificates of installation and after-sales personnel, etc., should be stated in the "Tender Document Analysis Report" when interpreting the bidding documents, so as to facilitate the accuracy and effectiveness of the work completed during the team's division of labor and collaboration.

07

Scoring elements of construction and service plans

Different procurement projects have different requirements for the plans, and the content reflected in the process of writing the plans They are also different. How to understand the requirements in the scoring details, and the experience of the bid document writers are different, and the results presented in the bid documents are also different. There is no unified standard.

For relatively technical projects such as communications and software, bidders need to have in-depth communication with technical personnel or be provided by technical personnel before they can write more professional construction and service plans;

08

There is no clear content in other bidding documents

Tendering documents often contain "information that the bidder thinks needs to be provided", which is definitely not included in the scoring requirements, but If there is relevant information, try to provide it, such as certificates of honor for the company, products, and media reports, which will help deepen the judges’ understanding of the products and services provided by the bidders;

09

Form the "Bidding Document Analysis Report"

The "Bidding Document Analysis Report" is a map that allows the entire team members participating in the bidding project to follow the map; it is also a task list, with completion time limits and responsible persons It's the project management sheet. This reflects the working ability of the bid document writer. If the bid document cannot be accurately understood, the bid document will inevitably be wrong, and the bid will be discarded and the score will be low.

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