Punching the Submit button on a tender submission, ticking the box for on-time delivery and praying that the price is right can sound like a reasonable approach for some businesses responding to a request for tender. But there is so much more to what tender evaluators are looking for when reviewing your proposal. Whether your next opportunity is a local council tender or you want to get serious about winning high-dollar NSW government tenders, understanding the evaluation process through the eyes of the buyer will position you to develop winning tenders.

1. Compliance with Mandatory Tender Requirements 

The first thing a tender evaluator checks is whether your tender submission meets all the mandatory requirements listed in the tender. Have you included the correct forms, insurances, certifications, licences and other documents as required by the tender? If you don’t tick this box, your tender will often be eliminated before further evaluation even starts.

Tender evaluators checking boxes for tender compliance and mandatory requirements;

• Read the tender documents and notes to tender carefully
• Use the checklist provided in the tender to ensure all required documents have been included
• Submit your tender by the date and time specified, in the format required

Price is important, but compliance with mandatory conditions is often a deal breaker for even the most well-intentioned offer

2. Demonstrated Business Capability 

If you’ve passed the compliance test, tender evaluators will next look at your business capability to supply the product or service required. The evaluator is seeking reassurance that you are a ‘done it before’ business that has both the resources and relevant experience to get the job done on time and to the expected standard. For tenders in Brisbane and many government tenders and contracts, this element is critical for risk mitigation.

Factors that show evidence of proven business capability;

• Include past case studies with measurable outcomes in your proposal
• Include details of qualifications, experience and industry accreditations which show team capability and capacity
• Emphasise any industry accreditations or quality assurance systems operating in your business

The stronger your submission, the easier it is for tender evaluators to link past performance and experience to the current requirements

3. Proposed Methodology 

The next criterion often differentiating the winning tenders from the losers is your proposed methodology for project management and delivery. Tender evaluators want to see more than just a list of what you will supply; they want to see how you will deliver it.

Strong proposals that detail your planned processes for project management and delivery will provide confidence in your approach and offer evidence of understanding the scope of the work required. Areas you may address include; 

• Project management and schedule 
• Delivery and resourcing plan 
• Quality control measures 
• Risk identification and strategies for management 

The more your submission details your understanding of the project's scope, challenges and delivery, the higher the score is likely to be for this section of the evaluation.

4. Value for Money 

Price is always important, but the term ‘value for money’ is generally considered to be broader than the cheapest quote. Buyers often use a weighted evaluation model, which means that price is only part of the total score, and often not the largest part.

To show value for money, rather than just cost:

• Articulate your value proposition early 
• Outline any innovative or more efficient delivery methods that can offer value beyond the price
• Detail cost-saving benefits across the lifecycle of the project

The lowest price tender may win, but avoid the trap of unrealistically low quotes, which could cause more concerns for the evaluator about your capability and understanding of the scope

5. Local and Social Procurement Outcomes 

Local and social procurement measures are a significant and growing portion of the evaluation score for many government tenders, particularly NSW government tenders. Governments and agencies are increasingly looking to tender winners to help drive social and local economic outcomes by working with suppliers who can support local employment, sustainability or social inclusion initiatives.

Actions to take to help boost your scoring here include:

• Demonstrating your intent to engage local subcontractors or suppliers in the delivery of the work
• Detailing any diversity and inclusion policies or initiatives in place for your workforce
• Showcasing your commitment to environmental sustainability or green energy/construction practices, and accreditations

Tailor this section to the specific policy objectives of the agency to improve relevance and scores

6. Clarity and Quality of Writing 

The quality of your writing and proposal structure is really important to make a good impression. Tender evaluators are often tasked with having to review and assess many tenders, which means that clarity and ease of navigation through your proposal are a huge advantage.

Words of advice when writing your proposal include;

• Use plain English, spell out acronyms and avoid industry jargon
• Follow the tender format or structure closely 
• Provide concise but complete answers to each of the criteria
• Edit for grammar, spelling and consistency, and format for professionalism
• Use headings, diagrams and bullet points to increase readability without providing unnecessary detail

7. Risk Management and Legal Compliance 

Risk is a major factor for tender evaluators, who will be reviewing your approach to managing and mitigating against potential project disruption, operational issues, financial or reputational harm.

Risk areas of focus often include; 

• Work health and safety policies and practices 
• Data security and confidentiality policies 
• Environmental risk management (particularly important for construction or public works tenders)

Demonstrating awareness of key compliance requirements also instils confidence in your long-term business viability and reliability

8. Responsiveness to Tender Evaluation Criteria 

The most important but often overlooked area is how well your responses are tailored to the tender evaluation criteria. Tenders often include a set of specific evaluation criteria with a weighting for each, which determines how the evaluator will score your response. Instead of cutting and pasting generic answers, pay close attention to these criteria and tailor each of your responses to directly address the question being asked. Reference keywords from the tender, and link back to the client's objectives and requirements in your answer. This will demonstrate that you are listening and showing attention to detail, and have a customer-focused approach.

Winning a tender is about more than a submission that ticks a few boxes. Evaluators are not just interested in whether you can meet technical requirements, but also want to get a sense of your business as a capable, reliable and value-driven partner. Tender evaluators are looking for compliant, insightful, thorough and customer-centric proposals.