edi lecture 4a

8/4/2019 EDI Lecture 4a

http://slidepdf.com/reader/full/edi-lecture-4a 1/17

© School of Mechanical Engineering, The University of Adelaide, Australia

Responding to Tender Documents

(and winning the job)Dr Michael Riese

August 2010

R e s p o n d i n g

t o T e n d e r D o c u m

e n t s – U n i S A G u e s t L e c t u r e

1




Lecture Content

• Responding to a Tender or Quote• “To bid or not to bid, …”• Aim of your submission• Analysing the Request for Tender• Your submission & response matrix• Bid compliance matrix• Executive Summary• Pictures• References & Supporting Documents• Tender Evaluation

R e s p o n d i n g



2




Responding to a Tender or Quote

• Common Forms (amongst others):

– Request for Tender (RFT) Often Government – Request for Quote (RFQ) Private Industry

• Method for organisation to invite response

from suppliers for goods & services – Open to everyone or select few

• Method of advertising goods, services and

capabilities to potential clients• Important part of running and winning business

R e s p o n d i n g



3




“To bid or not to

bid, …”• Expensive undertaking

- Opportunity Cost• “Bid Teams”

- Multiple dedicated

personnel• Bidding to win

– Understanding of own

product, the compe-

tition, major hurdles• Bid Decision Matrix• Identify Show-Stoppers

R e s p o n d i n g



4

S h i p l e y P r o p o s a l G u i d e ( 3 r d E

d . )

I S B N 9

7 8 - 0

- 9 7 1 4 2 4 4 - 1 - 8




Aim of your submission

• Convince client your offer is superior to allcompetitors – Evaluators often not functional specialists – Value for money – Superior service & functions – Demonstrate ability to supply – Make the sale

• Be compliant with functional requirements• Be compliant with submission requirements

R e s p o n d i n g



5




Analysing the RFT/ RFQ

R e s p o n d i n g


e n t s – U n i S A G u

e s t L e c t u r e

6




RFT Functional Requirements

R e s p o n d i n g



e s t L e c t u r e

7




RFT Style & Content Requirements

R e s p o n d i n g



e s t L e c t u r e

8




Bid Compliance Matrix

R e s p o n d i n g



e s t L e c t u r e

10

S h i p l e y P r o p

o s a l G u i d e ( 3 r d E

d . ) ,

I S

B N 9

7 8 - 0 - 9 7 1 4 2 4 4 - 1 -

8




Executive Summary

• Short & Concise• Restate reason for RFQ/ RFT The Need • Set tone for entire submission• Often only thing read by decision makers

– Often not engineers Do not over-emphasizetechnological features

• Do not include numbers and price – “Our machine only requires a force of 5N” – “Our machine only costs 50¢” – Price is rarely deal breaker (if in the right ball park)

R e s p o n d i n g



e s t L e c t u r e

11




Pictures & Figures

R e s p o n d i n g



e s t L e c t u r e

12

• Use pictures & figures to

illustrate a specific point• Use captions and make them

self-explanatory – Evaluators do not want to trail

through pages of documents• Caption example:✖ A dog will be used as part of the

machine. ✔ Interactiv Activation

Mechanism: A dog will be used

to depress the soap dispenser.




References & Supporting Documents

• Correctly reference all material that is notyours. – Evaluators will not take kindly to plagiarism – Many more submissions to go through – Use the correct format (Report Writing Style

Guide)• Keep main body of report short• Attach supporting to the end of each part

– Include documents in multiple parts if necessary• Clearly identify where supporting documents

can be found. R e s p o n d i n g



e s t L e c t u r e

13




Tender Evaluation

• General Evaluation Criteria:Does Not Meet Req’ts / Meets Req’ts / Exceeds Req’ts

• Often multi-pass system: – First Pass: Discard any non-compliant submission

• Does not include all requested information• Late submission• Does not follow required format

– Second Pass: Generate Submission Score• Use quantitative evaluation system where possible to

remove ambiguity• Make recommendation for final selection

R e s p o n d i n g



e s t L e c t u r e

14




Tender Evaluation (cont’d)

• Use Evaluation Criteria

to hone your response – Not always known,

sometime can be

inferred – This is the sole item

you will be judged

against – Self-judge and observe

score Address

shortfalls – Aim for Score of 4+

everywhere R e s p o n d i n g



e s t L e c t u r e

15




Tender Evaluation (cont’d)

• Tender Evaluation Team – Often split submissions into parts

• Hence double submission of supporting docs – Will read submission until evaluation criteria

fulfilled

• Be careful where you document extra features and

mention potential game winners. – Will evaluation team make final decision or refer

shortlist to real decision maker?• Real decision maker will often read tender evaluation

score card and read executive summary R e s p o n d i n g



e s t L e c t u r e

16




Final Words

DO NOT MISS THE SUBMISSION

DEADLINE!!!!!

(Your submission automatically becomes non-

compliant! You loose!)

R e s p o n d i n g



e s t L e c t u r e

17