Do not forget when you file a tender

  • Read the contract documents carefully; reply only to what is being asked for!
  • If you should find that part of the document is unclear in any way, or that the demands specified are outright exorbitant, do not hesitate to contact the responsible procurement officer. This will save time.
  • File all papers required, with every question answered. Certain certificates, guarantees, etc. may be too old to be acceptable, and thus not valid! Please check up on this. If you are unable to supply the materials we absolutely require, we shall have to exclude you from the bidding procedure.
  • When we ask for references about previous orders supplied, data about the recipients of these are not enough. We also want to know the trade area in question, including the name and phone number of a contact person. Thus it is important that that person is still available for consultation at that company. If not, we cannot use that reference.
  • Please let the disposition of your tender follow the structure asked for. This enables us to make a proper evaluation of it, and it ensures that everything we need has been included.
  • Extra information, i e data we have not specifically requested but which may be of interest, should be put into an appendix by itself.
  • Check that your tender really answers every bit of information we have requested that we absolutely require. If this is not the case, or if you are questioning details of the requirements, your tender will not be considered.
  • Make sure your own information about evaluation criteria is sufficient. Remember, we are using these for evaluating your tender after it has passed the preliminary phase and the absolutely required category.
  • Remember that the possibilities of making later amendments to your tender are indeed most limited.
  • During tendering by way of ”open procedure” or ”restricted procedure”, negotiations cannot be made. The purchaser may then only act upon the information contained in the tender. In the case of ”simplified procedure” and / or ”selected procedure”, the purchaser is not compelled to negotiate, either; he or she may (and in fact ought to) act upon the information in the tender here also. This is why tenders should be as 100 per cent complete from the beginning as it is possible to make them! You may NOT have another chance!
  • Deliver your tender in due time, properly addressed to the address given in the documents. If it is delivered elsewhere, it may not reach the proper official in time to be considered.
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Last changed: Feb 12, 2009