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Tips for maximizing your chance of success 

At ������Ƶ (������Ƶ), we are committed to conducting fair, open, and transparent procurement processes. The following guidelines are intended to help contractors and consultants prepare bids and proposals that are compliant, complete, and easy to evaluate.

Bidding successfully (tenders)

In the context of tenders, contracts are generally awarded to the compliant bidder who submitted the best possible price.

Prior to submitting your bid:  

• Carefully read all the tender documents, as well as any issued amendments.
• Make sure your business meets all mandatory requirements.
• Attend site visits and bidder meetings when they are scheduled.
• Ask your questions well in advance in order to get the necessary clarifications ahead of the deadline.
• Carefully review plans, estimates, specifications and terms of contract.
• Check that the quantities, unit prices, and calculations are accurate.
• Confirm the availability of your resources, subcontractors, and key suppliers.
• Make sure all required forms and security clearances are duly completed.
• Allow ample time to prepare and submit your bid electronically.
• Perform a final check to confirm that all required documents have been attached prior to submission.

Submitting a compelling proposal

Requests for proposal are evaluated based on the criteria specified in the procurement documents. Experience, the proposed approach, the team’s qualifications, and the price can all contribute to the final result.

Preparing a compelling proposal: 

• Review the evaluation criteria before you begin drafting.
• Organize your response according to the order and sections specified in the RFP.
• Address each requirement directly and clearly explain how it will be met.
• Provide examples of recent, relevant, and comparable projects.
• Highlight the experience and qualifications of the proposed key personnel.
• Present a clear, realistic methodology that is tailored to the project.
• Explain your approach with respect to risk management, quality control, and meeting deadlines.
• Use clear, precise, and requirements-focused language; avoid promotional information that does not meet the criteria.
• Ensure all required documents are included with your proposal.
• Conduct an independent review to confirm that the proposal fully meets the evaluation criteria.

Understanding mandatory requirements and rated criteria

A thorough understanding of the mandatory requirements and rated criteria allows the focusing of efforts where they will have the greatest impact. Understanding the difference between mandatory requirements and rated criteria helps the focusing of efforts on the factors that will affect your proposal’s eligibility and outcome. ������Ƶ’s requests for proposal are evaluated according to the criteria and evaluation methods specified in the procurement documents. Evaluators rely solely on the information provided in the proposal.

Mandatory Requirements

Mandatory requirements are the minimum conditions that a proposal must meet in order to be considered valid.

• These are minimum requirements that must be met, such as: achieving a minimum score on the technical evaluation, providing proof of the ability to provide the contractual security, and complying with the contracts’ security requirements.
• They are generally evaluated based on compliance (“pass” or “fail”).
• Failure to comply with a single mandatory requirement may result in the bid’s or proposal’s rejection.
• The documents, security clearances, licenses, certificates, or information requested must be provided in accordance with tender instructions.
• It is essential to clearly demonstrate how each mandatory requirement is met. 

Rated criteria 

The rated criteria are used to differentiate and score the proposals.

• The rated requirements are used to evaluate and compare compliant proposals.
• Points are awarded based on the quality and relevance of the response provided.
• The criteria may include experience, comparable projects, key personnel qualifications, the proposed approach, or the methodology (e.g., experience with BIM, knowledge of contract security processes, commitment to Indigenous relations, and strategy for maximizing Indigenous participation).
• A detailed, precise, and well-documented answer generally yields a better result than an unsubstantiated claim.
• Evaluators may only award points based on the information provided in your proposal.
• The proposal must be organized in a manner that directly addresses each of the rated criteria.

Useful tips

• Ensure you meet all mandatory requirements.
• Focus your efforts on clearly demonstrating your added value and capacity for innovation in terms of the rated criteria.
• Use tangible, recent, and relevant examples when requested.
• Organize your responses according to the RFP’s structure to make the evaluators’ work easier.   

Using Best Practices

Adopting best practices from the very beginning of the process can improve the quality of your bid or proposal while reducing the risk of error or omission.

Before you start

• Carefully read all procurement documents and amendments.
• Review the key dates for the solicitation, including the deadlines for the site visit and for submitting questions, as well as the closing date.
• Confirm your eligibility and your ability to perform the requested work or services.
• Assess your ability to perform the requested work or services before deciding to bid.

During preparation

• Follow closely the instructions provided in the procurement documents.
• Address directly all of the specified requirements.
• Provide accurate, complete, and up-to-date information.
• Use relevant examples to demonstrate your experience and achievements.
• Make sure that all prices, calculations, and administrative information are accurate.
• Allow ample time for internal reviews and document approval.

Questions and requests for clarifications

• Ask your questions as soon as a requirement is not clear.
• Use only the communication channels specified in the procurement documents.
• Review all issued amendments before submitting your response.
• Rely solely on the official information provided in the procurement documents and amendments.

Submitting your response

• Start uploading your documents well ahead of the closing date.
• Make sure all required documents are attached.
• Ensure your bid or proposal’s final version has been submitted.
• Keep a copy of the proposal you submitted for your records.

Avoiding frequent mistakes

Even experienced businesses can make mistakes reducing their chances of success or resulting in their bid or proposal being rejected. The following practices should be avoided:

• Failing to read the procurement documents and amendments in their entirety.
• Failing to comply with a mandatory requirement.
• Providing an incomplete or insufficiently detailed response.
• Providing general information not directly addressing any of the evaluation criteria.
• Waiting until the last minute to prepare or submit a response.
• Failing to include the required forms, security clearances, or documents.
• Relying on information obtained from unofficial sources rather than on issued procurement documents and amendments.
• Providing examples or references that are not relevant to the opportunity in question.
• Committing errors in pricing, calculations, or administrative information.
• Failing to perform a final review before submission.

Key advice  

A well-organized and easy-to-evaluate response contributes to an effective evaluation process and increases your chances of success.