1. Get tender-ready before you need to be
Most tenders give you two to four weeks. That's enough time to write a good response, but not much time to also find insurance certificates and write policies from scratch. Pull these together now:
- ABN and company details
- certificates of currency for public liability, workers compensation and any other insurance you hold
- contractor licences and key staff qualifications
- work health and safety (WHS) policies and procedures, including safe work method statements if you do high-risk construction work
- quality and environmental policies, if you have them
- a current capability statement
- three to five past jobs you could describe in detail, with photos
- referees who have agreed to be contacted
Keep them together in one folder. This becomes the start of your tender library.
2. Where to find council tenders
Councils advertise tenders and quotes on their own websites and through tender portals such as Tenderlink and VendorPanel. NSW Government opportunities are published on buy.nsw. Register on the portals your local councils use, set up alerts for your type of work and download documents through the portal so you're notified of any changes.
Smaller jobs are often handled through requests for quotation or supplier panels rather than open tenders. Getting onto a panel can be a good first step.
3. Read everything first
Before you write a word, read the whole tender pack. It usually includes:
- Conditions of tendering: the rules, the closing date and time, and how to lodge.
- The specification or scope: what the council actually wants done.
- The draft contract: the terms you'd be signing up to.
- Returnable schedules: the forms and questions you need to complete and return.
- Evaluation criteria: how your response will be scored, sometimes with weightings.
Make a list of every document you need to return and every mandatory requirement. Check for addenda, which are updates issued during the tender period, right up to the closing date.
4. Decide whether to go for it
A tender takes real time. Before you commit, ask honestly:
- Can we meet every mandatory requirement, including insurance levels and licences?
- Have we done similar work, at a similar size, that we can describe?
- Do we have the people and equipment available during the contract period?
- Can we price it profitably under these contract terms?
- Do we have time to prepare a good response before the closing date?
If the answer to several of these is no, it may be better to pass and prepare for the next one. Saying no to the wrong tender gives you more time for the right one.
5. Plan back from the closing date
Work backwards. Aim to finish a day or two early, so a slow upload or a missing signature doesn't cost you the job. A simple plan:
| When | What |
|---|---|
| Week 1 | Read the documents, go/no-go decision, list of what's needed, site inspection if offered, questions to the council |
| Week 2 | Draft responses and methodology, gather evidence, start pricing |
| Week 3 | Review and edit, finalise pricing, complete forms and signatures |
| Final days | Compliance check, file names and sizes, lodge early |
If you have questions, ask them through the method the tender specifies and before the question deadline. Answers are usually shared with all tenderers.
6. Write to the evaluation criteria
Evaluators score what's in front of them. They can't give you points for something you didn't write down, however well known you are locally.
- Answer the question asked, in the order asked, using the same headings.
- Be specific to this job. Mention the site, the program and the council's stated priorities.
- Back up every claim with an example, a number or a document.
- Explain how, not just what. "We'll manage traffic safely" is weak. Explain who prepares the traffic plan, how it's implemented and how it's monitored.
- Stick to the limits for words, pages and file formats.
The methodology is often the most heavily weighted part. Our guide to writing a tender methodology covers it in detail.
7. Check, lodge and follow up
Before lodging, go back to your list of returnable documents and tick off each one. Check signatures, pricing schedules, file names and that every attachment opens. Then lodge early and keep the confirmation receipt.
Win or lose, ask for feedback. Many buyers will give a debrief if you request one, and it's the fastest way to improve your next response.