Kenya Power and Lighting Company (KPLC) has shared tips on how to write and submit a successful tender response.
On Wednesday, March 20, KPLC explained the content of a successful tender according to the Public Procurement and Asset Disposal (PPAD) Act 2015.
“The first step towards winning a tender is to write and submit a successful response,” KPLC said.
Tender documents will probably include a response template that has sections for a tenderer to fill in.
To write a good, KPLC advised that you use the templates or formats provided in the format given without changing.
“Keenly read the accompanying instructions to allow you accurately fill in the sections of the response template,’ KPLC said.
“Always keep your tender response document clear, logical, and well organized. This is including but not limited to: a clear and persuasive introduction that states the purpose, rationale, and central proposition of your bid.”
Provide All the Details & Documents-KPLC
Tenderers should also provide all the relevant details, documents, and information as required in the tender form.
This might include Bid security (where applicable), PIN certificate, Certificate of incorporation/ registration, Certificate of confirmation of firm’s directors, CR12 (where applicable), tax compliant certificate, a company profile and capability statement.
Other details usually required are the price for each product or service you propose, any conditions affecting the price, delivery schedule indicating milestones or delivery dates, applicable taxes, applicable insurances, intellectual property rights (where relevant) and a description of any variations you propose in meeting the conditions of the contract.
KPLC further said tenderers should closely follow the evaluation criteria in the tender request and respond accordingly.
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Tenderers should submit the requested documents, information and specification as requested for, precisely.
You should make sure your proposed offer precisely meets the buyer’s needs.
Additionally, provide specific examples of how you meet the selection criteria rather than simply stating what you do.
“It is important to highlight your credentials and provide verifiable experience, as well as explaining how your approach to delivering the tender will meet the buyer’s needs. Identify the requirements that are most important to the buyer and cater for this in your tender response,” the Company said.
Choice of Referees and Proofreading
Referees should also be people who know your products or services very well.
Get permission to use referees before including them in your response and brief them on the highlights of the request so that target their comments to the job specifications.
Proofread your tender or ask someone outside of the tender development process to read it and give feedback.
If several authors have contributed to different parts of the tender response, ensure that one person reads the entire tender response document for consistency.
Tenderers should also submit their tender in time since late or incomplete tender responses are usually excluded from consideration.
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Responses submitted online must not be left until the last minute especially for people with computer, internet, or network issues.
“If your tender response is to be posted, make sure you allow time for delays. Consider using ‘same day delivery’ for courier services or hand-delivering your tender response (if allowed),” Kenya Power advised.
Individuals are advised to seek clarification in time bearing in mind inquiry deadline which is usually before submission deadline.
You can also read the clarifications from other bidders included in Kenya Power responses posted on its website in case someone else has asked something important.
Content of a Successful Tender
The Company explained that a successful tender is one with the lowest evaluated price and total cost of ownership.
It should also be a responsive proposal with the highest score determined by the procuring entity by combining, for each proposal.
This should be in accordance with the procedures and criteria set out in the request for proposals, the scores assigned to the technical and financial proposals where request for proposals method is used.
It should also be the tender with the highest technical score, where a tender is to be evaluated based on procedures regulated by an Act of Parliament which provides guidelines for arriving at applicable professional charges.
