Do you know the most critical tender document?
The last hurdle of a tender exercise is the Commercial (or Financial) stage.
At this stage, the price quotations of qualified bidders are assessed and winner(s) selected.
The most critical document in this stage is the Commercial Bid Template.
This is the stipulated format in which the Buyer wants to receive bid prices.
It is used to:
*obtain price quotations from prospective suppliers
* specify the cost elements of the project
*specify the conditions on which the price is based; and
*conduct evaluation to select the best price
I have seen many bidders replace this document with what they considered 'a more suitable format' or 'a format aligned with their own business pricing model'.
It might appear like a harmless replacement but it almost always has devastating consequences. Presenting the quotes in a format other than the prescribed format prevents the bid from being evaluated alongside other bids.
This means that the Buyer is unable to compare the bid price to others. And this could lead to disqualification from the tender.
So next time you are tempted to change the template to a 'more suitable one', pause and consider the effect of that action.
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