To win Government business you need to make an offer the right format, at the right time. Get some tips on how to make a bid for work, and what happens if you are successful or unsuccessful.
How to submit an offer
You submit your offer (also known as a tender, bid or proposal) by following the instructions in the invitation to supply documents.
Check you know what's required and make sure you know the deadline you're working to.
When you're putting together your offer documents, make sure you:
- provide the information that’s been asked for, in the right format
- highlight your strong points
- focus your offer to respond to the evaluation criteria
- make sure you have insurance in place
The length of time it takes to complete the procurement process depends on how complex it is. A timeline is often included in the invitation to supply document.
Late submissions are generally not accepted, unless there are exceptional circumstances. This is to make sure the process is transparent and fair.
Don’t leave submission to the last minute. Allow some time for your offer to upload if you’re submitting it electronically. For submissions through a physical tender box, check that you know where the box is located and allow time to reach it.
Ask questions about a tender
If you’re responding to a tender, you can ask the buyer any questions about the tender documents during the allocated questions period.
The buyer includes details in the tender documents about asking questions, including:
- a contact person
- how to contact them
- a deadline for submitting questions
Unless your question includes commercially sensitive information, the buyer will make the question and answer available to all tenderers.
Terms and conditions
You can find all terms and conditions of the goods and services procurement in the invitation to supply document. If there are none, the Victorian Government default terms and conditions apply.
How offers are evaluated
The evaluation of invitations to supply evaluation must be:
The evaluation criteria is set out in the invitation to supply document.
The buyer reviews the offers received against the evaluation criteria. Often the buyer creates a shortlist.
You’ll be told if you’re on the shortlist. The invitation to supply documents often include a timeline.
Sometimes you’ll be asked to present to the evaluation team to discuss your offer. The buyer will provide advice on who should attend the meeting.
All suppliers will be notified of the outcome of their offer and can request a debrief. The invitation to supply evaluation process is confidential. When the contract begins, if you’re unsuccessful you can ask for feedback on your submission.
Making a complaint
If you’ve requested and received a debrief and you’re still not happy with the process, you can make a complaint.
You need to lodge your complaint directly with the organisation managing the procurement process.
You can find details of how to do this in the invitation to supply documents, or on the organisation’s website.
Results of a tender process
Government buyers must notify all bidders of the outcome of the tender process.
The results of tender processes with a value of equal to or more than $100,000 inc. GST are also published on the Victorian Government tender system, the Buying for Victoria portal.
Reviewed 30 October 2018