The Most Common Questions We Hear as Tender Writers

 



There is no end to the myriad of different questions that tender writers get asked.  Some may be more obscure - “Can you provide a plan for disaster recovery and business continuity in case of unexpected events”. There may be questions related to current media sensitive issues - “How will you handle any issues related to cyber security?”  And of course, there are always politically sensitive issues to consider as well – “How will you minimise the environmental impact of the project?” 

Yet, in every tender application there exists a core set of questions that are commonly asked, which may trip up a tender writer and bring your project undone if not answered with due care. In this article, we breakdown some of the most common questions with some tips on how to ensure you provide adequate details in your responses.

What Are the Most Common Questions?

The ten most common questions asked of tender writers are as follows:

1.     Can you provide a detailed breakdown of the costs involved?

2.     What is the timeline for the project?

3.     How will you ensure that the project is completed on time and within budget?

4.     What is your experience in this field?

5.     Can you provide references or examples of similar projects you have completed?

6.     How do you plan to address potential challenges or obstacles?

7.     How will you ensure quality control and customer satisfaction?

8.     What is your approach to risk management?

9.     How will you handle any changes or modifications to the project?

10.  Can you provide evidence of your compliance with relevant regulations and standards?

Let’s dive into some of the trickier ones from this list and explore how to ensure you give answers which provide an adequate response, yet don’t run the risk of burying your organisation should things not go to plan if you get awarded funding.

Can you provide a detailed breakdown of the costs involved?

One of the biggest challenges faced by tender writers when providing the cost breakdown is the very real possibility that these costs may vary considerably between the time the tender must be submitted and the actual tender decision date and project start.

Tender writers can protect against these cost variations by including contingencies and cost escalation clauses in the tender document. Tender writers can also include a percentage of the total project cost as a contingency to cover any unexpected expenses.

Cost escalation clauses can also be included in the tender document to protect against inflation or other cost increases that may occur between the time the tender is submitted and the time the project is completed. The clause can provide for an automatic adjustment of the contract price based on an agreed-upon formula, such as a change in the Consumer Price Index (CPI). Additionally, Tender writers can negotiate with suppliers and contractors to include a price escalation clause in their contracts to protect against any future market price increase.

 

How will you ensure that the project is completed on time and within budget?

The most important factor that tender writers need to be aware of when addressing this question is that the assessors are seeking to gain a level of confidence that your organisation has a professional approach to managing the project duration and budget.  Demonstrating this via a succinct response which outlines your project management style will positively contribute to this confidence building.  An example response should address the following key points as a minimum:

·       Providing a detailed project plan with milestones, timelines, and risk management strategy

·       Assembling a skilled and experienced project team with a track record of successful delivery

·       Implementing a project management methodology and using project management software

·       Regularly reviewing and updating the project plan

·       Having a clear communication plan and change management process

·       Ensuring project is well defined with clear deliverables and acceptance criteria

·       Maintaining good relationships with stakeholders and being adaptable to changes.

How do you plan to address potential challenges or obstacles?

Addressing this question can stump more inexperienced tender writers because it is impossible to predict exactly what challenges and obstacles may occur.  Yet, if we consider that all projects have challenges and obstacles, then clearly your organisation has dealt with them in the past.  Again, the assessment panel are looking closely at your methods of approach to see if they are congruent with their own expectations and standards.  Taking a professional approach to this question, ensure you answer thoughtfully and honestly, yet build conviction in the readers mind.  Providing examples of past challenges and how your organisation overcame them can be beneficial too

 

How will you handle any changes or modifications to the project?

There are 3 crucial elements to emphasize in answering this question things that a Tender Writer should emphasize when responding to this question.

1.     Having a formal change management process in place that outlines how requests for changes will be received, evaluated, and approved.

2.     Establishing a change control board (CCB) or similar mechanism to review and approve changes, and ensure that the changes are consistent with the project's goals and objectives.

3.     Ensuring that any changes are incorporated into the project plan and budget, and that the impact on the project timeline is evaluated and communicated.

Answers such as these demonstrate the organisation's readiness and ability to handle changes, and that they have a process in place to evaluate the impact of changes on the project, ensuring that they are consistent with the project's goals and objectives and that the project stays on track and within budget.

Show-off your Organisation’s Professionalism

It should be obvious from reading the above that, regardless of the question, assessors are looking to evaluate your organisation’s ability to handle their project in a professional manner with essential project management elements in place.

Overall, the key is to be as transparent and detailed as possible and to demonstrate you always have plans in place to address the unexpected.

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