1. Prepare the basic tools for making bid documents
All bid documents are printed out after being completed in Word. Making bid documents requires basic Word foundation, such as how to modify them. Font size, how to add titles, how to insert tables, how to bold fonts, etc.
The quotation table in the bid is a very important part. You can use Excel to calculate the price to avoid errors. Remember not to use a calculator or pen for calculation.
To start making the bid document, first read through the first page of the bidding document, highlight the key points, and build a frame based on the bidding document. Once the large frame is built, the content can be filled.
Newbies who have just started making tender documents often ask, what should I do if I don’t know how to fill in the content? The company qualifications can be obtained from the administrative department and scanned into the tender document; how to write the shelf life? How to write the delivery period? Look at the bidding documents, there will usually be corresponding requirements in them, if not communicate with the manager. How to write the service content and implementation plan in the bidding documents? Learn from the company's previous bidding documents, but don't copy them. Every project is different, so you must modify it to correspond to this bidding document. Remember not to copy.
2. Understand the relevant precautions
1. The project name, project number, and package number must be correct. Copy the bidding documents and confirm them several times.
2. The price must be in the correct case. Calculate in excel and paste the price into word. First copy the lowercase to the uppercase position, select lowercase--insert--insert number--select uppercase, and there must be a rounded character at the end.
3. In principle, the business and technical deviation form/response form must be fully responded to, and there should be no negative deviations. There may be risks of point deductions and bid cancellation.
4. The number of original copies must be reflected on the cover and cover. If it needs to be sealed separately, you need to check clearly whether electronic files are needed.
5. Check the place where the official seal is stamped and where the name is filled in to make sure nothing is missed. 6. No other project names or other unit names should appear in the bid. The copied content must be checked more frequently. 7. Every time you make a new tender document, do not modify the previous tender documents. Remember, you must develop a good habit, reopen Word, and re-create it safely and quickly.
3. Understand the bidding documents word for word
1. Understand the attached table of instructions to bidders
This table covers all the basic information that bidders must understand. Information has a great impact on the preparation of bidding documents and requires special attention, such as:
Bidding deadline
Biding document clarification deadline
Bid deposit amount and deadline Time
Composition of the bidding document
2. Understand the requirements of the business part
The business part is all the requirements on some qualification documents. You can provide them as required. We note that under some clauses, a letter of commitment or a declaration letter is required, but these requirements are not reflected in the format requirements of the bidding documents, and they are often omitted.
3. Understand the technical requirements
It was not just one unit that cooperated with the bidder, so after the bid was issued, it was found that the bidding document combined the technical parameters of multiple units. It also indicated that the likelihood of fully responding to this tender document is low.
In this case, it is necessary to evaluate the cost of responding to technical requirements, which involves the reselection of hardware products and customized development of software. Synchronize this information to sales and department leaders, who will then consider whether to continue to participate in the bid. If so, this will need to be considered in the quote section.
4. Understand the score sheet
The score sheet is the core part of the bidding document and is generally divided into three parts, the business part, the price part, and the technical part.
The business part is generally divided into company qualifications, performance qualifications, and project personnel qualifications
Company qualifications are further divided into professional qualifications, honors, intellectual property rights (software, patents), and financial status.
Performance qualifications provide relevant supporting documents according to the bidding requirements. Note that the supporting documents must be provided in strict accordance with the bidding requirements. For insurance purposes, when providing performance contract documents, you can provide 2 more copies on the basis of meeting the requirements. The above performance serves as a backup.
The project personnel qualifications examine the ability to implement the project. Some bidding documents will have resume, certificate, and academic requirements for the project manager. Some will also require proof of social security payment of project personnel.
The technical part is generally divided into technical solutions, implementation plans, training and services
A large part of the content of the technical part can be made into a standard template. This template is used in the work process. , gradually organize and improve. When it comes to the professional part, people from relevant departments need to be coordinated to write it. For example, the product department will produce a prototype and functional description; the hardware department will provide product selection and technical parameters, etc.
There are generally two types of price components, the comprehensive scoring method and the low-price scoring method
The comprehensive scoring method: generally removes the highest and lowest price based on the bidder's quotation, and takes the remaining The arithmetic mean of the units is used as the benchmark for full marks.
Low price scoring method: the lowest price is the full score
5. Understand the format requirements of the bidding documents
The bidding documents will provide format requirements, pay attention to the file format and content The difference is that the content required by the format must be filled in item by item.
The format includes title, content and remarks. Fill in the content part as required, such as the business deviation form and technical deviation form. Make sure you need to respond item by item. Do not directly copy the parameters in the response content, which will lead to invalid bidding.
For remark information, it is necessary to understand whether the remark information is part of the format or an explanation of the format. Do not delete it at will, as it will lead to invalid bidding.
For example, the note below the bid quotation list, because this note describes that the quotation in the table covers various costs of the total project quotation.
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