Everyone knows that the production and binding of tender documents play a vital role in whether a company can win the bid. So what are the requirements for making a tender document, what details are there, and how to make a clean, tidy and beautiful one. As for the bidding documents, let's listen to the bidding consultant.
1. Composition of the tender document
If you want to make a good tender document, you must first know the components of the tender document. The tender document generally consists of three parts: the main volume, the product volume, and the distribution volume. composition.
Main Book: It consists of three certificates and one photo, bid letter, authorization letter, basic information of the bidder, value-added tax form, supply guarantee letter and other comprehensive instructions. It provides all information that is beneficial to this bid and wins the prize. Certificates, product patents, intellectual property certificates, etc., comprehensively display the company's advantages and add points to the company's image.
Product brochure: It consists of product configuration, technical parameters, and bidding parameter deviation table. The instructions are placed in the order in the bidding document. The main purpose is to grasp the key points, introduce the product advantages in a targeted manner, and provide product color pages.
Distribution booklet: consists of authorization letter, basic information of the distributor, distribution license, business license and other comprehensive instructions.
2. Tender requirements
1. The directory structure is clear, the text description is coherent, and the style is unified.
2. The content is arranged in an orderly and hierarchical manner. Convenient for reviewers to review.
3. The picture must be clear, avoid typos, and must be stamped with the official seal and must not be omitted.
4. The binding order and binding method must be operated in accordance with the bidding documents, and the enterprise is not allowed to change them without permission.
5. The content of the bid document must not be reduced, and corporate qualifications and award certificates can be added to demonstrate the company’s advantages.
6. The bid documents must be bound separately or completely into a book according to the requirements of the bidding documents.
3. Pre-production
Pay attention to whether the bidding unit has special requirements. Different bidding units have different formats and layout requirements, such as the composition, sequence, and Page numbers (preferably automatically generated page numbers), etc., so the first thing we should do before making a bid is to carefully study the bidding documents of the bidding unit. This is also the basis for scoring and bid evaluation that the judges rely on in the bidding. This can both Understand the format of the bid document, and you can also know where to make representations to the judges and the basis for questions during the bid evaluation.
IV. Tender document production
1. Cover page
(1) The cover format must be consistent with the format required in the bidding documents, and there must be no typographical errors in the text printing.
(2) The cover number and company must be consistent with the bidding section and company.
(3) The corporate legal person or authorized agent must sign or affix the official seal of the unit in accordance with regulations, and the name of the bidding unit must match the name of the unit during the qualification review.
2. Relevant qualifications and social reputation of the enterprise
(1) Three certificates and one photo, and authorization must be complete and meet the requirements of the bidding documents.
(2) AAA enterprise credit rating certificate, tax payment status, product quality certification status, quality inspection report, national awards, invention patents, product coverage, ISO series certificates, brand, service credibility, etc. must be complete .
(3) The corporate legal person or authorized agent must sign or affix the official seal of the unit in accordance with regulations.
3. Table of Contents
(1) The contents of the catalog must be consistent with the requirements of the bidding documents from order to textual expression.
(2) The catalog number, page number, and title must be consistent with the requirements of the bid document
(3) The catalog content is clear, careful thinking, can reflect the overall logical structure, and can increase bid evaluation Expert first impressions.
4. Quotation summary table
(1) The format of the quotation table must be in the correct order according to the format required by the bidding document.
(2) The "Bid Quotation Summary Form" must be filled out in accordance with the provisions of the bidding documents, and the preparer, reviewer, and bidder must sign and seal it in accordance with the regulations.
(3) "Total bid quotation summary table" is consistent with the data in the declaration system
5. Other review and inspection contents
(1) Tender document format, The content must be consistent with the requirements of the bidding documents.
(2) Tender documents must not contain errors such as missing pages, duplicate pages, overloading, or alterations.
(3) The bidding documents shall include commitments item by item as required.
(4) According to the requirements of the bidding documents, each page must be signed, and the modifications must be signed by the legal person or agent (try not to modify)
(5) The bidding documents must be in accordance with the regulations Format sealed packaging, stamped with original and duplicate seals, and seal seals.
(6) The paper size, page settings, page margins, headers, footers, fonts, font sizes, fonts, etc. of the bidding documents must be unified.
(7) The description of the content of the bid document must be in professional industry language, and there must be no typos in printing.
5. Binding and packaging of bid documents
The bidding rules in different regions are different, and the binding methods are also completely different: the original after review can be copied into a copy, usually the original, One copy of each (if required by the bid document, prepare according to the requirements of the bid document). The first page under the copy cover must also be the first page of the bidding document on which the copy is printed. At the same time, stamp the front cover of each tender document. The copied bid documents will then be bound in strict accordance with the binding requirements of the bidding documents and may not be changed without permission. If the bidding documents do not reflect the binding method, you can choose it yourself.
In accordance with the requirements of the bid document, use a special portfolio for bidding. The file bag shall be marked with the company name, project number, and sealed with an official seal. (Binding methods are divided into punching, glue binding, and tie rod clamps. If the bid document does not specify a binding method, it is recommended that you use tie rod clamps to facilitate timely modifications in case of mistakes).
When packing, please note that the original copy should be packed in a separate bag, and the copy should be packed in another bag, then seal it and attach the sealing strip (pay attention to the time on the sealing strip as well). After sealing, , stamp on the sealing strip (note that half of it is on the sealing strip and half on the sealed bag).
6. The remaining documents that need to be produced separately
The first is the bid opening list. Many units require it to be sealed separately, with a seal and signature before sealing. The sealing format is the same as the bid document. Check whether the bidding documents have requirements for electronic CDs and seal them after engraving. Review the bidding documents again to see if there are any omissions. During the production, try to meet the requirements of the bidding unit, because you must do this to be able to enter the threshold and speak on the same starting line as others. Otherwise, no matter how much work and effort you put in in the early stage, you will not be satisfied with the bidding documents. If you make mistakes and pay for it, what awaits you in the end is to watch other companies get something for nothing.
To sum up, there are four things to pay attention to when making a tender document: don’t make mistakes in the “Tender Instructions”, don’t omit the “substantial requirements”, don’t ignore the “important parts”, and don’t be careless about the “minor items”. As long as everyone masters these rules, unnecessary troubles will be reduced during the bidding process.
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