Read the documents thoroughly.
- Don't make assumptions. If something is not clear, ask during the question-and-answer period.
- Review the solicitation documents to determine how your bid will be evaluated.
Follow the detailed instructions and requested format.
- If evaluators have to search for pertinent information, they may miss it.
- Where information is requested in the solicitation document, the response in the submission should reference the applicable section numbers.
- Structure your response in the same way as the question is asked. Reference your response back to the Specification/Scope of Work document, demonstrating your approach of how you will meet the requirements. For instance, if a question asks if you have a Quality Policy in place, don’t just say ‘yes’. Give details about what your quality policy focuses on and how this relates to your operation.
Answer all questions and include all requested pricing information in your submission.
- Mandatory Technical Requirements, or other mandatory items, stated in the competition are pass/fail and must be passed prior to further evaluations of your submission. Ensure you are clear on mandatory requirements and fulfillment of such.
- Break down the technical requirements that have been stated and create your bid to demonstrate your ability to deliver each of those requirements.
- Respond fully to rated criteria – we can only evaluate on the information you have provided.
- Ensure you understand the requirements, the “rating criteria” evaluation, the weighted criteria, and the breakdown of points on how the proponents will be ranked and become the successful candidate.
Submit a bid that is complete, clear, concise, and demonstrates your understanding of the requirements; be as detailed and specific as possible and provide evidence in your ability to deliver the requirements. Don’t assume the evaluators “know you” and “know your company” from previous projects. Be sure to include enough details to convince an evaluator who has no previous history with your company.
Review your pricing to avoid miscalculation.
- When there is a discrepancy, the unit price prevails. The evaluator will calculate the correct extended amount and send out a Bid Error Notice to bidder.
- Price your submission competitively.
Ensure you are clear and understand the terms and conditions of the contract and the competitive process:
- Read the competition carefully to determine if there is any flexibility for the final contract, or if the terms and conditions must be accepted as received.
- If you have concerns or questions, ask during the question-and-answer period.
- Pre-bid meeting/site visit, virtual or in-person meeting. If mandatory attendance is required, submissions will only be accepted from bidders who attended the meeting, all other submissions will be automatically rejected.
- Deadline for questions
- Deadline for issuing addenda
- Submission deadline
- Rectification period
- Anticipated ranking of proponents
- Anticipated short list presentations and interviews
- Anticipated contract negotiation period
- Anticipated execution of agreement
Attend briefing events and pre-bid meetings when they are offered. This will provide detailed knowledge of the opportunity you are bidding for.
Know your deadlines for submitting a bid. Your submission must be submitted and received by the City by the deadline clearly identified within the competition documents. The City will not accept late submissions.
Request a debrief. Whether you are successful or unsuccessful, the debrief provides a better understanding of where improvements can be made for the next submission.