How to read a tender specification: rejection reasons and how to avoid them

A tender specification is the constitution of a tender: it defines the rules, expectations and grounds for elimination. A firm that cannot read the specification correctly is eliminated even if it offers the best price. In this article we cover the key points of reading a tender specification and the most common grounds for rejection.

The difference between administrative and technical specifications

The administrative specification governs participation conditions, qualification criteria, required documents and the evaluation method. The technical specification defines the features of the product or service to be procured. The two must be read together; if either is misunderstood, the bid is flawed from the start.

1. Check the qualification criteria first

If you do not meet criteria such as work experience, economic standing and capacity, preparing a bid is a waste of time. Starting to read the specification from these criteria lets you eliminate unsuitable tenders early.

2. Turn the required documents into a list

Compile all documents, scattered through the specification, into a single checklist. Make sure each document is current, in the correct format and signed. The most common rejection is due to a missing document.

3. Match the technical features exactly

A bid below or above the features stated in the technical specification can be rejected on the grounds of “non-compliance”. The proposed product/service must fully meet the required features.

4. Do not overlook penalty and delivery terms

Delivery time, late-delivery penalties and acceptance conditions directly affect the profitability of the job. Always assess these clauses before pricing; heavy penalty terms can make an attractive-looking job risky.

The most common grounds for rejection

In practice, the most frequent grounds for elimination are: missing or outdated documents, an incorrectly completed bid letter, a missing bid bond, non-compliance with the technical specification, and missing the deadline. All of these can be prevented with careful reading and meticulous file management.

Let us read the specification for you

At Tuvti Supply we prepare complete files that comply with tender legislation and match the technical and administrative specifications exactly, preventing rejection due to omissions or errors. For details, get in touch with us.