There are specific formats of tender documentation that the government can choose to use when inviting businesses to bid for government contract.

Documentation that is most commonly used are either:

While documentation is often similar, each tender will have different information that you need to note and complete. Documentation will normally include:

Process rules and instructions that relate to how the tender will be run.

Agencies will provide you with the information about the tender process which will often include the:

  • details of any briefing sessions
  • deadline and location for lodging your bid
  • format your bid must be submitted in
  • conditions for participation (the bid rules)
  • evaluation criteria
  • contact person for queries

Examples

Request for Quote template (PDF, 489.2 KB)

Part A- Invitation to Supply (ITS)- Process guideline  (PDF, 465.8 KB)

Part A- Expression of Interest (EOI)- Process guideline  (PDF, 425.5 KB)

Tips

  • Attend Industry briefings. Theses provide an opportunity to engage directly with the buying agency organisation and increase your understanding of the tender requirements or processes
  • Read all the information provided. Most tenders come with strict time limits. You must submit your bid by the method, closing time and date stated
  • Pay attention to the evaluation criteria. These will be used to assess your bid and will give you an indication on what areas your response should focus on
  • When in doubt, ask questions- you will be provided with a key contact person to direct all queries through the process
  • Submitting a quote does not guarantee a contract

The specification describes the goods or services that the agency is buying. It is a statement of needs and a description of the procurement and should describe the outcome the agency is aiming to achieve.

This usually contains information about

  • the nature and scope of work
  • the deliverables or expected outcomes
  • any need for training, support, or maintenance
  • any technical requirements that may be needed
  • timeframes for delivery

Examples

Request for Quote template (PDF, 489.2 KB)

Part B- EOI & ITS- Specification template (PDF, 299.8 KB)

Tips

  • Pay attention to any mandatory criteria. These describe the minimum standards that are essential. Bids that fail to meet one or partially meet any of the mandatory criteria do not proceed in an evaluation
  • Understand the requirements. Make sure you what is detailed in the specification and ask questions if you you are unclear.
  • Consider how you're business can best meet our requirements. Sometimes there may be a requirement that you cannot deliver or provide. Resist the temptation to include a response that indicates you can deliver (when you can’t) and instead offer alternatives that may go part of the way to meet the requirements

A draft contract is included to allow you to understand the requirements of the agency and the terms and conditions under which the requirements will be delivered.

The Government has developed a suite of standard template contracts with terms and conditions that are simple and fair to both parties.

Find out more about government contracts

Examples

Go to government contracts

Tips

  • Read the contract. You may be required to indicate your willingness to comply with the draft contract as part of your bid. Where you wish to negotiate changes to the contract, outline your reasoning and provide an alternative.

This is the section you need to complete for you bid. You will likely need to provide details of your:

  • business contacts
  • the location of the workforce that will deliver the requirements contract
  • insurances
  • subcontractors or partnership/consortia arrangements
  • ability to deliver the requirements or proposal of how you will deliver outcomes
  • previous experience in work of a similar nature
  • price

Examples

Request for Quote template (PDF, 489.2 KB)

Part C- Expression of Interest (EOI)- Supplier response form  (PDF, 444.5 KB)

Part D- Invitation to Supply (ITS)- Supplier response form (PDF, 321.4 KB)

Tips

  • Check that your bid easy to read and follow.
  • Ensure your bid has addressed all the criteria. When responding to criteria, you have the opportunity to show how your goods or services are different from those offered by your competitors, and to demonstrate any key advantages or features that your goods or services provide.
  • Put your best offer forward first. There may not always be an opportunity to improve your bid.
  • Carefully consider each specific requirement. Consider how your business could deliver against each of these requirements.
  • Provide relevant documentation. It’s not just about ‘what’ you write, it’s also about ensuring you supply correct and relevant documentation to support your bid.