Tender: what it is and how to participate


tender is a competitive procedure that allows companies to submit competitive bids to win a contract. It is a process in which the participating companies compete for the possibility of supplying goods or services to a public or private entity.


The winner of the tender is the one that offers the most convenient offer and respects the conditions set by the commissioning body. Thus, it is an effective way for small and medium-sized enterprises to expand their business through tender awarding.

How to apply and how the assessment works

Applying for a tender requires commitment and organization. The first step is to carefully read the call for tenders and all the attached documents, in order to fully understand the conditions and obligations required. Once you’ve identified the right opportunity, it’s important to prepare a detailed plan on how to approach the competition. You must collect all the information necessary to fill out the registration form and present your offer in the best possible way. The documentation to be sent must be accurate and complete, with evidence of compliance with all the requirements set out in the announcement. Furthermore, it is essential to scrupulously respect the deadlines indicated in order not to incur delays or penalties administrative.

The evaluation of the participants in a public tender involves the analysis of the criteria established in the tender notice. These criteria may vary according to the type of work to be carried out, but normally involve analyzing the quality, quantity and effectiveness with which the participants have responded to the requirements set by the contracting authority. For example, the economic-financial and technical-organizational capacity can be a determining factor in deciding the winner of the tender. Furthermore, the tenders presented must contain all the elements required in the notice as well as all the required documents. In the end, it will be the Commission contractor who will proceed to the final evaluation of the offers presented, on the basis of the criteria indicated in the announcement itself.


Winning the tender, some advice

Winning a tender can be tricky, as there is fierce competition between so many people. To be successful, it is essential to prepare well before submitting the application by carrying out preliminary research on the organization that launched the call in order to understand what its needs are and how best to meet them. You should also go beyond the minimum requirements and emphasize your skills and experience.


When submitting your offer, you need to demonstrate your capabilities clearly and convincingly, providing relevant data to demonstrate how you are the best candidate for the position in question. Being professional , honest, and humble in the decision-making process can also increase your chances of winning a tender.

How to choose the most suitable tender

When it comes to choosing the most suitable tender , it is essential to carefully examine all documents related to the tender. You need to take note of the deadline date , the minimum requirements that must be met to participate in the tender, the procedures that will be followed during the evaluation and management of the contract, the type of contract offered and any constraints or restrictions that apply.


Furthermore, an auctioneer may also require prospective participants to submit a sophisticated descriptive document relating to products or services specifically requested in the tender. This documentation will need to be accurate and precise and it is important to ensure that they meet all of the auctioneer’s criteria. For more information on how to proceed with the selection of the best possible tender, it is always advisable to consult the body responsible for managing the tender before proceeding with sending the application.

Disadvantages and risks of tenders

Tenders, both public and private, have numerous advantages and opportunities for the companies that participate in them. However, some aspects may constitute a significant risk and must therefore be taken into consideration before proceeding with participation. The main disadvantages are: 

  • the high competition; 
  • the need to provide services at the lowest possible prices; 
  • the delay in receiving payments;
  • the non-compliance by the other competitors. 

Furthermore, calls for tenders often impose very stringent technical requirements or require detailed documentation which involves a considerable commitment in terms of time and energy. Therefore, it is important to carefully evaluate all aspects before proceeding with the application for a tender.


What are the alternatives to tenders?

There are several possibilities for companies who do not want to participate in a tender or who wish to consider other modalities. For example, direct bidding is the simplest method: it involves sending your offer to the organizer directly, without going through the bidding process.

Alternatively, there are also advance offers , where participants submit their documents and information to the organizer in advance before the official procedure. Finally, private contracts can also be a valid and convenient alternative, especially if only a few subjects are involved.


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