Writing a Tender Form involves creating a formal document that allows suppliers or contractors to submit proposals for goods, services, or work based on a set of specified requirements. Below is a step-by-step guide on how to write a Tender Form:

1. Title and Introduction

• Title: Clearly state that this is a “Tender Form.”
• Introduction: Briefly explain the purpose of the tender. Include a description of the goods, services, or works being tendered for, and mention who is inviting the tender (the buyer, organization, or agency).

Example:

Tender Form for [Goods/Services/Works]
Issued by: [Organization Name]
Date: [Issue Date]
Tender Submission Deadline: [Date]

2. Tender Number and Reference

• Provide a unique tender number or reference for identification purposes. This helps in tracking the tender.

Example:

Tender No.: [Tender Number]

3. Scope of Work / Requirements

• Detail the scope of work or the specifications of the goods/services that are being requested. This section should cover:
  • What is being procured (e.g., construction work, software, materials)
  • Quantities, quality, and standards
  • Timelines (if applicable)
  • Delivery or performance requirements

Example:

Scope of Work: The tender is for the supply of [product/service] as described below:

• [Description of goods/services]
• [Quantity, dimensions, or measurements]
• [Standards or certifications required]

4. Eligibility Criteria

• Specify any conditions that a bidder must meet to be considered eligible to submit a proposal. This might include:
  • Financial stability or minimum turnover requirements
  • Previous experience with similar projects
  • Specific certifications or licenses

Example:

Eligibility Criteria:

• The bidder must have at least [X] years of experience in [relevant field].
• Must provide proof of [specific certification/license].
• Must have an annual turnover of at least [$X].

5. Bid Submission Requirements

• Provide clear instructions on how bidders should submit their proposals, including:
  • Submission format (paper/electronic)
  • Number of copies required (if applicable)
  • Specific documents to include (e.g., financial proposal, technical proposal, proof of insurance)
  • Any mandatory forms or documents (e.g., compliance certificates)

Example:

Tender Submission Requirements:

• Submit [X] copies of the tender proposal.
• Include the following documents:
  • Completed Tender Form
  • Technical Proposal
  • Financial Proposal
  • Proof of Eligibility

6. Tender Evaluation Criteria

• State how the tenders will be evaluated and the criteria used in the selection process. This may include:
  • Price
  • Quality of goods or services
  • Delivery timeframes
  • Vendor experience

Example:

Evaluation Criteria: Tenders will be evaluated based on the following:

• Price (X%)
• Quality/Specifications (X%)
• Delivery Timeline (X%)
• Experience and References (X%)

7. Deadline for Submission

• Specify the exact date and time by which the tender must be submitted. It is important to highlight that any tenders received after the deadline will not be considered.

Example:

Tender Submission Deadline: All tenders must be submitted by [date] at [time]. Late submissions will not be accepted.

8. Terms and Conditions

• Outline any terms and conditions related to the tender process. These could cover:
  • Validity period of the tender (e.g., how long the bid is valid for)
  • Confidentiality clauses
  • The right to reject any or all bids
  • How disputes will be handled

Example:

Terms and Conditions:

• All tenders must remain valid for [X] days from the submission deadline.
• [Organization Name] reserves the right to reject any or all tenders.
• Tender documents and all related information are confidential.

9. Tender Form Fields

• Include a section with fields for the bidder to fill out. This usually includes:
  • Bidder’s name and contact information
  • Price proposal or cost breakdown
  • Signature and date
  • Acknowledgement of terms and conditions

Example:

Tender Submission Form
Bidder’s Name: ________________________________
Company Name: ________________________________
Address: ______________________________________
Phone Number: ________________________________
Email Address: ________________________________
Tender Price: $ ________________________________
Delivery Timeline: ______________________________
Signature: ________________________________
Date: ________________________________
Acknowledgement: I acknowledge that I have read and understood all the terms and conditions of this tender.

10. Contact Information

• Provide details for the bidder to reach out for any queries or clarifications related to the tender.

Example:

Contact Information for Queries:
Name: [Contact Person]
Email: [Email Address]
Phone: [Phone Number]

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Final Considerations:

• Clarity and Precision: Be clear and precise in every section to avoid ambiguity.
• Legal Compliance: Ensure the tender form complies with local laws and regulations.
• Easy to Understand: Make the form user-friendly and easy to navigate for bidders.

By following these steps, you can create a comprehensive and clear tender form that will help you receive competitive and well-organized bids.