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In facilitating the evaluation of numerous Tenders, Expressions Of Interest (EOI), and Requests For Proposal (RFP) documents, it seems that, regardless of the service or product sought, the same common mistakes are made by the submitting organisations.

This list of ten tips may seem very simple; it is based on observations of some of the most common pitfalls noticed, time and time again. By following these simple points, organisations and individuals may submit a far more attractive document, in both presentation and content. This may make the winning difference.

1. The basics.
Number your pages, use spell-check and then do a

separate grammar check Also, number sections within your document and use clear headings. Provide an index or a section divider to ensure the evaluating panel can find things easily in your document, if it is large. Get someone who did not write it, to proof read it for clarity, spelling, grammar and "flow", especially when information has been 'cut and pasted' from other sources. Poor grammar, obvious spelling mistakes, and a "hard to read" document are signals to the evaluation panel of an organisation that can't communicate effectively.

2. Use the headings provided.
Fit your information into the headings/sections as provided. Do not use your own format unless asked or no other structure is provided.

3. Provide a solution.
Think bigger picture (i.e. what is the problem they want resolved?) and offer value-added solutions to that problem. Show a willingness to be flexible and responsive to changing needs.

4. Think partnership.
The emphasis here is on a willingness to build and maintain a relationship. Describe how you see the relationship growing and what methods you will use to develop a relationship that is mutually beneficial to both parties. It may be appropriate to outline how you intend to resolve any differences, maintain communication, key accountabilities and build a partnership based on shared values.

5. Price is NOT the issue.
Generally speaking, major organisations have already determined a budget for the work required. If you compete solely on price, you will not win. (The exception is when it is clearly stated as a 'lowest price conforming' tender). If it is an REOI or RFP, then price is not generally the issue. Offering a workable and cost-effective solution to their problem or requirement is the key.

6. If the criteria for evaluation and or weightings are available, use them to determine where to proportionally focus your document.
If the criteria "proposed methodology" is weighted 30% of the evaluation, then ensure your "proposed methodology" comprises approximately 30% of your document content.

7. Be punctual.
If the closing date / time for documents is no later than 2pm on Tuesday, then do not drop it off at 5 minutes past 2pm. It will not be accepted in most cases. Traffic jams / car breakdowns / slow couriers are not excuses for lateness. Get your document it in at least a day early if possible. Many people fail to understand how important this is and assume that 5 minutes late is ok.