Tender Writing Insights: Managing Online Tender Portals

Recently, some of the Win That Bid team completed a large and complex bid involving the public sector portal ‘Bravo’. There are hundreds of online procurement portals around all with their own language and foibles. However, there are some basic principles that can help you when, with that deadline looming, you find yourself wrestling desperately trying to submit your online tender.

Access

Know your login details and ensure you have the correct level of user access

Having spent weeks or months with your head buried in the tender writing documentation, the time has arrived to upload your submission. And if you’ve forgotten your login details or do not have a sufficient level of access let’s hope you haven’t realised this too late i.e. out of working hours, during busy periods or just prior to the deadline. Online help will only get you so far so if it’s a human being you need to speak to then make sure you do so in advance.

Utilise quieter periods

Early mornings, late nights, weekends and Bank Holidays are ideal

The majority of your competitors will leave their tender writing and submission to the last minute. The risk here is that the portal will time out due to the sheer volume of documents being uploaded. The Win That Bid team who worked on this latest bid submitted documents as they were completed, and in some cases as far as two weeks in advance. They also made use of early mornings, late nights and the Easter holidays.

Upload larger documents first

Larger documents take longer

As larger documents take longer to upload start with them first. This is especially the case with heavy document based tender portals such as Bravo that may not have a limit on the amount of tender documents you are allowed to submit.

Save, save, check, check again and save

Don’t get timed out or caught out

Tender portals will usually time out after 15 minutes of being dormant. Make sure to hit save as soon as you’ve uploaded your latest documents.

Once you have finished uploading go back and check all questions have been answered and all documents have been uploaded. Often you can print the documents list from the portal and more than often you will find there is at least one document missing. Never assume a document has saved.

And if it’s all too much outsource your tender writing, bid and document management to the 2am wrestling experts at Win That Bid.

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