What is a tender?

Tendering is a formal process where businesses are invited to bid for contracts from public or private sector organisations. A tender notice is published via one of the contract opportunity websites, e.g. Contracts Finder, for potential suppliers to apply. The process is designed to be fair and transparent to ensure contracts are not awarded unfairly.

There are several contract opportunity websites that publish a range of current and future contracts. You can search for the latest opportunities based on industry, location and value. For global tender opportunities, visit the Openopps or TED sites.

• Contracts Finder  
• East Midlands Source   
• Bidstats 
• Openopps 
• TED (tenders electronic daily)  

Tender Portals

Tender portals are designed to make the tendering process more efficient and gather all the information in one place online. You will find each contract has its own dedicated section in the portal where you express an interest, download the documents, ask clarification questions and submit your tender. Each portal is different, some are fairly easy to follow while others can take a while to grasp. Some of the most common tender portals are:

• ProContract (Proactis)
• Bravo Solution
• DELTA eSourcing
• In-Tend
• MultiQuote

If you find a tender opportunity you wish to apply for, get in touch with the RIFS team. The University is registered with several portals and we can create a username or account for you and guide you through the portal process.

Tendering Tips

• There is often a short turnaround to submit a tender, be sure to check the deadline.
• Start the Pure Award Management  process to obtain internal approval.
• A tender can be awarded within a couple of days or weeks and the project expected to start within a month of the tender deadline date.
• Allow sufficient time to work with your faculty accountant and the research support officers. It is unlikely the tender documents will include typical research costing (fEC, indirect costs/estates, etc) and you will find the financial guidance less detailed than a research grant.
• Engage with the buyer and ask questions. All Q&As will be available for everyone to see (published anonymously) to ensure the tendering process is fair and equal.
• Supplier questionnaires are essentially questions about the University. If you have a subcontractor, they will also be required to complete a supplier questionnaire. Act quickly as you may need to gather information from multiple areas.
• Research the buyer to understand what the buyer is looking for and tailor your response around this.
• Prepare your tender response – show that you have the skills and experience to fulfil the tender through evidence, show the benefits you can bring and where you can add value.
• Submit before the deadline. The portal will close at the time and date stipulated in the tender notice.

Once submitted, your tender will be scored and evaluated. Hopefully you will be successful but if not, be sure to request feedback from the buyer, do an internal debrief, and notify the RIFS team. The RIFS team can work with you to improve on the tender for future submissions.