As technology advances, most government buyers are now accepting bids and RFP responses online. Online bid submission has been a great way for suppliers to quickly submit their responses to buyers. Plus, with automated tools, buyers can canvass and evaluate the results faster after bid opening.
Online bid submission is a great time-saving tool. But even with the convenience of the technology, there are some limitations and technical issues can occur at any time. If you are a supplier who has been submitting bids online or is new to electronic bidding, take note of these common mistakes to avoid and follow best practices. Note that these best practices can also be applied to physical bid submissions.
Review All Documents, including Addenda
The first common mistake suppliers make is not reviewing all relevant documents. Sometimes, suppliers miss addenda which can include important updates such as answers to questions, closing date changes, and specification changes. The best practice is always to check the solicitation notice for any updates before submitting your response.
On Bidnet Direct, you can follow a solicitation to easily track any updates and get notified of these updates via email, keeping you up to date without having to check the website daily.
Submitting Electronic Bid Response Early
Another common mistake suppliers make is submitting their bids right before the closing time. Although electronic bid submission is a convenient way to submit bid proposals, technical issues may arise at any time. Suppliers must remember that the closing date and time are final unless extended by the buyer with an addendum. So don’t let yourself get into the unfortunate situation of a technical issue occurring right before the deadline and you are unable to submit on time. We have vendor tips on how to submit bids early that you can review.
Registered suppliers on Bidnet Direct can easily be reminded of how much time is left to submit a bid proposal with the countdown clock on the solicitation notice page. Another way is to follow the solicitation and add it to your Dashboard. This way you will have a copy of the solicitation in your profile.
Proofreading the Bid Proposal or RFP Response
One crucial mistake a supplier can make is not reviewing and proofreading their bid proposal or RFP response before submitting it. Here are some best practices you can follow for each type of response. For a formal or informal bid proposal, make sure you double-check the price and that the attached documents have accurate information about your business.
Since an RFP response tends to be longer, take your time to review the quality of your response. Make sure it is aligned to what the buyer is asking, is well-structured, but is also simplistic. We have 5 tips for submitting a winning RFP response o guide you on having a strong RFP response.
Bidnet Direct’s Electronic Bid Submission
On Bidnet Direct, when applicable, registered suppliers can submit bids through the platform’s Electronic Bid Submission feature. Some buyers only accept bids and RFP responses through the Bidnet Direct platform. The Electronic Bid Submission feature has a very easy-to-use interface, plus a wizard to guide you through the process. The feature also allows buyers to securely collect the responses. The bids are locked and cannot be opened by buyers until the closing date and time, which allows a fair and timely bidding process.
Keep These in Mind
While online bid submission allows a convenient way for buyers and suppliers to communicate, following the best practices can help both sides experience a smooth bidding process. So, keep in mind to:
- Always read all the related documents and make sure you don’t miss any addenda
- Submit your bid and RFP response a couple of days before the deadline
- Proofread your response and make sure it is a strong and winning bid
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