Tender Tip: The Value of Questions

Questions are designed to be asked by one party and answered by another. In the context of a bid process, this simple dynamic carries immense weight. Asking the right questions and providing clear, accurate answers can be the difference between a winning proposal and one that falls short.

For bidders, asking questions is a strategic tool. It’s an opportunity to clarify requirements, probe for nuances, and uncover critical information that might not be explicit in the tender documents. Well-crafted questions demonstrate diligence, understanding, and commitment to delivering a solution that meets the client’s needs. Moreover, they help avoid missteps, ensuring the bid aligns precisely with expectations.

Many of the teachers and bosses that I’ve had have told me the simple adage that ‘there are no stupid questions’.  Even then, I know that many companies don’t ask questions during bid processes because they fear buyers rolling their eyes in exasperation, when the reality is that they want as many high quality, compliant bids as possible to make sure they get the right provider for their needs, and the clarifications process is an integral part of this.

On the other hand, the responsibility of answering questions in a bid process lies with the buyer or tendering authority. Providing thoughtful, accurate responses ensures that bidders fully understand the scope and context of the project. Ambiguous or incomplete answers can lead to confusion, misaligned proposals, and potentially even project delays or cost overruns. A clear response helps build trust and fosters a more competitive and equitable bidding environment.

Again, I’ve seen some clearly annoyed responses from procurement personnel when asked questions regarding information that has already been provided within a bid pack. I would counter this by imploring authorities to remember that many sets of tender documentation can be quite daunting and complex, particularly in the eyes of small businesses, and it can be difficult to find key bits of information even after thorough reviews.

The interplay between questions and answers shapes the bid process into a collaborative dialogue rather than a one-sided transaction. Buyers benefit from receiving well-informed, innovative proposals, while bidders gain confidence that their efforts align with client expectations.

Ultimately, the value of questions lies not just in the information exchanged but in the relationships they build and the clarity they foster. By asking the right questions and answering them effectively, both parties contribute to a more transparent, efficient, and successful bidding process.

So bidders – put your hand in the air!!!