Mapping Tendering Procedures from A to Z

The construction sector is impossible without tenders. All the potential clients are searching for their best-matching performers through tendering procedures. At the same time, trusted and reputable contractors have their portfolios and prepare attractive invites for new customers to cooperate with. This is only the starting point of the tendering process.

Before the bid invite, the performer should pay attention to the collection of data and forming estimating reports. All the financial forecasts and scheduling lead to a deep understanding of your possibilities as the contractor. That is why the most suitable way to become the top candidate among other tender participants is to use construction cost estimating software.

Mapping Tendering

All the costing, estimating, and bid-driven processes are automated, so the risk of errors and inaccurate forecasts can ruin your desired profit margins. The more manual work you leave for reporting; the more likely some imperfections in the estimates can take place. Virtual tendering is one more modern option for contractors and clients to skip paperwork routines (digital tools contain automated templates for e-letters to send and have online communication with all the parties).

How Does the Tender Mapping Take Place in Construction?

The process starts with the definition of the main parties in the tender. For example, the client initiates the tendering procedure and waits for the offers from the contractors. The bid offers to appear in the database but before this stage takes place, other arrangements should be performed by the participants:

  1. Preparation of the documents and the brief (contractors + clients). This way the customer informs participants of the tending procedure about his/her expectations. In the same way, the contractors get ready with their appraisal and design briefs – two key reports that are considered during the tender.
  2. In parallel, the business justification procedures and delivery strategy processing take place. This paperwork with the arrangements from the legal side should be undertaken before the concept design is discussed.
  3. When the concept design is ready, the first meeting with the potential contractors can be arranged by the client. D&B is possible at this stage as well. Additionally, timing arrangements begin at this point (single-stage, two-stage, negotiated).
  4. The developed design initiates the middle-level stage of the tendering process. D&B is possible at this point as well. Then, the technical design development stage takes place. To discuss the results of the concept, design, and technical reporting, the two-stage negotiation is initiated by the potential client.
  5. Then, the detailed design should be approved by the client. It can be done during the presentation and the two-stage negotiations mentioned above.

The procurement stage takes place finally. It can cover not only discussion on costs, financial forecasts, and scheduling. The range of documents and preparations should include project specifications, tender documentation, and tender action. Finally, the tender mapping is ended with the investment decision and the bid offer approval.

Final Word

The tender mapping is a rather long and complicated process for all the parties. But if you understand the sequence of all the stages, it is possible to get ready for them. For example, you can divide the tendering process into appraisal, briefing, designing, technical design development, and negotiations.

Additionally, you need to prepare all the reports, permits, presentations, and other tender documentation. The most optimal solution to make the tendering process hassle-free is to automate it. Use special-purpose software with templates, estimating, costing, and bidding properties to avoid inaccuracies and speed up your high-profit contract signing.

Most construction contractors have already switched to tendering digital tools. Find one that meets your expectations and simplify all the routine tasks concerning the tender for your dedicated team.

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