Three locations, two conflicting assumptions
A service company is processing a tender for three office locations. The sales team creates a joint support concept. The pricing assumes one monthly on-site visit per location.
However, the concept promises weekly on-site quality meetings. At the same time, an attachment contains an additional reporting obligation that no one has considered so far.
By checking against the requirements matrix, both points are identified before approval. The team reviews the actual requirements, coordinates support and control frequency, and adjusts the pricing accordingly.
The example shows: completeness also means that all offer components are based on the same assumptions.
Track bidder questions and new documents centrally
Unclear requirements should be clarified using the communication channel provided in the procedure. Internal assumptions are not a reliable basis for an offer.
For each open question, brief documentation is recommended:
- affected source,
- specific uncertainty,
- impact on price or service,
- responsible person,
- planned submission deadline,
- published answer,
- resulting adjustment.
New answers or document versions must then be incorporated into the matrix, pricing, and concept. A central person should monitor whether all affected processors have been informed.
Old files should be clearly marked and moved to an archive. In the active offer folder, it should be clearly identifiable which version is valid.
Do not rely on a later request for additional information
Missing documents cannot be submitted at will. For procedures under the VgV, § 56 VgV describes the possibilities and limitations of requesting additional information. The contracting authority may also state that it will not request any additional documents. Additional restrictions apply to certain service-related documents.
For organization, this leads to a clear working rule: The offer is checked for the required completeness before submission. A possible request for additional information is not planned as a substitute for internal quality control.
If there is uncertainty about the admissibility of an addition or deviation, legal advice should be sought.
Structure the final approval
Before submission, a review by a second person is recommended. At least four areas are considered:
Completeness
Are all required documents and information present?
Consistency
Do prices, quantities, service commitments, and deadlines match?
Form
Are the required forms and submission guidelines followed?
Feasibility
Can the operational organization actually deliver the offered service?
The approved version should then be clearly marked. Subsequent changes require a re-review of the affected components.
Tender management with ELB Services
ELB Services supports companies with tender and offer management, pricing, presentation, and bidder meetings. These services are part of the offer in the area of Sales and Business Development .
A collaboration can include the structuring of documents, the creation of a requirements matrix, the coordination of processors, and the commercial reconciliation of the offer components. The specific scope depends on the procedure, the task, and existing internal resources.
Process your next tender in a structured manner.
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