Fundamentally, a tender is a bidding process applied by both public and private institutions for procurement or large projects. It is a transactional model where companies, government bodies, organisations and NGOs select suppliers and contractors most suited to take on specific projects or to supply materials. Prospective suppliers and contractors submit a tender in response to an invitation to tender, making an offer for the goods and services provided potentially.
What is Tender JKR?
Jabatan Kerja Raya (JKR) Selangor, previously known as the Public Works Department, is the oldest government division in Malaysia. It was established under the British colonial ruling and has contributed to the massive construction of our roads. Since then, they have expanded rapidly and continued their devotion to the development of our country by providing infrastructure and public facilities.
To participate in tender or procurement activities of JKR, companies must have a contractor license with the Ministry of Finance (MOF) or the Construction Industry Development Board of Malaysia (CIDB). Without a registered license, contractors will not be qualified to partake in any work that includes tenders or quotations from the Selangor State Government.
The purpose of these requirements is to certify that contractors bear the essential skills, integrity and experience to accomplish the projects they are hired to do.
According to the JKR Standard Specifications (2014), the appropriate contents of a tender document should include the following:
- PWD Form of Contract
- Form of Tender
- Letter of Acceptance of Tender
- Contract Drawings
- Summary of Tender
- Schedule of Rates
- A copy of agreement to terms and conditions
- Delivery and Objection Period
- Other relevant documents
For tender opportunities, you can access the JKR tender portal at http://jkr.selangor.gov.my/portal/public/arkibtender/2020 and prepare the necessary documents as stated. You can also register with the MOF and find out about registration fees at www.eperolehan.gov.my.
How to Prepare for Tender?
There are a few requisite elements in the tender process as well as how you can prepare your tender for the win, which entails strategic copywriting and honourable company image.
The first course of action in the tender process is the same as any other procedure—planning. Ministries and agencies are required to plan for procurement. The type of procurement or necessary materials should be determined. Then, a process chart is to be drawn out along with a schedule, followed by a review of the financial allocation. It is also required to conduct a market study and identify the registration field code.
Specifications refer to substantially detailed accounts of the required material and work, so that bidders can form a clear idea on what is expected. It can range from performance specifications, where further design work is to be completed; to prescriptive specifications, where the desired design has been completed. With a performance specification, suppliers have more room for innovation and cost-effective work methods. They are typically used for clear-cut projects or renowned building types. Comparatively, prescriptive specifications are used for more complex buildings.
These specifications make the tender smoother for contractors to price and for client companies to compare different tenderers.
So, how can one ensure that their tender is the winning bid? Let’s take a look at some tips you can implement to impress your clientele and up your winning rates:
Follow the Instructions Carefully
Make sure to read the Invitation to Tender document carefully. Tenders consist of response forms with strict word limits and questions geared towards finding the most fitting responders. Following the instructions thoroughly is imperative in writing a compelling and concise tender. Think about what your client wishes to see in your response and directly address their needs.
You should also add visuals where they may concern to further convey the idea, like diagrams, illustrations and graphs.
Understanding Tender Requirements
Tenders can be quite confusing, with its plethora of technical information. Therefore, it is essential that you understand the specifications of the required goods and services, and whether or not you’re confident in delivering them. If there’s something that needs clarification, don’t hesitate to ask questions through the tender portals.
Don’t Assume the Client Knows About Your Business
You may be a well-known company, but your customer may only evaluate you based on your tender submission. However, an excellent company profile can set you apart from the rest in the events that your potential client does search you up. Not only should your tender be impressive, but so should your company website and presentation. This is where good copywriting comes in.
Don’t promise what you can’t deliver. It can prove detrimental to your business in the long run if you win a contract that sets you up for failure.
Include Relevant Examples and References
You can include references to previous projects in tenders to demonstrate your capability. This credibility will likely score you bonus points!
Get a Fresh Perspective
Writing tenders can be tedious and time-consuming. You will be live and breathe it (just like how we are with the topic of tender right now). It can result in numbness to what you’re trying to convey in the many documents, so it can be helpful to have someone uninvolved in the process to check that your responses make sense and answer the questions accurately.
Research on Prospective Clients
To get a clearer picture of what your prospective client is seeking, you can conduct your own research to gain more insight into the company. For example, what their market, organisation and affairs are. It helps to form networks at industry events and LinkedIn as well since a good existing relationship with your client’s company provides a strong advantage.
Proofread Your Tender
Another vital aspect is to check your tender for spelling and grammatical errors before submitting it. Take the time to proofread and read them aloud so you know which sections need to be revised. If you’re not confident about this step, you can hire a savvy editor or writer.
Design and Aesthetics
Sometimes, you may be asked to submit particular materials with your tender, such as a cover letter, title page and so on. Your designs matter more than you think. A good company logo, letterhead and other aesthetics can make you appear more professional.
Don’t Miss the Deadline!
Lastly, you should always submit your tender early and allow extra timeframe for unforeseen delays, like network errors through online submission.
Walk Production offers a number of services that can be beneficial to your tender process! We provide significant assistance in creating a strong brand image for your company, complete with a well-rounded corporate identity, outstanding company profile, logo designs and more. Aside from that, we offer excellent error-free copywriting expertise and editorial services, which can be of great use for revision of your tenders or even the development of your responses.
Previously, XPERT Engineering collaborated with Walk Production to build more compelling brand awareness. Their online presence failed to appear on the radar despite major online marketing investments. Consequently, our strategy was to conduct on-page SEO (search engine optimisation) for relevant links to rank higher on Google. We also designed a professional company profile integrated with a clean, modern layout, striking visuals, exemplary copywriting and other features tailored to their needs.
Quality content, digital marketing and a memorable brand image can go a long way in helping you discover success. Find out more about the services provided by Walk Production here!