Guide to Bidding & Tendering Process for Project Management

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Key takeaways

  • The bidding and tendering process in project management involves soliciting bids from different service providers or submitting bids to secure the right to complete a project.
  • The main types of bids include request for proposal, request for quotation, sealed bid, competitive bid, and online bid.
  • In the bidding and tendering process, project managers are either the bidding manager representing the parties interested in providing the service or the tender manager representing the organization seeking a vendor.

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The project tendering and bidding process is where organizations solicit bids from service providers or submit bids to win the right to complete a particular project. A well-organized tendering and bidding process is important for successful project management, as it helps companies find the most qualified service providers for the job at a competitive price.

In the construction industry alone, billions of dollars are at stake annually in project bids, highlighting the importance of precision and effectiveness in these processes. Project managers often play a central role in navigating the complexities of bidding and tendering, making sure that each project is awarded to the most capable contractor. Their expertise in seeking out candidates, managing timelines, budgets, and scopes is indispensable.

Read on to discover more about external projects and the intricate bidding and tendering process.

What is the Bidding and Tendering Process?

Bidding and tendering in project management is a process by which a business or organization invites third-party contractors to bid for a project through a document called a tender. Once an invitation to bid has been tendered, companies can submit a proposal in response, indicating their interest in the project. Businesses will then compare the submitted bids and accompanying proposals against specific criteria to identify the best provider or supplier for the project.

Why is the Bidding Process Important in Project Management?

When organizations lack the expertise or experience to meet a specific requirement of a project, it is more cost-effective and time-efficient to seek an outside contractor rather than train in-house staff. In cases like this, the bidding process is essential to ensure that organizations find the best fit for the job. This process is especially common in industries such as game development, construction, and marketing. 

Moreover, the bidding process ensures that specialty project managers with significant experience in a particular area or industry find work that’s appropriate for their interests and skills. For example, if a construction project manager is looking for construction-specific work, reviewing the details of an organization’s tender document can help them decide if the project matches their skill set and background. 

Here are some of the many reasons why bidding is vital in project management:

  • Helps project teams find the best and most qualified contractor for the job.
  • Lays the groundwork for an insightful discussion and sharing of opinions and comparisons on work methods and needs.
  • Clarifies budget, timing, and scope with third-party input.
  • Identifies necessary additions like software or hardware, promoting innovation.
  • Encourages fair competition and transparency among vendors.
  • Secures high-quality work at the best price.
  • Builds relationships with new vendors, keeping them on each other’s radar.
  • Ensures compliance with organizational policies, like requiring multiple bids.
  • Creates a well-documented contract aligning all parties on responsibilities and deliverables.

Prequalification of Contractors

Pre-qualifying contractors is an important step in the bidding process, especially when taking on new work with a team you have not worked with before. The prequalification process involves evaluating a contractor’s capabilities, financial stability, and past performance before allowing them to bid on or begin work. Here are some tips for conducting an effective contractor prequalification.

  • Prepare a comprehensive questionnaire. Create or customize a basic prequalification questionnaire to assess contractors based on uniform standards.
  • Do background checks. Verify a contractor’s financial health, safety record, and project experience by conducting a background check to rule out those with questionable history.
  • Set criteria. Set clear and consistent criteria for contractor selection, including insurance, licenses, safety records, and communication skills to make an informed decision.
  • Manage risk. Reduce the risk of hiring unqualified contractors and invite only those who meet your standards.

Public vs Private Bidding

The bidding process can be either public or private. Let’s look at the key differences between the two and why you might choose one over the other.

Public bidding

  • Strict legal frameworks govern public bidding processes to maintain fairness and openness.
  • The focus on transparency is heightened because public funds, particularly taxpayer money, are involved.
  • Public tenders often demand the submission of standardized documents and adherence to specific legal protocols.
  • Public bidding encourages fair competition between vendors, providing equal chances for all qualified suppliers.
  • This type of bidding facilitates the procurement of high-quality services or goods at competitive prices.
  • Public bidding guarantees that contracts are awarded to vendors who meet all qualifications and have the necessary expertise to deliver.

Private bidding

  • Private bidding allows for greater flexibility with fewer regulatory obligations and restrictions.
  • Innovation and strategic pricing play a larger role, as vendors often focus on differentiating themselves from competitors.
  • Private tenders tend to be less formal and involve shorter, more streamlined documentation compared to public ones.
  • Fewer regulatory barriers often lead to a more efficient and faster bidding process.
  • Private bidding enables vendors to offer customized solutions and more creative approaches to meet specific client needs.
  • Decisions and project implementation are generally quicker, thanks to reduced bureaucracy and a more agile approach.

Types of Bids

There are many different types of bids depending on the need and industry. Here are the five main kinds of bids to be aware of if you are a project manager who will be involved in the bidding and tendering process for a project.

Request for proposal (RFP)

A request for proposal or RFP asks vendors to submit detailed proposals, including technical solutions and pricing, for a specific project. Submit an RFP when the project requires creativity or when the exact approach is not yet defined to encourage innovation and evaluation.

Request for quotation (RFQ)

A request for quotation or RFQ is a project management term that refers to the document used to solicit vendor price quotes for a well-defined product or service. Use an RFQ for projects with clearly defined requirements for a fast and simplified process focusing on pricing.


Read more: RFI, RFP, RFQ: Understanding the Differences


Sealed bid

Sealed bids are a competitive bidding method where contractors submit their bids in sealed envelopes. These envelopes or electronic files submitted to an online portal stay unopened until a predetermined date and time when they are all opened together in a formal setting. This method guarantees confidentiality, as bidders are unaware of the contents of competing bids until the official opening, promoting a fair and transparent process.

A quick summary of how the bidding process involving sealed bids goes. Source: WallStreetMojo.

Competitive bid

​​The competitive bidding process invites multiple contractors to submit proposals for a project, each with an offer for the best terms and prices. Bids are evaluated based on set criteria like cost, quality, and delivery time, ensuring the most suitable contractor is chosen. This process promotes fair competition by giving all qualified contractors an equal opportunity to win. It encourages bidders to offer their best pricing and value, leading to cost savings. It also fosters innovation as contractors present unique solutions. By ensuring transparency and fairness, competitive bidding secures high-quality outcomes and optimal project performance.

Online bid

Online bidding platforms provide centralized, accessible spaces where contractors can submit bids from anywhere, at any time, removing geographical and time constraints. This encourages a wider pool of contractors, generating fair competition and the best pricing. They streamline the bidding process by automating tasks like bid submission, tracking, and evaluation, reducing administrative burdens and accelerating decision-making. Real-time updates and notifications keep all parties informed, ensuring transparency and minimizing miscommunication.

The Bidding Process

Step 1: Request for proposals

After an organization has decided to open the floor for bids on a particular project, it will issue an invitation for bid (IFB), a request for quotation (RFQ), or a request for proposal (RFP). While these terms are unique, they all serve the same purpose: to express interest in receiving bids for a project. From there, a tender manager prepares a more detailed package that contains all information about the project, issuing organization, and what types of skills and services they’re looking for. 

The package will include details about deadlines, expectations, specifications, supporting documents, as well as a list of requirements and supplementary information potential bidders should include in their bids. Depending on the type of bidding process the organization prefers for the project, the invitation to bid will be extended openly or to a limited number of applicants.

Step 2: Bid preparation and submission

Once the request for proposal has been issued, it’s up to interested parties to assemble their bid and submit it to the organization. During this time period, parties assemble to fully review the requested document and the project’s terms.

Before drafting a proposal of any kind in response, the team must first make sure that they understand the client’s needs and have the bandwidth and capability to deliver on those terms successfully. If the team determines that the project is a good fit for the deliverables and services they can provide, then they can begin assembling a project proposal.

After the proposal has been drafted, the team should take one final look at the document as a collective before sending it back to the client for their official review.

Step 3: Bid evaluation and selection

During the bid evaluation and screening process, the organization accepting bids reviews the various bids and project proposal submissions from outside contractors. While this process can take weeks or even months, it’s important to review each proposal thoroughly and carefully. After the organization reviews each proposal, they will select the vendor or vendors that they want to grant the project to.

Step 4: Contract negotiation

Once a vendor has been selected, they will negotiate back and forth with the hiring organization to establish the terms and conditions under which the partnership will be governed. During these negotiations, both parties may discuss the project timeline, compensation, access to resources, and more.

Step 5: Project delivery

The final step of the bidding and tendering process is project delivery. This phase marks the official beginning of project work and encompasses the entirety of the project lifecycle. At the conclusion of this phase, the client receives all of the key deliverables and project outcomes that were discussed in the planning phase.

What Types of Bid Processes Exist?

Open tendering

In an open tendering bid process, also called competitive bidding, an organization opens the floor for bids from any party, which can come from another organization, business, or even an individual in some cases. This type of bidding is highly competitive and often occurs when an organization wants to review a wide range of candidates for a project across a diverse talent pool at various price points.

Selective tendering

In a selective tendering bid process, the organization accepting bids preselects only a few top organizations or applicants to apply. This process makes the bidding pool smaller and typically only involves vendors that have a preexisting relationship with the organization (though this is not always the case).

Negotiated tendering

In a negotiated tendering bid process, a single vendor is preselected to complete the project. The selected vendor is typically a business with a notable track record in the industry or has previously established a relationship with the project owner. In this process, the vendor and the organization accepting bids go back and forth to negotiate the terms of the project and work contract.

What is the Bidding Process for Project Managers?

In the tendering and bidding process, project managers play either of two roles: as a tender manager or a bidding manager. Tender managers are project managers who act as representatives for the organization seeking a vendor. Bidding managers are the project managers who act as representatives for the parties interested in providing the service or product.

Free Project Proposal Templates and Examples

Many software solutions come with project proposal templates to help project managers get started quickly.

Simple project proposal template

Smartsheet’s simple project proposal template is easy to read and use, with clear labels on all sections. As it is not difficult to customize, this template can be used by all types of teams on a wide variety of projects.

Smartsheet project proposal template.

Construction proposal template

ProjectManager’s proposal template for construction project outlines everything the client needs to know and allows you to provide as much information as you can so you can better lay out what your organization has to offer.

ProjectManager proposal.

Easy-to-fill-out project proposal template

Jotform helps you save time and effort through a template that is easy to understand and fill out.

Jotform proposal.

FAQs

Choosing the appropriate bidding process for your project depends on its scope, the budget, and the timeline. For example, suppose you need to get to work quickly on a very tight timeline. In that case, it’s better to go with selective or negotiated tendering in order and examine a smaller pool of applicants who have a proven reputation; this way, decisions can be made faster. 

If you are looking to screen applicants for a longer-term project that requires numerous vendors and subcontractors, an open tendering process makes for a better option, as it allows you to pull from the widest and most diverse pool of candidates possible.

While it can be difficult to decide what bidding process is right for your unique project, it’s important to note that you can always open the floor up to an open tendering process if more selective screening methods fail.

The prequalification of contractors, preparing and issuing bid documents, receiving and evaluating bids, and awarding the contract are important steps in the bidding and tendering process. Each step has specific requirements and best practices that set the stage for a fair and transparent process.

To ensure fairness and compliance, follow a standardized process with clear criteria for bid evaluation, maintain transparency by documenting every stage, and use tools like sealed bids to keep bids confidential until the official opening.

Effective bid evaluation involves setting clear criteria based on cost, quality, and delivery time. Using a scoring system to assess bids objectively, gathering input from stakeholders, and conducting thorough background checks on bidders can lead to better selection and project outcomes.

Bottom Line

The bidding and tendering process helps organizations ensure that they are getting the best quality of service that they need to complete their project, making it a crucial part of project management. An effective bidding process allows for a more informed decision-making, as you are provided with all necessary information you need to determine which vendor could offer the service that aligns with your goals. Whichever bidding process you choose to follow, it is important you consider all factors that may affect the execution and the result of your project.

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