Information Technology (IT) tenders are similar in structure to engineering or other technical fields that require highly specialised knowledge and skillsets.

From personal experience, IT tenders are handled by IT professionals with assistance from bid writers as required. IT bid managers in particular also need to be comfortable providing pricing alongside formulating the actual response.

Let’s get straight in to it.

Tender Form

As per my other tender guides, IT tenders will require the following:

  • Company name
  • Company details (location, contact details)
  • Representative details

It’s wise to have all this information close at hand whenever completing a tender.

Software/Hardware/Platform Description

One of the most important things in an IT tender is the ability to clearly explain what exactly you’re providing in response to the client’s requirements.

In other words, how does your solution resolve the client’s main problem?

A bid writer is important here as they can act as a layperson and be used as a sounding board as to whether the bid is clearly explained and understandable to a non-IT audience. You must assume that the evaluators will not all be IT professionals.

One of the frustrations of IT itself is having to often explain what their solutions do and how it either ties to making a company’s life easier or better yet, how it either makes or saves money.

Specifications/Technical Documents

With technical tenders, specifically IT and engineering, all initial Scope of Work documents tend to be numerous and converted in to a zip format for convenient distribution.

While as a bid writer, I am no expert, I have often asked IT and engineering professionals I’ve worked with to give me a brief rundown of what services or products are being asked. A layperson’s perspective is important. It is always best to assume that the evaluation panel will not be solely comprised of experts. By using myself as a test subject, if it is difficult for a technical specialist to make me understand what is required, it will be tough for them to convey that same information throughout the bid.

Solution Delivery Documents

While there may be other names for this set of documents, solution delivery is focused on providing all details for your actual IT solution. It could be considered as a reverse of the Specifications provided in the tender, demonstrating how you’ll tackle the IT problem and whom and what you’ll need to do so.

For an IT tender, this will be the most important part of your response as it will contribute directly to how well your bid fares against the evaluation criteria. A comprehensive solution delivery is a way to overcome any inexperience by logically laying out the resources required and the method (or secret sauce) behind your solution to the original problem.

A good solution delivery is invaluable and can help stomach any resistance to a more expensive pricing schedule.

The following documents mentioned above are often the most important sections of any future bid for an IT tender. To put it bluntly, the solution delivery documents, pricing schedule and an executive summary of your entire bid will be the sole focus when it comes to evaluation. To provide comprehensive examples of these three sections is what is required for your bid to be seriously considered and to win.