Support of tenders and auctions: how to ensure successful participation

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Симиренко Ганна

Lawyer

Ukraine / Kyiv

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Publication date: 10.07.2024

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Support of tenders and auctions: how to ensure successful participation

Participation in tenders and auctions opens up many opportunities for companies, but requires careful preparation and professional support. 
Tender support is a set of activities aimed at preparation, submission and defense of the tender offer. This includes legal, technical, financial and administrative aspects that ensure compliance of the tender documentation with the requirements of the customer and the applicable legislation.

Tender support services
 

Successful participation in tenders and auctions requires a comprehensive approach that includes legal, technical and financial support. Let's take a closer look at each of these aspects.

• Legal support of tenders
• Analysis of tender documentation conditions
   

This stage involves a detailed study of the tender documentation to identify all requirements and conditions established by the customer. Specialists analyze documents for compliance with current legislation, as well as assess possible risks and benefits of participating in the tender. 

• Main tasks:

Checking the legal correctness of the conditions.
Identification of potential legal risks.
Recommendations on compliance with tender requirements.
Preparation of legal documents

The preparation of legal documents is a key stage, which includes drafting and checking all necessary papers to ensure they meet legal requirements and standards.

• Legal documents may include:

Contracts and agreements.
Letters of inquiry and responses to customer requests.
Other documents required for participation in the tender.

• Consultations on public procurement legislation
   

Consultations cover all aspects of public procurement legislation, including recent changes and innovations. Legal consultants provide information on the rights and obligations of tender participants, requirements for documents and procedures:

1. Explanation of tender legislation.
   Help in solving controversial issues.
2. 
   Support during appeal of tender results.
3. 
   Technical support of tenders

Development of technical specifications
 

The development of technical specifications includes the definition of all technical requirements and standards to which the proposal must comply. This is an important stage, because the correct formulation of technical requirements helps to avoid misunderstandings and ensures the accuracy of the contract.

•  Main tasks:
   

1. Determination of technical parameters.
2. 
   Development of technical descriptions and drawings.
3. 
   Ensuring compliance with standards and regulations.
4. 
   Preparation of technical documentation
    

The preparation of technical documentation covers the creation of a complete package of documents necessary for participation in the tender. This includes technical descriptions, specifications, plans and other documents confirming the company's ability to fulfill the order.

•  Basic steps:
   

1. Drafting of technical proposals.
2. 
   Preparation of technical reports and analyses.
3. 
   Checking documents for compliance with the customer's requirements.

• Assessment of compliance with customer requirements
   

At this stage, an analysis of compliance of the technical documentation with the customer's requirements is carried out.This includes checking available resources, technology and capabilities to fulfill the order. Main tasks:

1. Verification of compliance with technical requirements.
2. 
   Analysis of the company's potential to fulfill the terms of the tender.
3. 
   Providing recommendations for improving technical proposals.

Financial support of tenders
 

• Preparation of financial proposals
   

The preparation of financial proposals includes the development of a detailed project budget, taking into account all possible costs. Financial offers must be competitive and meet the customer's financial capabilities. Main tasks:

1. Compilation of the project estimate.
2. 
   Determining the cost of materials and services.
3. 
   Development of financial plans and forecasts.

• Calculation of the cost of participation
   

Calculation of the cost of participation includes the analysis of all possible costs associated with participation in the tender. This helps determine the economic feasibility of participation and avoid unexpected costs. Basic steps:

1. 
   Analysis of costs for preparation and submission of documents.
2. 
   Estimation of the cost of order fulfillment.
3. 
   Determination of financial risks.

• Assessment of economic feasibility

The assessment of economic feasibility includes the analysis of the potential benefit from participation in the tender. This helps the company make an informed decision to participate and avoid losses. Main tasks:

1. Analysis of potential income and expenses
2. 
   Evaluation of project profitability.
3. 
   Providing recommendations on participation in the tender.

• Support of turnkey tenders
   

Comprehensive support of turnkey tenders includes all stages of preparation and participation in the tender - from analysis of tender documentation to submission of proposals and protection of interests at all stages of the procedure. This allows companies to focus on their core business, entrusting tender matters to professionals.

• Tender support companies

There are many companies operating on the market that provide tender support services. Choosing a reliable partner is important for successful participation in tenders.It is important to pay attention to the company's experience, customer reviews and the qualifications of specialists.

1. Support of tenders and auctions: advantages
    
2. Increasing the chances of winning: Professional support ensures compliance of all documents with the customer's requirements
3. .
   Save time and resources: Tender support specialists take over all the work, allowing companies to focus on their core business.
4. Risk reduction: Professional support helps to avoid mistakes and minimize the risks of disqualification.

• The price of accompanying tenders
   

The cost of tenders support services depends on the scope of work, the complexity of the tender, and the client's requirements. Companies can offer different service packages – from basic support in tenders to comprehensive turnkey tender support. To get an accurate cost estimate, it is necessary to contact the chosen company and discuss all the details.

Legal support of the Prozorro tender
 

The Prozorro system is the main tool of public procurement in Ukraine, ensuring transparency and openness of the process. Legal support of the Prozorro tender includes several key stages:

• Advice on using the Prozorro system

1. Specialists provide comprehensive advice on working with the Prozorro system, explaining its functionality, rules and procedures. 
2. This includes: 
   Registration in the system: Help in creating an account and setting up a profile.
3. 
   User training: Conducting trainings and training sessions on using the platform.
4. 
   Clarification of the regulatory framework: Consultations on public procurement legislation governing the operation of the system.
    

Preparation and submission of a tender offer

Legal support at the stage of proposal preparation and submission includes:

1. Analysis of tender documentation: Detailed study of tender conditions, requirements for participants and evaluation criteria.
2. 
   Preparation of documents: Compilation of all necessary documents, including applications, technical specifications and financial proposals.
3. 
   Verification of compliance: Ensuring compliance of submitted documents with tender requirements and legislation.
    

Protection of the participant's interests at all stages of the tender process
 

• Legal support includes protection of the participant's rights and interests at each stage:
   

1. Contesting the results: Preparation of complaints and appeals in case of violation of the tender rules or unfair rejection of the offer.
2. 
   Representation in bodies: Protection of interests in case of disputes, including participation in meetings and negotiations with customers.
3. Audit and monitoring: Monitoring compliance with procedures and regulatory requirements throughout the tender process.

• Support of environmental tenders

Environmental tenders have specific requirements regarding compliance with environmental norms and standards. 

1. Tender support specialists with experience in this field provide the following services:Preparation of necessary documents.
2. 
   Environmental certificates: Collection and preparation of certificates confirming compliance of products or services with environmental standards.

• Ensuring compliance with environmental norms and standards

1. Compliance audit: Verification of the company's activities and its products for compliance with environmental standards and tender requirements.
2. 
   Consultations on environmental legislation: Provision of recommendations on compliance with current environmental legislation of Ukraine and international norms.
3. 
   Development of environmental measures: Assistance in the development and implementation of environmental measures that contribute to increasing the competitiveness of the tender offer.