Tender documents

About this guide

Learn about common tender documents and how to prepare your tender response.

Five professionals meeting outdoors on a lawn with the Adelaide city skyline behind them

When seeking bids, agencies provide tender documents that explain the opportunity, requirements and how businesses can submit a response.

Common tender documents include:

  • Invitation for Expressions of Interest (EOI)
  • Request for Quote (RFQ)
  • Invitation to Supply (ITS).

While each tender is different, most include a similar set of documents. Understanding the purpose of each document can help you to complete your tender response.

What types of tender documents do agencies use?

The sections below explain the purpose of each of the tender documents and provide examples of commonly used templates.

  • Process rules and instructions relate to how the tender will be run.

    Agencies will provide you with the information about the tender process which will generally include:

    • details of any briefing sessions
    • deadline and location for lodging your bid
    • the format that your bid must be submitted in
    • conditions for participation (the bid rules)
    • evaluation criteria
    • contact person for queries.

    Examples:

    Request for Quote template
    Part A- Invitation to Supply (ITS)- Process guideline
    Part A- Expression of Interest (EOI)- Process guideline

  • The specification describes what the agency needs, and the outcome it is trying to achieve through the procurement process. It outlines the goods or services required, and information that suppliers need to prepare their response.

    This may include:

    • the nature and scope of work
    • the deliverables or expected outcomes
    • any need for training, support, or maintenance
    • any technical requirements that may be needed
    • delivery timeframes.

    Examples:

    Request for Quote template
    Part B- EOI & ITS- Specification template

  • The draft contract sets out the terms and conditions that will apply if your bid is successful. Review the draft contract early can help you understand your obligations, identify any risks and determine whether the requirements suit your business.

    Government uses standard contract templates with terms and conditions that may vary depending on the procurement. These are designed to support fair and workable arrangements for both parties.

    Learn more about government contracts from the Types of government contracts guide.

  • To evaluate bids fairly and consistently, agencies ask suppliers to complete response forms and schedules.

    Depending on the procurement, you may need to provide information about your:

    • business and key contacts
    • where work will be performed, and the location of the workforce delivering the work
    • relevant insurances
    • subcontractors or partnership or consortium arrangements
    • your approach to delivering the requirements
    • previous experience delivering similar work
    • price.

    Examples:

    Request for Quote template
    Part C- Expression of Interest (EOI)- Supplier response form
    Part D- Invitation to Supply (ITS)- Supplier response form

Tips for suppliers

Consider these tips when reviewing tender documents and preparing your response.

  • Attend industry briefings– Industry briefings help to engage directly with the buying agency and increases your understanding of the tender requirements or processes.
  • Ask questions- If you are unsure about any aspect of the procurement, contact the nominated contact person. Seeking clarification early can help you prepare a stronger response.
  • Check submission due dates and submission method- Most tenders have strict rules around time frames and submission methods. Be sure to read all the information provided carefully and allow enough time to submit your response.
  • Understand the requirements- Thoroughly review the specification and ask questions if you are unclear. Be realistic about your ability to meet the requirements and clearly identify any proposed alternatives.
  • Put forward your best offer first- There may not always be an opportunity to improve your bid.
  • Review evaluation criteria carefully- Evaluation criteria will be used to assess your bid and will give you an indication on what areas your response should focus on. Pay particular attention to any mandatory criteria as bids that do not meet these requirements may be excluded from the evaluation.
  • Read the contract- You may be required to indicate your willingness to comply with the draft contract as part of your response. Where you wish to negotiate changes to the contract, outline your reasoning and provide an alternative.
  • Provide relevant supporting documentation- Provide any supporting documentation, such as certifications, insurances, references or case studies to support your response.

Some centralised arrangements must be used by government agencies, while others are optional.

Supporting resources

Explore additional resources and guidance to learn more about tendering.

Tender for success training

The Office of the Industry Advocate provides support for businesses in tendering. Review their courses and programs to improve tender submission success.

View website
(opens in new window)

Ready to tender

The Office of the Industry Advocate provides an online program to help you work through the SA government tendering process and your responses.

View website
(opens in new window)

Frequently asked questions

  • Carefully read the procurement documents and respond to all questions and requirements. Your response should clearly explain how your business will meet the requirements and provide evidence to support any claims regarding your capability, capacity, experience, qualifications or past performance.

    While requirements vary between procurements, suppliers are commonly asked to provide:

    • information about their business and key personnel
    • relevant experience and examples of similar work
    • details of their proposed solution or delivery approach
    • pricing and commercial information
    • licences, certifications, accreditations and insurances
    • details of subcontractors or delivery partners
    • responses to the evaluation criteria.

    Do not assume the evaluation team has prior knowledge of your business, even if you have worked with the agency before. For Probity and fairness, responses are evaluated based on the information provided in the submission. If a response does not address the question or provide sufficient supporting evidence, the evaluation team may be unable to consider information that has not been included in the response. This can affect the assessment of your bid. The evaluation team's role is to evaluate the submitted response, not to fill gaps using prior knowledge of a supplier.

  • If you identify an error, inconsistency, ambiguity or omission in the tender documents, you should raise it with the nominated contact officer as soon as possible using the process outlined in the procurement documents.

  • Yes, innovative solutions are often welcomed where they help government achieve a better outcome. However, suppliers should first check whether the procurement documents allow alternative offers. If you propose an alternative solution, clearly explain the benefits and demonstrate how it meets the agency's requirements. Remember that evaluators can only assess the information provided in your response, so any innovation or alternative approach must be clearly described and supported by evidence. Responses should always address the stated requirements and evaluation criteria.

  • Yes. You can withdraw, replace or amend your response at any time before the closing date and time.

    If you need to make changes, you should delete the incorrect file and upload the most current version before the tender closes.

    It is your responsibility to ensure that the correct and complete response has been uploaded before the closing date and time. After the tender has closed, suppliers are generally unable to amend their submission.

    Avoid waiting until the last minute to upload your response. Submitting early allows time to check that all files have been uploaded correctly and that the final version is the one you intended to submit.

  • Suppliers are responsible for ensuring their responses are submitted before the closing date and time specified in the procurement documents.

    If you miss the closing date, your submission may not be accepted or considered. Government agencies must treat suppliers fairly and consistently and accepting a late submission may not always be possible.

    To avoid missing a deadline:

    • allow sufficient time to complete and review your response
    • submit early rather than waiting until the last minute
    • ensure all supporting documents have been uploaded
    • contact the nominated procurement contact as soon as possible if you experience an issue that may affect your ability to submit on time.

    Submitting your response early reduces the risk of technical issues, internet outages, upload delays or other unexpected problems preventing your bid from being received before the closing time.

    Treat the closing date and time as a firm deadline and aim to submit your response well before it expires.

Related resources

Explore related resources to learn more about procurement and working with the SA Government.

Browse all guides