01 / Establish the complete source pack
Collect the issued documents, schedules and buyer amendments. Record the reference, closing instructions and any clarification deadline. If an attachment is named but missing, ask the issuer for it; do not assume a familiar form from another tender is the right replacement.
02 / Map requirements to actions
Create a register with the buyer’s wording, source location, deliverable, responsible person and timing. Separate documents due with the bid from obligations after award. Where an item applies only to a JV, subcontractor or proposed alternative, record that condition before assigning work.
03 / Prepare evidence and buyer forms
Select supporting records for the correct company, person and scope. Check validity and any stated freshness requirements. Complete the supplied schedules using the buyer’s format. Give pricing, signatures and specialist content to the people authorised to approve them.
- Track missing evidence as an open task.
- Use a consistent offered product, team and scope across schedules.
- Keep assumptions and clarification responses visible to reviewers.
04 / Review the response as a whole
Check that each requested deliverable is present and that its contents agree with the offer. Open every final file. Reconcile pricing references, attachment names and declaration details. A tick beside a filename does not prove that the contents answer the requirement.
05 / Follow the specified delivery process
Work backwards from the buyer’s deadline and channel. Allow time for signatures, physical delivery or portal steps where required. Keep evidence of what was delivered and when. The person responsible for submission should review the final instructions directly, not rely only on a summary.