How can an entrepreneur choose a tender to participate in
Ivan Gromko, managing partner of Redday production, talks about the options for tenders, stages and procedures for their implementation, and explains what features of the procedure it is important to pay attention to
At the moment there are two options for conducting tenders:
Officially, through tender sites. In this case, all the steps involved in the process — both from the customer and the contractor are governed by the legislation of the Russian Federation.
Contests held by private organizations.They are formally called tenders, but they follow their own rules and should not be regulated by anyone. In this case, the organizers simply announce the rules, independently invite a certain number of participants, usually only 5-6 companies, and conduct a so-called tender between them, as a result of which they choose the best offer.
You can participate in both. If the tender is not held on an official site, this does not mean that it is a fake or that the rights of participants will be infringed in some way. In order to enter the tender sites, first of all you need to go through the registration process, issue a large number of documents, provide full information about the company up to the accounting statements and contracts with clients. Private tenders often do not require such a large number of papers. But if we are talking about state-owned companies, you can only interact with them through tender platforms.
In General, almost all tender procedures are more or less similar to each other.
The first stage is registration, collection and preparation of the necessary documentation, which must be in perfect order, otherwise the entrance to the tender sites will be closed for the applicant.
The second stage is the preparation of a commercial offer.
The third stage is getting a response from the organizer.
A feature of working on tender sites in many cases is the lack of personal contact with the customer throughout the process until the final approval.
When making a decision to participate in a particular tender, you must clearly define for yourself which conditions will be acceptable to you, which are the most comfortable, and which offers from which companies are the most priority.
There are also two categories for which tenders are held — goods and services. With goods, everything is more or less clear. Here, the tender is most often won by the company that offers the lowest price among products with similar parameters, provided that it is reliable and does not have problems with documents. With services, the situation is somewhat more complicated. There are parameters such as the fullness of the offer and the idea that can influence the customer’s decision to a much greater extent than the price. At least this is true for “creative” tenders that relate to the design, event industry, video production, marketing, and the like.
For a better understanding, I can give an example from personal practice. We are a company that produces video and graphic content. We regularly take part in tenders. over the years, we have developed well-defined rules that help us not to waste time and effort, because it’s no secret that the probability of winning a tender is 50/50 — either you win it or you don’t.
In my opinion, the first and most important point to pay close attention to is the timing. They must be adequate to the task, otherwise we can conclude that either the tender is affiliated, or the people who made the technical task do not have a clue about what they want to get as a result of the order. In both cases, this is a waste of time.
For example, if we see that a client leaves an order for a corporate video clip with large-scale shooting of production in different regions of the country, imposes high requirements for the quality of graphic content and sets a deadline of one week, then such an offer will be evaluated by us as an impossible task. The real deadline for implementing such a large — scale project, taking into account the approvals that never take place in one day, is two months. In some cases, you can get there faster. If the team will work in extreme conditions overtime, and the client will not delay the approval, it will take at least one month, but not one week.
The second, no less important point to focus on is the criteria that the customer uses when choosing a contractor. This information is present in the tender offer and looks like this: 30 % – the price, 40 % – the idea and elaboration of the commercial offer, 30 % – the reliability of the company and compliance with documentation. This is just an example, in practice the percentage can look like anything, and the number of parameters is not limited. If the price is 50 percent or more, then you should also think about the feasibility of participating in such a tender. First, it means that quality is not important for the customer and it will be very difficult for a contractor with a reputation to do such work well. Secondly, there will always be less professional people who will offer a lower price. This principle is true if we are talking about services, where the result of work very often depends on aesthetic preferences, this applies to goods to a much lesser extent.