Successful Public Sector Tenders and Grants
Top 3 Tender Submission Mistakes SMEs Must Avoid in Public Sector Bids
SMEs need to focus equally on both the quality of their proposals and the precision of their public sector bids. The public sector evaluation process frequently eliminates suppliers through preventable minor errors instead of their technical proposal content.
The following section presents three typical mistakes which frequently occur in tender submissions together with methods to prevent them during your upcoming tender process.
1. Ignoring Format Rules: Word Counts, Font Sizes, and Layout
The public sector requires strict adherence to specific formatting guidelines which go beyond being suggestions. Your response will receive lower evaluation scores or become ineligible for assessment when you fail to follow the specified requirements.
- The provided guidance from buyers includes specific details about:
- The maximum number of words or characters allowed for each question
- The required font type should be Arial or Calibri with a size of 11pt or 12pt.
- The documents need to follow specific guidelines regarding spacing and margins and page restrictions.
The problem lies in the fact that suppliers frequently exceed word limits when working with PDFs and formatted documents. The process of copying Word content into portal text boxes leads to formatting issues because the text loses its original appearance.
Review the formatting requirements immediately after document release. Before uploading your responses always verify the word count using a template that duplicates the portal design and check the final count. A properly formatted submission demonstrates expertise while minimizing the possibility of receiving score reductions.
2. Misnaming Files or Misreferencing Supporting Documents
The process of uploading files to the system requires suppliers to follow particular naming conventions for all documents including policies and CVs and case studies. The system requires exact filename references for all uploaded documents in the written answers.
The incorrect naming of files together with inconsistent attachment references within responses creates confusion for evaluators which results in lost evaluation points. The evaluation system of certain portals will completely ignore files that have incorrect names.
Develop a file naming system which should be part of your submission preparation process. Use the exact file names as specified in the instructions while including precise document references in your answers (e.g. “See Appendix – Health & Safety Policy.pdf”). The evaluator will appreciate your clear documentation approach because it shows your ability to follow instructions precisely which counts as an essential evaluation criterion.
A good example of this is when the is a tender with multiple lots. Responses may be “lot specific” and the buyer may mandate file naming as “Lot 2 – NAME” in the response. Be mindful – failure to adhere to the instructions can result in your bid being rejected and all your hard work will be wasted.
3. Leaving Uploads (and Share Codes) Until the Last Minute
The submission deadline exists for every tender but suppliers fail to notice that some portals require technical steps like share code confirmation before the actual deadline. The CCS framework along with other systems need suppliers to generate their share codes at least 48 hours before the submission deadline.
The practice of delaying response uploads until the deadline creates system problems and evaluation errors because suppliers experience panic during this time. The process will block you from access when you try to submit your documents without creating the required share code in advance.
Your bid plan should include scheduled deadlines for all tasks. All documents should undergo review and preparation before the official deadline approaches by at least two business days. The last 48 hours should be reserved for verification of share codes and submission credentials instead of attempting last-minute repairs.
If you need any support in finding your PPON for CPD (same thing!) or your Share Code… why not check out our blog
Where Tender Response fits
The public sector requires assurance about your delivery capabilities which begins with submitting a compliant and well-organized tender document. Your content will achieve better evaluation results when you maintain focus on detailed aspects of the process.
Tender Response provides complete tender process management services to SMEs through structured approaches that bring both clarity and assurance to their tendering activities. Our team supports you through the entire bid creation process from writing to compliance verification to deliver high-quality bids without the pressure of last-minute work.
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