Knowing how to respond to a call for tenders is a strategic skill for all companies wishing to develop their business, whether it is a public tender or a tender private. Between regulatory requirements, buyer expectations and strong competition, responding effectively to calls requires method, rigor and strategic vision. This article provides a comprehensive and structured approach to understanding the response process, avoiding common mistakes, and maximizing your chances of success. By drawing on best practices and Tenderbolt's expertise in the analysis and structuring of tenders, you will discover how to sustainably professionalize your response to tenders.
Understand what a tender is and the different types of tenders
A call for tenders is a formalized procedure by which a buyer, public or private, requests tenders in order to select a service provider capable of executing a contract. Calls may concern services, supplies or works, and are part of a specific legal framework, in particular for public contracts.
In the context of a public procurement, the public purchaser must respect the principles of transparency, equal treatment and free access. Public offers thus meet strict rules defined by the Public Procurement Code. On the other hand, a private tender offers more flexibility, even if the expectations of buyers remain high.
Understanding the nature of each call is critical before answering. Each call for tenders requires a specific approach, both in terms of content and in terms of the form of the response.
Public or private market: what differences are there in order to respond effectively ?
Reply to a public market implies mastering a demanding regulatory framework. Public procurement requires the provision of standardized documents, such as the single European procurement document, and strict compliance with deadlines. The public must apply the same rules to all candidate companies.
In a private tender, the buyer has greater freedom in defining his criteria and in selecting tenders. However, responding effectively remains a major challenge, as competition is often intense.
Identifying whether one is positioned on a public or private market conditions the response strategy, the writing of the application and the structuring of the response file.
Why a good reading of the consultation file is crucial ?
The business consultation file forms the basis for any response to an appeal. It brings together all the consultation documents, in particular the consultation regulations, the terms of reference and the specification of specific technical clauses.
Careful reading makes it possible to identify the buyer's expectations, the selection criteria, the documents to be provided and the deadlines to be respected. Too often, companies see their applications rejected for administrative non-compliance or for an off-topic response.
Each call requires a specific analysis. Businesses can thus assess their ability to respond and decide, beforehand, whether it is appropriate to position themselves.
How to analyze the specifications and the selection criteria ?
The specifications precisely describe the buyer's needs. Knowing how to answer a call requires a thorough understanding of this document. Mandatory requirements, implicit expectations, and technical or organizational constraints should be identified.
The selection criteria, which are often weighted, determine the final grade. They can relate to price, technical value, deadlines, or methodology. Adapting the answer according to these criteria is essential to maximize your chances of success.
Each response must be built in a mirror of the expectations expressed, without ever departing from the framework set by the public or private purchaser.
The application: administrative documents and ability to respond
The application is the first formal step in responding to a call for tenders. It aims to demonstrate that the company has the legal, financial and technical capacities necessary to execute the contract.
The application file generally includes administrative documents, tax and social security certificates, as well as references. In public procurement, the candidate for a public contract must ensure that all the necessary documents are provided in the required formats.
An incomplete or non-compliant application leads to automatic rejection, regardless of the quality of the technical offer.
The technical brief: the heart of the response to a call for tenders
The technical brief is the central element in responding to a call for tenders. It makes it possible to demonstrate the understanding of the need, the proposed methodology and the added value of the company.
Writing an effective response involves structuring the dissertation around evaluation criteria. Each answer must be clear, well-founded and illustrated with concrete examples. The technical brief is not a generic document: it must be personalized for each call for tenders.
Careful drafting of the response reinforces the credibility of the company with public and private buyers.
Dematerialized response and electronic response: best practices
The dematerialized response has become the norm, especially to respond to a public contract. The electronic response requires the respect of specific formats and the use of dedicated platforms.
It is essential to anticipate technical constraints, to test the deposits beforehand and to verify that all documents are correctly signed and uploaded. Responding electronically leaves no room for improvisation.
A technical error can invalidate a qualitative response.
Respect deadlines and secure each response
Delays are an elimination criterion. The response time is strict and does not tolerate any delay. Each tender sets a deadline and time for filing.
It is recommended to plan the response process, allocate tasks, and provide safety margins. Each response must be reviewed and checked before being sent.
Respecting deadlines testifies to the seriousness and professionalism of the company.
Response strategy: how to maximize your chances of success ?
Responding to tenders does not have to be systematic. A response strategy consists of selecting the relevant calls, based on the ability to respond and the probability of winning a tender.
Each call for tenders requires significant resources. It is therefore essential to arbitrate and focus your efforts on opportunities with high added value.
A good strategy increases the success rate and secures commercial growth.
The role of tools and solutions like Tenderbolt
Faced with the increasing complexity of tenders, digital tools play a key role. Tenderbolt supports companies in the structuring, analysis and optimization of responses to tenders.
By centralizing data, analyzing criteria and facilitating collaboration, this type of solution helps to professionalize the response process. Without replacing human expertise, these tools reinforce the coherence and quality of the offers.
They are a strategic lever for responding effectively and sustainably.
FAQ — Responding effectively to public tenders and dematerialized contracts
What is the dematerialization of public procurement and why has it become mandatory?
The dematerialization of contracts refers to all electronic procedures allowing companies to consult files, submit their applications and transmit their offers electronically. Framed by the Public Procurement Code and today by the Procurement Code, this evolution aims to strengthen transparency, traceability and competition between economic operators.
To respond to public tenders, companies must now master dematerialization platforms, respect the imposed formats and anticipate the technical constraints related to electronic certificates and electronic signatures.
What does the DCE contain and how can it be used properly?
The DCE, or business consultation file, brings together all the documents necessary to respond to a public tender. In particular, it includes the notice of appeal, the consultation regulations, the act of engagement, administrative forms and technical documents.
A careful reading of the DCE is essential in order to identify the expectations of the contracting authority, the award criteria, the applicable thresholds and the procedure adopted, especially when it comes to an adapted procedure. Any error in interpretation may result in the inadmissibility of applications.
Who is the contracting authority and what is its role?
The contracting authority, sometimes referred to as a contracting authority, is the public or parastatal entity that initiates the award of the contract. It may be a local authority, a public establishment, a contracting authority or an organization subject to the public procurement code.
Its role is to define the need, organize the competitive tendering process, publish the public tender and analyze the offers received. Understanding the expectations of the contracting authority is essential to respond to public contracts in a relevant and structured manner.
How to respond to public tenders in compliance with the rules?
Responding to public tenders implies respecting a strict framework. Businesses must submit their offers electronically before the deadline, using official platforms. The response must include all required documents, including certificates, forms and the duly completed commitment document.
An electronic signature, supported by a valid signature certificate, is often required. An incomplete or late response leads to an automatic rejection, without the possibility of regularization.
What is the importance of electronic certificates and electronic signatures?
Electronic certificates are essential to guarantee the authenticity and integrity of the documents transmitted. The signature certificate allows the company to electronically sign the commitment document and the contractual documents.
Without a compliant electronic certificate, it is impossible to respond to tenders in a dematerialized framework. It is therefore recommended to anticipate obtaining these certificates from recognized authorities, in particular with the support of the CCI.
What are the specificities for public contracts in the construction industry?
Public construction contracts have important particularities, in particular in terms of lots, subcontracting and business groups. A public tender in the construction industry can be allocated, allowing companies to position themselves on one or more lots.
Subcontracting management, sometimes called contracting, must be clearly declared upon application. The client expects precise organization and a demonstrated ability to coordinate stakeholders.
What is the difference between adapted procedure and other procedures?
The adapted procedure offers more flexibility in the award of contracts when the amounts are below the regulatory thresholds. It allows the contracting authority to adapt the consultation procedures while respecting the fundamental principles of public procurement.
Even within this framework, responding to public procurement requires rigor and compliance. Businesses must demonstrate their ability to respond while meeting the requirements of the DCE and the deadlines imposed.
How to respond to public contracts in groups?
The grouping allows several companies to respond jointly to a public call, in order to pool their skills. It can be joint or joint, depending on market requirements.
In this case, each member of the group must provide their applications, certificates and comply with electronic signature obligations. Rigorous coordination is essential to avoid inconsistencies in the response.
What role do CCIs play in supporting businesses?
Chambers of Commerce and Industry (CCI) play a key role in supporting companies wishing to respond to public tenders. They offer training, diagnostics and technical support on dematerialization, electronic certificates and the understanding of the market code.
This support is particularly useful for companies responding to their first public tender.
What are the key points to secure a response to tenders?
The key points for responding to tenders effectively are based on foresight, compliance and the quality of the response. It is essential to check all documents, meet the deadline, and test electronic filing in advance.
Good internal organization and a thorough understanding of procurement rules make it possible to reduce risks and improve overall performance in responding to public contracts.