How to Create a Tender Checklist: Step-by-Step Guide for Successful Bids

Winning tenders isn’t only about offering the best price—it’s about submitting a complete, compliant, and professional proposal. A well-structured tender checklist helps you organize documents, meet mandatory requirements, and avoid costly mistakes that lead to disqualification.

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Step 1: Study the Tender Requirements

Read the Invitation to Tender (ITT) or Request for Proposal (RFP) thoroughly. Highlight:

• Eligibility requirements (licenses, tax clearance, registrations)
• Submission deadlines and format (hard copy vs online, number of copies)
• Evaluation criteria (technical capability, price, past performance)
• Mandatory forms to sign and stamps/seals required

Step 2: Organize Your Checklist by Sections

Group your tasks and documents into clear categories so nothing is missed:

1. Administrative Documents
2. Technical Proposal
3. Financial Proposal
4. Compliance & Certifications
5. Final Submission Requirements

Step 3: Use This Tender Checklist Template

Administrative Documents

• Business registration certificate (CAC/business license)
• Valid tax clearance certificate
• Company profile and organizational structure
• Evidence of similar projects (letters, contracts, references)
• CVs of key personnel with relevant experience
• Power of attorney/authorization (if required)

Technical Proposal

• Clear description of services/products offered
• Methodology and work plan
• Project schedule with milestones
• Technical specifications mapped to the TOR/requirements
• Risk management and quality assurance approach
• Maintenance/support plan (if applicable)

Financial Proposal

• Completed price schedule/BOQ or quotation form
• Transparent cost breakdown by item/service
• Currency, taxes, duties, and delivery terms stated
• Payment terms and validity period of offer

Compliance & Certifications

• Quality/safety certifications (ISO/SON/NAFDAC where relevant)
• Health, safety & environment (HSE) policies
• Signed code of conduct/ethical declaration forms
• Any mandatory affidavits or statutory forms

Final Submission

• All forms completed, signed, and stamped where required
• Correct number of copies (and USB uploads if asked)
• Proper file names and formats for e-submission
• Packaging: sealed and labeled envelopes as specified
• Submission made before the deadline

Step 4: Review & Cross-Check

• Proofread technical and financial sections for accuracy
• Verify all mandatory documents are attached
• Have a colleague conduct a final checklist review

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