Checklist: bid/no-bid decision for public tenders
For: Suppliers bidding for public contracts
Updated: 2026-11
A good bid/no-bid decision checks knock-out criteria and evidence of suitability first, then scores references, capacity, price position, contract risks and strategic value on a fixed scale, and records the result with reasons. It is taken within a few days of publication and reviewed after the Q&A round.
This checklist turns the bid/no-bid decision into verifiable steps. It is written for companies that regularly bid for tenders on simap and want to use their bid capacity more deliberately.
The order is deliberate: what leads to exclusion is checked first. Everything else is scoring.
The checklist
- 01
Obtain all documents
Download all tender documents and put the deadlines for questions, site visits and submission in the calendar.
Done when: All deadlines are in the calendar with an owner, and the documents are stored in one place.
- 02
Check knock-out criteria
Match every mandatory requirement and suitability criterion against the available evidence.
Done when: A list shows the concrete evidence for each criterion or flags a gap; an unbridgeable gap means no-bid.
- 03
Match references
Check whether references fit in content, size and type of authority and whether referees are reachable.
Done when: The matching references are named and permission to cite them has been obtained.
- 04
Secure capacity
Clarify availability of the required key people during the delivery period.
Done when: Key people have confirmed availability; absences in the period are known.
- 05
Assess award criteria and price position
Read the weighting of award criteria, note the price share and assess your position against foreseeable competitors.
Done when: Each award criterion has an assessment of your strength on the fixed scale.
- 06
Review contract risks
Review the draft contract for penalties, liability, acceptance, warranty and payment terms.
Done when: Critical clauses are flagged and either accepted or prepared as questions for the Q&A round.
- 07
Decide and document
Decide in a small group and record the result with score, reasons and a checkpoint after the Q&A round.
Done when: The decision is filed with date, participants, score and reasons, including for no-bid.
Common mistakes
- —Starting a bid before checking evidence of suitability and noticing the gap just before the deadline.
- —Bidding out of consideration for the relationship although the chances are slim.
- —Not using the Q&A round to clarify unclear criteria or contract clauses.
- —Not recording decisions and therefore never learning which assessments were right.
What this checklist does not cover
- —The checklist does not replace legal assessment of tender documents or contract clauses; where the lawfulness of a tender is in doubt, consult a specialist.
- —It does not prescribe weightings. Each company must set them based on its strategy and track record.
- —Deadlines and remedies depend on the applicable law and the specific tender.
Parent service: IT Consulting
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FAQ
How quickly should the decision be taken?
A first decision within a few days of publication, a second checkpoint after the Q&A round.
Who should decide?
Management and the responsible specialist, prepared by someone who will not write the bid.
Is a bid with a weak reference position worthwhile?
Only as a deliberate strategic investment, not out of hope. That belongs in the reasons.
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