OFFERS, TENDERS, AND BIDS

Offer

is the general term used to describe what the salesperson is willing to give, and at what price.
Salesperson: We have sent our offer in the post.
Purchaser: We have received four offers from different suppliers.

TENDER or BID

The terms tender and bid can often be used interchangeably. Purchasers send out an invitation to tender (often shortened to a tender) when they want to receive offers from different suppliers. This can also be called a request for proposal. Salespeople file or submit a tender, often in competition with other suppliers, when they make their formal written offer to supply goods or services at a specific price and under specific conditions.

VERBS USED WITH TENDER or BID

Salesperson: We have sent in our tender/bid.
Salesperson: We have been invited to tender/bid.
Purchaser: We should make a call for tenders/bids for this product.
Purchaser: We have already put out a tender/bid for this product.
Purchaser: We would like to invite you to make a tender/bid.

If you as a comany want to invite to tender, you have to produce 'an invitation to tender’ for a given product or service you require. Below you’ll find a template you can customise to your specific needs and projects.

INVITATION TO TENDER – TEMPLATE

[Your Company Letterhead]
[Your Company Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

Subject: Invitation to Tender for [Project/Service Name]

Dear [Recipient’s Name or „Sir/Madam”],

We are pleased to invite your company to submit a tender for the provision of [describe the goods/services required] as detailed in the attached documents.

Project/Service Details:

• Project/Service Name: [Project/Service Name]
• Scope of Work: [Briefly describe the work or services required]
• Duration: [Estimated start date and completion date]
• Location: [Project location if applicable]

Submission Requirements:

Your tender submission should include the following:

• A detailed proposal outlining how you plan to meet the requirements.
• A breakdown of costs associated with the project.
• A timeline for project completion.
• Information about your company’s relevant experience and qualifications.
• References from previous clients for similar projects.

Submission Deadline:

All tenders must be submitted by [Submission Deadline Date and Time] to the following address:
[Your Company Name]
[Your Address]
[City, State, ZIP Code]
Or electronically via [Email Address].

Evaluation Criteria:

Tenders will be evaluated based on the following criteria:

• Compliance with the scope of work.
• Competitive pricing.
• Relevant experience and qualifications.
• Project timeline.
• References and past performance.

Additional Information:

Please direct any inquiries or requests for additional information to [Contact Person’s Name] at [Contact Email Address or Phone Number]. All inquiries must be received by [Inquiry Deadline Date].

We look forward to receiving your tender and thank you for your interest in working with [Your Company Name].

Yours sincerely,

[Your Name]
[Your Job Title]
[Your Company Name]

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