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Tender Proposals
By
Kastuv Ray
Introduction
Writing a tender proposal can sometimes be seen to be a daunting task but the best way to overcome any fear is to “have a go.”
Contents of a Tender Proposal
The following should be included in the main contents of your tender proposal:
· Introduction
· The Organization’s Requirements
· The Organization’s Service Specification
· Conclusion
· Appendices
When writing the tender proposal and creating the headings, you could use the word ‘your’, for example, ‘Your Requirements’ or ‘Your Service Specification’. Use of this word implies that you are addressing the customer’s needs and requirements.
The Introduction
This should include brief details about the current climate in which the client operates and what role Internal Audit may play in the resource control process.
The Organization’s Requirements
This should include details about what you perceive to be the needs of the organisation and how Internal Audit will meet these needs (for example, working with staff to gain an understanding of issues facing the organisation).
The Organization’s Service Specification
This section should be subdivided into smaller subsections including risk based planning, scope, your approach, reporting arrangements and annual reports.
A subsection on risk based planning should include the Audit Needs Assessment. The Scope section should include some reference to your planning assumptions (i.e. what assumptions you made when analysing the information) and allocation of days.
The process, which starts once the strategic and operational plans have been agreed, should be detailed in the approach. The tenderer needs to demonstrate that they are consulting with management at every step of this process.
Reporting arrangements should state what happens when an audit is complete, for example, issuing a draft report, which is reviewed by the Audit Manager before being issued. The section on annual reports should contain details on the timescale within which the annual report will be produced after the end of the financial year and an explanation detailing the structure of the report.
The Appendices
The appendices should include your proposed summary audit plans and any information, which have been requested by the organization.
Typical examples of information which are provided by the company submitting the proposal are detailed below:
· A Statement of Values
· Brief History of the Company/Organization
· Approach and Services Provided
· Meeting Client Needs
· Historical Performance
· References
· Quality Standards
· Performance Evaluation
· Staff Training and Development
· Organisation Structure
Conclusion
The above is meant as a basic guide only. When submitting a tender proposal, you should ensure that you tailor your proposal to the organisation’s needs and the format in which they require it to be presented.