2 key problems with submissions that result in poor evaluation scores, and even disqualification
Preparing a response to a solicitation can be a time consuming and nerve wracking affair. Depending on the size of the project, there can be several moving parts, along with specific requests and requirements that ought to be satisfied. Hence, regardless of whether your proposal, quotation, or bid is less than five pages long, or over 50 pages, it is crucial that all ‘i’s are dotted and ‘t’s are crossed, in order for your submission to be either shortlisted for further consideration, or to be awarded the project.
However, two common problems with submissions that tend to challenge a favourable evaluation are, incomplete submissions, and flawed submissions. Although the terms seem self-explanatory, for too many Consultants and Vendors find their submissions being marked down considerably, or even disqualified.
Incomplete Submissions
In a nutshell, submissions are referred to as ‘incomplete’ when all the stipulated material – that ought to be included as part of the submission – have not been provided. For example,
- confirmation of eligibility to participate in the tender process, such as a specific authorization, or a compliance certificate (in the case of Jamaica), is not included
- the bond is missing
- reference letters are not provided
- forms are incomplete
- evidence of insurance is not supplied
- inadequate or no details on the subcontractors or project associates have been included, although specifically requested
- prices or rates not prepared as requested, such as itemized, or in a specified currency, or including (or not including) sales or other value added tax.
In some instances, and the solicitation document should indicate, there are circumstances under which a submission could be considered ‘non-responsive’. Essentially, these mandatory requirements or information, which a submission should contain, are being used as gating criteria. If they have been included, the submission will proceed to the evaluation stage; if any are absent, the entire submission can be considered non-responsive and, most likely than not, rejected.
Flawed Submissions
Although an incomplete submission can be considered flawed, a flawed submission might include all of the stipulated material, but still have significant faults or errors (flaws). A submission can usually be identified as incomplete through just a cursory scan of the documents. On the other hand, a flawed submission tends to be recognized as such during the evaluation process, when all submissions are being carefully examined. In the case of the latter, the focus is on the quality of the material submitted, rather than on confirming whether the required material has been provided.
Some examples of when a submission might be considered flawed include:
- mathematical errors in pricing calculations
- forms are not clearly or completed properly
- parts of the submission are not signed or the company seal is not clearly affixed (as would be the expected practice).
Generally, when a submission is considered flawed, the evaluators may find it difficult to review – and understand – its contents. In instances when the errors or deficiencies are significant, or of the contents cannot be understood, considerably lower scores may result.
Summary
To a considerable degree, an incomplete submission can be avoided if you carefully review the solicitation documents to ensure that you are aware of all of the all the material requested, and that you confirm their inclusion before the package is sealed and dispatched. With regard to reducing the chances that your submission would be considered flawed, a careful review of the actual contents of the submission ought to be undertaken. Ideally, that review should be conducted by someone who has not been intimately involved in the submission’s preparation, and so can be more objective on matters related to clarity and the quality of the information that will be provided.
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