1. Read the full tender documents, not just the notice
The published notice summarises the contract. The rules that matter (criteria, documents, format, deadline date and time, submission address) are in the full documents: terms of reference, specifications, forms and draft contract. Download them from the notice's official link.
2. Check that you are eligible
Check the conditions: country of registration, minimum turnover, years of experience, similar contract references, licences, mandatory registration on a supplier portal. A bid from an ineligible company is rejected, however good it is.
3. Ask your questions within the deadline
Most tender documents set a deadline for written clarification requests to a specific address. Answers are usually shared with all bidders. After that deadline, the buyer no longer has to answer.
4. Prepare the technical offer
Answer the terms of reference or specifications point by point: methodology, work plan, team and CVs of key experts, similar references, product data sheets. Follow the order and forms of the documents so evaluators find each criterion easily.
5. Prepare the financial offer
Use the price schedule in the documents, in the requested currency, stating clearly what is included (taxes, transport, insurance, delivery). When two envelopes are required, never put prices in the technical offer.
6. Gather the administrative documents
Company registration, tax and social security certificates, signed declarations, any guarantees. Check validity dates and signatures.
7. Submit before the deadline date and time
Use the channel stated: online platform, dedicated e-mail or sealed hard copy. Mind the buyer's time zone and submit early: a late bid is usually rejected unopened.
8. Keep proof and follow up on the result
Keep the acknowledgement of receipt. After the award, you can often request a debriefing on your bid: it is the best way to improve for the next tender.
Today, Humanitarian Tenders lists 1,102 open tenders, including 401 invitations to bid (ITB), 313 expressions of interest (EOI), 49 requests for quotation (RFQ) and 43 requests for proposals (RFP).
Frequently asked questions
How long does it take to prepare a bid?
It depends on the contract: a few days for a simple request for quotation, often two to six weeks for a works tender or a consultancy proposal. The deadline is in the notice.
Do I need to register on a portal to bid?
Some buyers require it: for example, UN agencies publish many notices on UNGM and may require registration. The tender documents state whether registration is mandatory.
Can I bid jointly with other companies?
Often yes, if the documents allow it (consortium or joint venture). They then set the rules: lead partner, joint venture agreement, each member's liability.
These guides describe the most common practices. Each buyer has its own rules: the rules in the tender documents always prevail.