How to win tenders as a new supplier: a practical guide

Winning tenders is a skill, and the good news is that it can be learned. Buyers are not looking for the longest bid. They are looking for the bid that clearly meets the requirements, at a fair price, from a supplier they can trust to deliver. This guide is for companies bidding for the first few times, in any country.

1. Find the right opportunities

You cannot win what you do not see. Common sources:

Notice boards and portals. National and regional public portals, and platforms such as the eProcurement.si notice board.
Supplier registration. Many buyers keep a list of approved suppliers and invite those in the right category.
Direct relationships. Buyers appreciate suppliers who introduce themselves and keep their profile up to date.
Marketplaces. Listing your offerings where buyers search, such as the marketplace, lets buyers come to you.

Set up alerts for your categories and countries, so you see notices early. Time to prepare is your biggest advantage.

2. Decide whether to bid

Not every notice is worth a response. Ask:

Can we meet every mandatory requirement? If not, a bid will be rejected without being scored.
Is the scope something we deliver well? Stretching into unfamiliar work is risky.
Do we have the capacity in the delivery period?
Can we make a profit at a competitive price?
Is there time to prepare a proper response?

A smaller number of good bids beats many rushed ones. Say no when the answer is no.

3. Read the notice carefully

Most rejected bids are rejected for avoidable reasons. Read the whole document, and list:

Mandatory requirements (registration, licences, certificates, forms).
The closing date and time, and its time zone.
Required format and language, and how to submit.
Evaluation criteria and weights. They tell you what the buyer cares about.
Contract terms you must accept, such as payment terms or penalties.

If anything is unclear, ask. Questions are normally allowed until a stated date, and the buyer's answer is usually shared with all bidders.

4. Prepare your standard documents once

Keep a ready pack so you do not start from zero each time:

Company registration and tax documents
Licences and certifications relevant to your work
Financial statements or a bank reference, if requested
Insurance certificates
A short company profile
CVs of key staff
Case studies and references from past customers
Standard policies (quality, health and safety, anti-corruption)

Check expiry dates regularly. An expired certificate can disqualify an otherwise winning bid. On eProcurement.si, you can store company documents in your vendor workspace and attach them to bids.

5. Write a compliant, clear bid

Answer every requirement, in the order asked. Use the buyer's headings so the evaluator can find each answer quickly.
Be specific and give evidence. "We delivered 40 similar units for X in 2025" is better than "we are highly experienced."
Do not copy generic text. Evaluators notice.
Show how you will deliver: schedule, team, quality checks, and how you will handle risks.
State assumptions clearly, and keep them few.
Complete every form and signature. Missing a form is the commonest cause of rejection.

Buyers who use scored evaluation reward bids that make the scoring easy. See how that works in How to evaluate bids.

6. Price sensibly

Price the whole job, including delivery, installation, training, warranty and taxes where relevant.
Do not price below cost just to win. An unprofitable contract hurts you later, and abnormally low bids may be questioned.
Know your competition. If past awards are published, use them as a guide.
Quote on the basis the buyer asked for, such as the currency and delivery terms. Otherwise your price cannot be compared.

7. Submit early

Technical problems, large files and time zones cause late bids, and late bids are normally not accepted. Aim to submit well before the deadline, and keep proof of submission.

8. Learn from every result

Ask for feedback whether you win or lose.
Note the winning price and scores if they are disclosed.
Update your pack with improved answers.
Keep trying. Many suppliers win their first contract only after several attempts.

After you win

Deliver exactly what you promised, on time, and keep records. Good performance is recorded in buyer scorecards and wins repeat business. For the buyer's side of the process, see The complete procurement lifecycle.

Registration for suppliers on eProcurement.si is free. You can look around the notice board first, without an account.