What is a selection guide?

The selection guide is an essential document in the procurement process. It contains all the relevant information bidders need to make a correct and complete bid. For companies participating in tenders, the selection guide is an indispensable tool for understanding what the contracting authority expects. This document provides guidelines, specifications, and selection criteria that determine whether a tender meets the requirements and is evaluated fairly. In this article, we take a closer look at exactly what a selection guide is, how it works, and what strategies companies can employ to use the document effectively in their tenders.

What is a selection guide?

A selection guide is a document provided by the contracting authority when announcing a tender. The purpose of the selection guide is to clarify the criteria that bidders must meet, how tenders will be evaluated, and what steps companies must take to participate in the tender process. The selection guide outlines key elements such as the evaluation procedure, deadlines, technical requirements and specific conditions applicable to the project.

The selection guide provides transparency and ensures that all bidders receive the same information so that they can participate under equal conditions. This document provides the basis for the evaluation of tenders and is essential for ensuring the fair and objective selection of the winning tender.

Key elements of a selection guide

A selection guide is usually made up of several sections, each focusing on specific parts of the procurement process. Below we discuss the key elements of a selection guide and why they are important to bidders.

2.1. General information and context

The first part of the selection guide often contains a general introduction about the project and the objectives of the tender. This explains why the contract is being outsourced, the importance of the project and what results are expected of bidders. This gives bidders a clear overview of the context in which to prepare their tender.

2.2. Selection criteria and award criteria.

The selection criteria describe the minimum requirements a bidder must meet to participate in the tender. These may include financial standing, technical ability, or experience with similar projects. The award criteria are the conditions under which the contracting authority evaluates the tenders and determines which party will be awarded the contract. These may include, for example, value for money, innovation, sustainability or other factors important to the contracting authority.

In many cases, the Most Economically Advantageous Tender(EMVI) is used as the assessment method. This takes into account both price and quality. It is important that tenderers carefully analyze these criteria and adjust their bid accordingly.

2.3. Technical specifications and requirements.

Technical specifications describe the details of the contract. These may be requirements related to the performance of a product, the technical execution of a project, or the standards to be met by the services offered. It is crucial to carefully examine these requirements and ensure that the tender fully meets the stated specifications.

Errors or imperfections in the technical specifications can lead to exclusion from the tender, even if the rest of the bid is strong.

2.4. Instructions for enrollment

This section of the selection guide describes the process for submitting the tender. This includes the requirements for the structure of the entry, the required documents and the deadline for submission. Following these instructions is vital, as failure to follow the stated procedures may result in disqualification. This section also describes details on how the tender should be submitted, for example electronically through a dedicated platform such as TenderNed.

2.5. Communication and questions

The selection guide often includes a section explaining how companies can ask questions about the procurement. This may include, for example, an information session or a period during which written questions may be submitted. Bidders should take advantage of these opportunities to clear up ambiguities and ensure they have all the information they need to make a successful bid.

How do you use a selection guide effectively?

To be successful in a tender, it is important that companies use the selection guide correctly. Below we provide some tips and strategies to ensure that your bid meets the requirements of the selection guide and scores optimally on the award criteria.

3.1. Read the selection guide thoroughly

It may seem obvious, but it is essential that you read the selection guide carefully from beginning to end. Many companies make the mistake of reading only the award criteria, but each section of the selection guide contains important information that can affect the bid. By reading the entire document, you avoid overlooking important details.

3.2. Analyze award criteria.

One of the most crucial steps in preparing a tender is analyzing the award criteria. This determines the basis on which your tender will be evaluated. Make sure you understand which aspects of the tender carry the most weight and adjust your offer accordingly. For example, if the contracting authority places more emphasis on quality than price, focus on the aspects of your offer that emphasize quality.

3.3. Ensure structured enrollment

Following the instructions in the selection guide is essential for a structured bid. Use the required format and follow the document submission guidelines. Make sure all sections are clearly marked and that the tender is organized. A well-structured entry makes it easier for evaluators to evaluate your bid.

3.4. Keep in mind deadlines

Most tenders have strict deadlines for submission of tenders. Make sure you schedule sufficient time for preparation, collection of necessary documents, and submission of the tender. Missing a deadline almost always results in disqualification, regardless of the quality of your bid.

Common mistakes when using a selection thread

Failure to use the selection guide correctly can result in disqualification or a lower rating. Here are some common mistakes companies make when using the selection guide and how to avoid them.

4.1. Failure to comply with instructions

One of the biggest mistakes companies make is not correctly following the instructions in the selection guide. This can range from not submitting documents on time to not following the prescribed structure. Be sure to follow the instructions carefully to avoid exclusion.

4.2. Misinterpretation of award criteria.

Another common mistake is misinterpreting award criteria. Companies that focus only on price when quality is an important criterion can miss out on valuable points. Read the award criteria carefully and make sure your offer matches the contracting authority's priorities.

4.3. Incomplete or incorrect technical specifications.

Failure to fully meet technical specifications is one of the most common reasons for exclusion. Make sure you understand all of the technical requirements and that your entry meets the set standards.

Conclusion: The importance of selection guidance in the procurement process

The selection guide is an essential document that guides bidders through the process of submitting a successful bid. It provides clear guidelines and criteria that help you understand what the contracting authority expects. By thoroughly analyzing the selection guide, carefully following the instructions and aligning your bid with the award criteria, you significantly increase your chances of success in a tender. It is critical that companies use the selection guide effectively to avoid mistakes and submit a strong tender.