What is a bidder conference and how do you prepare?

A bidder conference, also called a tenderer meeting, is a formal meeting organized by a contracting authority to inform potential bidders about a procurement. At this meeting, bidders have the opportunity to ask questions, seek clarification on the tender documents, and gain a better understanding of the contracting authority's expectations. A bidder conference provides bidders with a valuable opportunity to interact directly with the contracting party and ensure that their bid accurately reflects the requirements set.

Why is a bidder conference important?

A bidder conference provides a unique opportunity to better understand the expectations of the contracting authority. By asking questions and listening to other bidders' questions, you can get a fuller picture of what it will take to be successful in the tender. It also gives you the opportunity to clarify any ambiguities in the tender documents before submitting your bid. Proper preparation for and participation in a bidder conference can significantly increase your chances of a successful bid.

Benefits of a bidder conference

• Clarification of tender documents: The bidder conference provides an opportunity for clarification on specific requirements, criteria or technical details contained in the tender documents.
•  Understanding the contracting authority's priorities: By listening carefully to the contracting authority's responses, you can gain important information about their priorities and what they want to focus on in the bids.
• Competitive analysis: The questions asked by other bidders can provide valuable information about the competition and their approach to the tender.
• Networking opportunity: A bidder conference can also be an opportunity to gain valuable contacts with the contracting authority and other market players.

How to prepare for a bidder conference

1. Study the tender documents thoroughly:

Before participating in the bidder conference, it is essential to carefully review the tender documents. This includes the selection guide, award criteria, technical specifications and any appendices. Note any ambiguities or specific questions you want to ask during the meeting.

2. Formulate targeted questions:

The bidder conference is an excellent opportunity to ask questions that will help you improve your bid. Format your questions clearly and make sure they relate to critical aspects of the tender, such as the evaluation criteria, technical requirements, or risk management plan. Avoid questions that are already answered in the tender documents.

3. Be strategic in your questions:

Think strategically about the questions you ask. Ask questions that not only provide clarification but also show that you have a good understanding of the procurement needs. This can show the contracting authority that you are a serious and competent party.

4. Pay attention to other registrants' questions:

In addition to asking your own questions, it is important to listen carefully to the questions of other bidders. This can provide insight into their approach and can help you sharpen your own bid. Sometimes others' questions point out important aspects that you may have overlooked.

5. Prepare a summary:

After the bidder conference, create an internal summary of the main points discussed during the meeting. Document the answers to your questions and other valuable information that emerged. Use this information to further optimize your bid and refine your plan of action.

6. Follow the instructions for communication:

Be sure to follow the contracting authority's instructions regarding how communication takes place after the bidder conference. In many cases, further communication is centralized through a procurement platform or through formal Q&A rounds.

Common topics during a bidder conference:

• Clarification of technical specifications: Questions are often asked about technical details of the project, with bidders wanting to know if certain specifications are flexible or if alternatives are possible.
• Clarification of award criteria: The contracting authority can clarify how tenders will be evaluated, which can help to further align your EMVI elaboration with the award criteria.
• Planning and timelines: Questions about project schedule and timelines are common, especially when there are tight deadlines. It is important to be sure you can meet the deadlines set.
• Risk management: Sometimes asked about how risks will be managed within the project and what measures the contracting authority expects bidders to take in terms of risk management.

Common mistakes in bidder conferences

• No preparation: Participating in a bidder conference without being well prepared can be a missed opportunity. Make sure you have thoroughly studied the bid documents and prepared specific questions.
• Unprofessional questions: Asking questions that are already clearly answered in the tender documents can leave a bad impression. Avoid questions that are seen as unprofessional or unnecessary.
• Too wait-and-see attitude: It is important to actively participate in the bidder conference. By not participating in the discussion or asking questions, you may miss out on important insights.
• Not following up on information: Make sure you incorporate the information obtained from the bidder conference directly into your bid. Not taking advantage of the information may cause your bid to be weaker than your competitors.

Conclusion

A bidder conference is an important time in the procurement process where potential bidders can gain valuable information and seek clarification on the terms of the tender. By participating well prepared and asking targeted questions, you can not only strengthen your own bid, but also gain insight into competitors' approaches. A bidder conference offers bidders the opportunity to best align their strategy and bid with the contracting authority's expectations.