Build a requirements matrix
Put each requirement in a separate row: source, required document, responsible person, validity, format and review status. This reduces the risk of overlooking an important condition in lengthy tender documents.
Check five groups
- Legal capacity and permits. Check whether a license, notification or other permit is required and whether it covers the stated activity.
- Qualifications and experience. Make sure contracts, acceptance certificates and other information substantiate the exact subject, period and scope required.
- Technical specification. Match every mandatory characteristic without arbitrarily changing the wording.
- Signatures and authority. Check the signatory, power of attorney, signature format and file legibility.
- Deadlines and security. Check document validity dates, the submission deadline and applicable security requirements.
Common mistakes
- The file is attached to the wrong lot or section.
- The certificate has expired by the submission date.
- The experience covers a similar subject, but not the required one.
- The technical description omits one mandatory characteristic.
- The document is signed by someone whose authority has not been verified.
- The scan is illegible or missing pages.
Final review
Before submitting, open every attachment from the bid itself, not from your working folder. Then compare the complete set again against the latest requirements on the portal.
Official sources
The document set depends on the procurement method, subject and current tender documents.