‘Bid packages’ are distributed to potential vendors to solicit responses. These packages are variously named; tender, bid or proposal packages or documents.
Whatever their name, bid packages must all contain a few vital components if they are to be effective.
The cover letter provides a brief overview of information that is available to vendors and explains how and when vendors are expected to respond to the request for bids.
The cover letter is only meant to explain what the bid package contains, how to learn more, and how to submit bids or proposals. It is not meant to serve as an elaborate introduction; all details regarding the procurement are contained in the attachments.
The scope of work statement is long and detailed. This is what the vendor studies in order to learn what is being procured, how and when. Details provided in the SOW drive price and schedule calculations.
Source Selection Criteria
It is important for bidders to know how their bid will be compared to others and what the buyers consider to be of most importance when evaluating bids (such as low price versus delivery date).
Organization of Response
It is common to provide a detailed explanation of how bids are to be structured (presented). These instructions help vendors know how to submit a bid and what to emphasize.
A consistent bid structure or layout of proposals is very important to the purchasing organization. Consistency between proposals makes it much easier to compare bids.