Questions from suppliers - SmartTender

The world of procurement is very diverse and requires attention to detail. So it's no surprise that questions may arise during your work. And our goal is to help you avoid mistakes and make the process of working with tenders as simple as possible. That is why today, together with Maryna Tolochko, Head of Customer Service at SmartTender, we have prepared answers to the TOP 3 questions most frequently asked by suppliers in July. We also remind you: don't forget to use the tips we shared with you in the previous article!

1. How Do I Save a Proposal as a Draft?

Let's say you're in the following situation: your package of documents is almost ready, but, for example, preparing a bank guarantee requires more time. Our “Draft” tool will help you avoid having to upload the necessary files at the last minute. It allows you to upload documents step by step, add or delete unnecessary ones. This is convenient because you will be able to prepare for participation in the procurement in advance and not miss any of the organiser's requirements. The tool is also useful for companies where different departments are responsible for different types of documentation.

And in order not to forget what documents are missing to submit a proposal, record this information using the “Add Note” button on the detailed tender page (fig. 1).

These simple steps will help you to prepare calmly and thoroughly for participation in the procurement and avoid mistakes when uploading documents when the deadline for submitting proposals is approaching.

Save drafts

Fig. 1

To save a proposal as a draft, you need to:

1. After uploading the documents, click the “Submit a proposal” button (fig. 2).

Submit a proposal

Fig. 2

2. When the activation window appears, close it without signing the QES/AES (fig. 3).

Activation window

Fig. 3

3. In this way, the proposal will be saved as a draft (fig. 4).

Saving the proposal

Fig. 4

4. When you upload new documents, click “Activate proposal” so that the newly added documents are saved in the proposal (fig. 5).

Activate the proposal

Fig. 5

2. Where Do I Upload the Documents of the Winner of an Open Tender With Special Features (Single Lot): to the General Proposal or to the Lot?

Sometimes suppliers are really confused and do not understand where to upload the winner's documents.

So, remember, in this type of procurement, you can upload the winner's qualification documents both to the general proposal and separately to the lot. Both solutions are correct, so there is no need to do it twice. Just choose one option that is most convenient for you and add the necessary files. This way, you will avoid duplication and do everything you need quickly and without unnecessary hassle (fig. 6). Downloading the winner's documents

Fig. 6

3. Why Did the Organizer Disqualify the Winner If All the Required Documents Were Attached?

An interesting question with a very simple answer. After uploading the qualification documents, suppliers forget to click the “Submit” button. It is because of this nuance that the organizer will not see your documents and, as a result, you will be disqualified.

So, be careful and don't let such a trifle undo all your efforts and take away your chance to win (fig. 7).

Sending documents

Fig. 7

These were the most common mistakes in July. We hope that our answers will be useful and help you to participate successfully in procurement. Also, if you have any questions or need any assistance, please do not hesitate to contact our support team at 0 800 75 10 10. Our team is always ready to provide you with the necessary advice at every step of the way!