Proposals and Tenders: A Guide for Bidders
This guide explains how to participate in tenders, what the information means, and how to use the proposal form effectively.
What is a Tender?
A tender (or RFP) is a request from a project owner for contractors or subcontractors to submit a proposal (bid) for work. The tender describes the scope of work, timeline, and often includes estimated quantities and rates as a reference.
Understanding the Information Shown
Quantities, Rates, and Units Are Estimates
The quantities, unit rates, and amounts you see in a tender or proposal form are estimates provided by the tender creator. They are based on the creator's own schedule of quantities and are intended as a reference, not a requirement.
You do not have to match these values exactly.
- Est Qty (Estimated Quantity) — The creator's estimate of how much of an item is needed.
- Est Rate (Estimated Rate) — The creator's estimated unit rate or hourly rate.
- Bid Qty / Rate — Your own quantities and rates. Use your own pricing and quantities based on your assessment.
The creator's estimates help you understand the scope and scale of the work. You can use them as a starting point, but your bid should reflect your own costs, methods, and experience.
How to Participate in a Proposal
- Find a tender — Browse public tenders or use an invitation link from the project owner.
- Review the scope — Read the job details, description, and scope of work.
- Create a bid — Sign in and use the proposal form to submit your bid.
- Fill in your own figures — Enter your quantities, rates, and descriptions. The creator's estimates are there for reference only.
- Submit — Your proposal is sent to the tender creator for review.
The Proposal Form: Materials and Labor
Materials
- Creator's reference — Item descriptions, estimated quantities, units, and rates from the tender creator.
- Your bid — Add your own quantities, rates, and notes. You can adjust descriptions or add clarifications.
- You can also add items that are not in the creator's list if they are relevant to your proposal.
Labor
- Creator's reference — Estimated staff, hours, and hourly rates.
- Your bid — Enter your own staff numbers, hours, and rates based on your team and methodology.
Key Takeaways
- Estimates are references — Use them to understand scope, not as fixed requirements.
- Your bid is yours — Use your own quantities and rates.
- Clarify when needed — Add notes or descriptions to explain your approach.
- Ask questions — If something is unclear, contact the tender creator before submitting.
Where to Find More Help
- Knowledge Hub — Browse other articles on payments, user guides, and how QSME works.
- Support — Contact support if you need assistance with the platform.