What actually happens when a tender enquiry reaches us? We take you behind the scenes – from the first contact to the submitted bid.
Step 1: A rough suitability check before the detailed work
Before we dig into the details of a requirements specification, we first check the basic functional fit and – crucially – any mandatory criteria that could structurally rule us out. This saves everyone unnecessary effort if taking part makes no sense anyway.
Step 2: Mapping the requirements to existing modules
Next, we compare the catalogue of requirements with our existing modules. For most enquiries it quickly becomes clear that the vast majority of requirements can be covered by standard modules, while a smaller share needs configuration or, in individual cases, targeted customization.
Step 3: The written bidding phase
We answer requirements as specifically as possible, referring to comparable projects we have already delivered rather than making blanket promises. Open points that can only be sensibly clarified in a personal conversation are deliberately flagged as such instead of being skipped.
Step 4: The specialist workshop
In larger procedures, the written round is usually followed by a workshop with the finalists. Here we demonstrate the solution using concrete scenarios from the catalogue of requirements rather than giving a general product presentation – in our experience, this builds far more trust than a standard demo.
Step 5: After the award – from bid to functional specification
If we win the contract, we jointly draw up a functional specification that translates the requirements from the requirements specification into concrete technical implementation. This step is often the most demanding of the whole process, because it reveals details that, by nature, could not be fully captured in the original requirements specification.
What matters most to us in this process
We would rather say “this isn’t a fit for us” early on than submit a bid that we could not later deliver at the promised quality. In the past, this has also led us to deliberately not pursue a tender.
Frequently asked questions
How long does the internal review take before you decide whether to take part?
Usually a few days, depending on the complexity of the catalogue of requirements.
Do you take part in every tender that reaches you?
No – if mandatory criteria cannot be met structurally or the project is not a functional fit, we deliberately decline.
Are you preparing a tender and would like to know how a software vendor sees the process from the inside? Talk to us.
Are you drawing up a functional specification yourself? Download our free functional specification checklist (PDF) – 7 topic areas that no tender should be missing.
Get in touch