First-Time Tender Checklist: Everything You Need Before Submitting Your First Government Bid
A comprehensive checklist for Australian businesses new to government tendering. Covers registrations, documentation, compliance requirements, and essential preparation steps for first-time tenderers.
Submitting your first government tender can feel overwhelming. The documentation requirements, compliance rules, and formal processes are unlike anything in the private sector. This checklist ensures you're fully prepared before submitting your first bid to any Australian government agency.
Pre-Tendering Registrations
Before you can submit tenders, you'll need to complete several registrations. These can take days or weeks, so start early:
□ ABN (Australian Business Number): Essential for all government dealings. Apply through business.gov.au if you don't have one.
□ AusTender Registration: Create your supplier account at tenders.gov.au. Set up email notifications for your industry codes (UNSPSC).
□ State Portal Registrations: Register with relevant state portals – NSW eTendering, Buying for Victoria, QTenders, SA Tenders, TPAS (WA), and others.
□ Supplier Panels (if applicable): Some government work requires panel membership. Research relevant panels in your industry.
□ Security Clearances (if applicable): Defence or sensitive government work may require baseline or higher security clearances.
Essential Business Documentation
Gather these documents before you start tendering. You'll use them repeatedly:
□ Company Capability Statement: A 2-4 page document summarising who you are, what you do, and why agencies should choose you.
□ Organisational Chart: Shows your structure, key personnel, and reporting lines.
□ Key Personnel CVs: Detailed resumes for team members likely to work on government projects.
□ Case Studies: 3-5 detailed examples of relevant past projects with outcomes and references.
□ Reference Letters: Current references from clients willing to verify your performance.
□ Quality Certifications: ISO certifications, industry accreditations, or quality management documentation.
□ Insurance Certificates: Professional indemnity, public liability, and workers compensation certificates of currency.
□ Financial Statements: Last 2-3 years of audited financials or accountant-certified statements.
□ WHS/OHS Documentation: Work health and safety policies, procedures, and any safe work method statements.
Understanding Tender Documentation
When you download a tender package, you'll typically receive multiple documents. Here's what each one means:
Request for Tender (RFT)/Invitation to Tender: The main document outlining what's being procured, timeline, and submission requirements.
Statement of Requirements (SOR): Detailed specifications of what the agency needs delivered.
Evaluation Criteria: How your bid will be assessed – this is critical for structuring your response.
Response Templates: Forms you must complete. Never modify the format unless instructed.
Draft Contract: The terms you'll be bound by if successful. Review carefully and note any concerns.
Conditions of Tender: Rules for the tender process, including how to ask questions.
Go/No-Go Decision Checklist
Not every tender is worth pursuing. Ask these questions before committing:
□ Do we meet ALL mandatory requirements?
□ Do we have relevant experience to demonstrate?
□ Can we resource the response within the deadline?
□ Is the contract value worth the bid investment?
□ Do we have capacity to deliver if we win?
□ Are the contract terms acceptable?
□ Do we have a genuine competitive advantage?
If you answer 'no' to more than two of these questions, consider passing on this opportunity and waiting for a better fit.
Tender Response Checklist
Before submitting, verify every element:
□ All response templates completed
□ Page limits respected
□ Font and formatting requirements followed
□ All mandatory sections addressed
□ Pricing schedules complete with no blank cells
□ All required attachments included
□ Declarations signed and dated
□ Conflict of interest declared (or statement that none exist)
□ Insurance certificates current
□ Referees contactable and briefed
□ Response proofread by someone other than the writer
□ Submission format correct (PDF, online portal, etc.)
□ File naming conventions followed
Common First-Timer Mistakes to Avoid
Submitting Late: Government deadlines are absolute. Even one minute late means automatic rejection. Submit at least 24 hours early.
Missing Mandatory Requirements: One missing document can eliminate your entire bid. Use a compliance matrix to track requirements.
Not Asking Questions: If something is unclear, use the official questions process. Assumptions can lead to non-compliant responses.
Underpricing: Pricing too low raises concerns about delivery capability. Price fairly and demonstrate value.
Overselling: Focus on what you can genuinely deliver. Exaggeration will be exposed during evaluation or contract delivery.
Tools to Help First-Time Tenderers
Several resources can help you navigate your first tender:
GovBid.com.au: AI-powered tender writing platform that helps you find opportunities, assess suitability, and generate compliant responses.
Industry Associations: Many industries have associations that offer tendering training and resources.
State Government Programs: Free tendering workshops are offered by most state governments for SMEs.
ASBFEO (Small Business Ombudsman): Provides free resources on winning government contracts.
Ready to Start Tendering?
With this checklist complete, you're prepared to submit your first government tender. Remember: your first bid is unlikely to win, and that's okay. Each submission is a learning experience that improves your future success rate.
For more guidance, read our Complete Guide to AusTender and learn how AI tools like GovBid can accelerate your tender writing process.
Official Resources
• ABN Registration - Australian Business Register
• AusTender Help Centre - Official guidance for suppliers
• UNSPSC Codes - Product and service classification codes
Related Articles on GovBid
→ Complete Guide to AusTender: How to Find and Win Australian Government Contracts
→ Mastering the Compliance Matrix: Your Secret Weapon for Government Tender Success
→ How Small Businesses Can Compete Against Big Companies for Government Tenders
