Open your own tender department. Comprehensive tender support

Offers for comprehensive support of tenders on outsourcing terms are relevant for enterprises for which it is important to win contract tenders with minimal costs in order to:

expand sales;
find suppliers.

Professionally organized assistance in auctions and tenders provides benefits to companies that use this service.

Advantages of companies using comprehensive tender support

Timely receipt of up-to-date information about auctions. Moscow and Moscow Region are a market with a high level of competition in all areas. Therefore, informing about planned contract auctions is a serious help in winning tenders; it allows you not to miss important competitions. The outsourcer’s specialists monitor data updates on a daily basis, selecting the information the client needs.
Budget savings. If you search for suitable tenders on your own, you will need to allocate a full-time employee, organize a workplace and software support, which is irrational - time and money are spent studying the terms of tenders that do not correspond to the interests of the company, the scale of activity, etc. In addition, wage costs are inevitable, social guarantees, etc. Outsourcer support is paid only as you use its services. At the same time, the contractors, again due to high competition, declare a moderate cost of the work.
Operational readiness for the auction. The experience of specialists and well-established algorithms guarantee that professional assistance in tenders ensures a quick start in preparation for the selected auction, efficiency of each stage and response to force majeure circumstances.
Correctness of registration of the application for participation. As a result of incorrectly executed papers, the applicant may not be allowed to participate in the auction. Help in organizing tenders allows you to eliminate this risk - competent execution and timely submission of a package of documents.
Increasing the effectiveness of participation in auctions. A professional approach and turnkey service ensure a higher percentage of winnings when participating in auctions.

Comprehensive tender assistance is in demand by enterprises:

those who have no experience in such activities;
experienced and successful, but willing to spend the budget rationally and optimize the work system.

Services for participation in tenders from LLC "Consulting Group - Your Chief Accountant"

We offer services for participation in tenders for companies of various forms of ownership, scale and specifics of activity. The format of cooperation is determined by the customer, the following options are possible:

consultations, including competitiveness analysis;
local support at certain stages - procurement services at tenders, filing applications for participation in open tenders or electronic auctions, requesting quotes, obtaining or re-issuing an electronic signature, etc.;
full support of tenders - from accreditation of the client company on electronic platforms to representing its interests in court or the Federal Antimonopoly Service in case of unlawful rejection of applications for participation.

The priority area is tender support for builders, since in this segment of the capital’s market there is consistently high activity in contract bidding. In addition, the sphere of capital construction is socially important.

The provision of services is possible on an ongoing or one-time basis; reviews of previously implemented tender support projects are presented on the website. We cannot guarantee victory in the auction - no less worthy companies take part. However, the volume of trades won with our support is 25%, which is considered a good indicator. The company's professional liability is insured - this is an additional guarantee of the proper quality of work.

To order assistance in auctions and tenders, contact our head office in Odintsovo or our Moscow representative office. Any clarifications about the terms of cooperation are available by phone (including on a call back) and through a special form of communication with a consultant on the website.

The price for tender services is set according to the volume of work.

Tender – this word is painfully familiar to many. State-owned companies, auctions, bids, corruption immediately come to mind... Everyone has a lot of excuses not to participate in the tender. Many companies believe that everything is divided in advance, and the terms of reference (technical specifications) specifically state conditions that are suitable only for “their” customers. However, myths about tenders are greatly exaggerated. And if you understand this “kitchen” well, you can build a successful and promising business through tenders.

What is a tender?

This is a procedure that the customer carries out to find the best supplier. He invites everyone to participate and announces a so-called competition. The winner is the one who offers the product with the best characteristics (price, quality, parameters, etc.). The company that beats the rest of the competitors gets the right to sell its goods or services.

Despite the rather complicated process, you should not refuse to participate in tenders. After all, this is the only way to sell a large batch of products to state-owned companies and large private individuals. For example, a batch of gowns for a clinic or several dozen computer desks for a school. Such goods are purchased only through auctions. It turns out that many companies voluntarily refuse a huge number of clients.

How to use tenders for small businesses?

The plan for implementing this business idea is quite simple. You thoroughly study the process of participating in tenders, learn all the pitfalls, get acquainted with the legislative framework, and then offer mediation services to companies that do not risk participating in tenders on their own.

Both parties benefit. The company will not have to employ an independent unit (a specialist in participation in tenders), and you will have the opportunity to earn a fee for providing such a service.

To open such a business, you only need a computer with Internet access and your desire to earn money. You can run this business right at home, and hold meetings with clients on their territory.

The implementation of the idea comes down to two stages:

Search for existing tenders
Participation in the tender on behalf of the company.

So, you regularly look at all the sites where electronic tenders are held, and then invite companies to participate in a particular purchase.

As for making money on tenders, it is important to set a price category that will be beneficial to sellers. Many companies subscribe to Internet sites where the latest information about tenders appears. Such a subscription costs from 8 to 20 thousand rubles. The intermediary is ready to cooperate for 600 rubles per month. This amount may seem too small to you, but there will be more than one client. And this price only includes the search for suitable tenders. If you also take a fee for participating in bidding on behalf of the company, then the prices will be much higher.

Intermediaries with experience, as a rule, simultaneously work with 40-50 companies. It is easy to calculate that anyone with a competent approach will receive a very good profit.

If you want as many companies as possible to cooperate with you, it is important to create a suitable image. And a competent advertising campaign will also help with this.

First of all, you will need your own website with high-quality content and design. You can offer your services not only on the website, but also in business magazines and on the Internet.

Stages of cooperation

So, the approximate steps of your mediation activities in implementing the tender plan will look like this:

Search for tenders.

Selection of current tenders for our clients based on various criteria: product characteristics, price ranges, location, etc.

Obtaining an electronic signature and accreditation.

For your client, you receive an electronic signature, without which it is impossible to participate in tenders. You also undergo accreditation on trading platforms.

Preparing an application.

Submit an application, request proposals, quotes, etc. Provide advice to clients at all stages of bidding. You perform the main actions; the client only requires information support about his activities and products.

Participation in the tender.

Bidding takes place online. The decision on the price offer is made by the client. Moreover, he can be anywhere during the tender. You go through all the stages yourself and act on behalf of the company.

Conclusion of a contract.

If you successfully participate in the tender, you draw up procurement documentation for the company.

An intermediary is the main actor when participating in a tender.

Personal experience

Several years ago, my wife and I decided to open a business that participated in tenders on behalf of various companies. We didn’t need an office, we looked for clients ourselves, that is, we didn’t spend any money on advertising. The wife did accounting and communicated with manufacturers and suppliers of goods. By the way, direct contacts have given us an excellent customer base with low prices and minimal delivery times. For the first year we worked on prepayment, then, when they found out about us, we began to receive trade credit.

I was involved in communicating with clients, traveling to suppliers. Overhead costs were minimal. We agreed in advance to work from the supplier’s warehouse or make 2-3 shipments. This allowed me to avoid buying a truck and renting a warehouse. If necessary, hired delivery drivers. The financial part amounted to 600,000 rubles of borrowed funds. Taxation is a simplified system.

At first there were concerns that this business was too complicated. But everything turned out to be much simpler. I copied the competition announcements and technical specifications, after which I sent a request to the suppliers if they had such products and at what price. And it immediately becomes clear whether there is any point in participating in the competition.

At first we worked through trade.su. We paid for the subscription. It cost 100 thousand rubles a year, but they also received consultations, as well as assistance in preparing documents for participation. The website displayed information about the customer: who previously played in his tenders, who won, under what conditions, whether the terms of the contract were met.

There were different situations with dishonest participants. For example, a delivery is worth 300,000 rubles, and the participant wins with a difference of 50 rubles. It immediately becomes clear that this is far from an accident. In general, tenders are a huge field for various dishonest actions on the part of the customer. Even if you submit an application with a good offer, this does not provide any guarantees. One day before the deadline for accepting applications, the secretary or other specialist who collects competitive proposals can inform the company with which the contractual relationship is being established what price should be included in their application. But all these frauds can be noticed if you constantly analyze and collect information.

In fact, everything is not as scary as it seems. And my experience says that it is best to cooperate with healthcare institutions. Such organizations are really interested in price, but without sacrificing quality.

If you have any questions about this type of business or have your own experience in this area, we are waiting for your comments. Your opinion is important to us!

Comprehensive tender support for business is a new promising area of work, which not everyone can master. Denis Makarov, head of the Smart Tender company, shared his impressions of the first victory, talked about who a “tender specialist” is and how large the contract amounts can be.

Main points of the interview

Kind of activity- provision of comprehensive tender support;
business location- Voronezh;
occupation before starting a business- student;
start date of business activity- March 2017;
organizational and legal form of doing business- limited liability company;
initial investment amount- 150,000 rubles;
source of initial capital- own funds;
payback period- 2 months;
formula for success- Confidence in your strength

Towards comprehensive tender support through fear and hatred

Denis, your business is something new and incomprehensible for many. Why did you choose comprehensive tender support as a business out of many options?

During my student days, I thought about starting a business and decided to look at the government procurement website. It seemed easier to realize oneself in procurement at that moment, since real proposals for the provision of services, supply of goods, etc. were posted there. Customers from all over Russia post their needs, write the price they are willing to pay, and dictate the terms of implementation. Demand seeks supply. You just need to come and satisfy the customer's needs and make money from it.

Every day I looked at purchases, opened technical specifications, and looked for proposals that I could satisfy on my own with minimal investment. I attracted friends, offered options for making money by replacing windows, renovating floors in schools, preparing electronic documents for courts, legal support, logistics services, wardrobe services, etc. At that time, given the lack of real experience, I tried to grab every opportunity , but it didn’t come to the point of filing an application.

After a long search, my colleague (and my friend) and I were given the opportunity to submit an application to participate in a tender for the needs of the Transneft Oil Pipeline "Druzhba" OJSC company. The total cost of the work was 3.5 million rubles. in a year. The work was related to the registration of rights of JSC MN "Druzhba" to land plots during the reconstruction of the oil pipeline. At the time of filing the documents, no one believed that there was a chance of success. The company from which we took part in the bidding had not previously worked with such purchases, considering victory impossible, citing corruption, competition, etc. My colleague and I were not thinking about business, but about three and a half million and how we'll spend them. Nevertheless, our application was accepted, and later recognized as the best in terms of price and conditions in two cities - Penza and Samara.

I would like to draw attention to the fact that two third-year law students managed to win a contract on behalf of an organization that had not previously even attempted to work with the world’s largest pipeline company, which transports 93% of the oil produced in Russia.

After signing the contract, it was decided to read it. It was drawn up on 40 pages, and the appendix was a technical specification, divided into nine stages of work. We were clearly shocked by the abundance in the technical specifications of such words as geodetic alignment base, GGS points, theodolites, outlines, technical report of alignment work, cadastral work, topographic survey, reclamation, etc.

Naturally, none of us even approximately understood the meaning of most of these words. We became even more excited when we saw 5 boxes full of technical documentation for the construction of an oil pipeline. The boxes contained a bunch of A0 format drawings, upon careful study of which any normal person’s nervous system would suffer, and there would be one thought in his head: “This is impossible to understand!”

The situation was aggravated by the fact that, according to the terms of the agreement, it was necessary to provide security in the amount of 300 thousand rubles as a guarantee of fulfillment of their obligations. At that time we had no available funds. If we fail, the company on whose behalf the tender was won will be included in the register of unscrupulous suppliers and will not be able to participate in government procurement for two years.

Realizing our own insignificance, we prayed to be forgiven and let go, that we would not do this again... In response, we received a refusal. The process was already irreversible.

We had to borrow 300 thousand rubles, take courage and begin implementing the contract.

What followed was a terrible and endless, pain-filled, terrifying ordeal of fulfilling the terms of the contract. There was a lot there: fear, hatred, stupidity, pain, bribes, throwing, shame, endless business trips to the most remote places of the Penza and Samara regions.

As a result, after 4 months of work, not hoping for a positive result and experiencing a huge burden of responsibility, we closed several stages of work, and Transneft transferred the first money in the amount of 1,100,000 rubles.

After completing this contract, we opened our own company sbgroup.pro. In the first year, we signed 25 contracts worth 4 million rubles; in the second year, we already had contracts worth 15 million rubles. We hired staff and purchased the necessary geodetic equipment.

Now all efforts are aimed at developing the Smart Tender company, which appeared on the market in March 2017. I was the founder of Smart Business, but now I don’t appear there in any way.

What is included in the concept of “comprehensive tender support”?

Selection of applications depending on the partner’s field of activity, preparation and submission of documents, request for clarification of technical documentation, assistance with securing the application, accounting for changes in tender documentation, participation in tenders on behalf of the client company. We carry out all procedures related to the tender, accompany partners before signing the contract, and often after. This is a complex activity that requires concentration. Often about 20 purchases are carried out simultaneously, for which a full package of documents is required. Along with applications in progress, it is necessary to monitor trading platforms for the submission of new applications. In addition to tender support, we help with registration of digital signature, individual entrepreneur or LLC.

Such a scale requires strength and resources. What resources did you need at the start?

What can you tell future entrepreneurs?

No need. Go to work. Don't create jobs for yourself - you may be dooming yourself to eternal suffering.

Could you work “for your uncle”, knowing everything that you know now? What is the advantage of working for yourself?

I couldn't and I definitely never will. However, sometimes, when starting their own business, people create big problems for themselves, but the result is exactly the same as if they worked at a regular job. Plus is the freedom to choose the conditions of your employment, freedom to act, the opportunity to shape your future, your team. The downside is life in uncertainty and daily risks.

Hello, dear colleague! Today's article will focus on the tender department. This is an internal division of the organization that is involved in participation in government and commercial procurement. There are tender departments at both Customers and suppliers (procurement participants). However, their functions, goals and objectives are completely different. In this article we will focus on considering this department only within the supplier’s organization. If you are seriously thinking about creating your own tender department, then this article will help you understand where to start and in which direction to move.

Do you need a tender department?

And so, you or your organization decided to participate in tenders. And here a reasonable question arises: who will do this? Will this be done by a specific specialist or several specialists? Or will you resort to third-party help, namely tender consulting? I would like to immediately warn you against one very serious mistake that many organizations make - there is no need to create a large tender department from the very beginning. At the initial stage, this may be just one person, and then, as the volume of work increases, you can attract one or more employees. More doesn't mean better.

If you plan to participate in tenders only from time to time, and do not want to make this direction the main source of orders, then one specialist will be more than enough. However, if you have a large organization and you want to receive orders from bidding on an ongoing basis, then you should think about a full-fledged department that will deal with all stages of bidding: from searching for information to directly concluding contracts. In addition, such a department will need to closely interact with other departments in your organization.

For a quick start, or when you do not want to increase your staff, you can use outsourcing of the tender department. In this case, you will not have to create new jobs, arrange them (purchase additional computer equipment, software, furniture, etc.), and also pay regular salaries, taxes, etc.

Some managers also “sin” by entrusting work with tenders to one of their employees in the form of an additional workload for a symbolic additional payment. Most often - a secretary, accountant or lawyer. But I can disappoint you. This approach doesn't work. In this case, the work will be done for show and will not bring you the desired results.

And so, we have talked about the need to create a tender division, now let’s look at what functions it should perform.

Functions of the tender department

Below are the main functions of the department that deals with participation in tenders:

Preparation of necessary documents and obtaining an electronic signature;
Accreditation (re-accreditation) on government and/or commercial electronic platforms;
Setting up the necessary software to participate in electronic auctions;
Searching for information about ongoing government and/or commercial tenders, according to the specifics of the organization’s activities;
Study and analysis of documentation, technical specifications;
Analysis of the competitive environment and monitoring of the results of previous purchases;
Agreeing with senior management on the nuances of participation in a particular procurement, as well as making the final decision;
Preparation of documents, filling out forms and submitting applications;
Obtaining the necessary certificates and extracts, as well as their notarization;
Knowledge of legislation regulating procurement procedures;
Interaction with banks and credit organizations to obtain loans and bank guarantees;
Interaction with suppliers (if the organization is an intermediary);
Direct participation in the auction (in person or remotely);
Preparation of necessary requests for clarification of documentation and procurement conditions, as well as interaction with customers;
Tracking changes in notices of ongoing purchases, as well as the results of such purchases;
Preparation of necessary complaints and claims to protect the interests of the organization;
Conclusion of contracts.

As you can see, this is a rather voluminous list of works. Therefore, if you assign all this work to an existing employee who also has other job responsibilities, you will completely fail in this area. And a simple “girl” secretary is also not able to fully engage in all this. Repeatedly tested from personal experience.

The main indicator of the quality of work of the tender department is the number of applications accepted before participation in procurement procedures and the volume of concluded contracts based on the results of their implementation.

Structure of the tender department

Once again, the structure and size of the tender department may vary. It all depends on the scale of the organization and the amount of work associated with preparation and participation in tenders. Below I have given as an example one of the possible options for such a department.

Head of department. He is a link between the department and other divisions of the organization, coordinates and controls the work of the entire department, coordinates technical and financial issues of participation in tenders with the management of the organization.

Monitoring and analytics specialist. Searches for information about ongoing tenders, analyzes completed procedures and the competitive environment, and monitors changes in information on the site.

Lawyer. Responsible for the accuracy of the organization’s documents, checks tender documentation for errors and violations of legal requirements, prepares the necessary documents (including for obtaining digital signatures), orders certificates and extracts, prepares complaints and claims, represents the interests of the organization in the Federal Antimonopoly Service and the court.

Trading Specialist. Engages in accreditation (re-accreditation) on electronic platforms, sets up a workplace for participation in electronic auctions, prepares applications (including Form 2), and takes part in auctions. Also, such a specialist prepares requests for clarification of documentation and interacts with customers.

Courier. Delivers paper applications to the customer's address. In practice, paper applications are sent to the customer by one of the organization’s employees or using a courier service (for example, DHL, DPD, PONY exspress, etc.).

What is included in the list of services for creating a tender department?

Currently, the Internet is full of proposals for creating a turnkey tender department. This is not tender services or outsourcing, but assistance in creating a department in your organization. Prices for such services depend on the specifics of the organization itself, as well as on the number of employees in it. The price range for services to create a department ranges from 30-100 thousand rubles. Creation time ranges from 2 weeks to 3 months.

So what is included in the list of services for creating a department? This:

Preparing the structure of the department and determining the required number of specialists in it;
Analysis of the organization’s staffing table for the possibility of attracting existing specialists to work with tenders;
Development of department regulations and staff instructions for each employee;
Development of regulations for document flow and interaction of the department with other structural divisions of the organization;
Assistance in choosing the necessary software for working with tenders and advice on its use;
Training of department specialists;
Launch and “run-in” of the department’s work.
Information support and free consultations within a specified period.

So, what conclusion can be drawn from all of the above?

Firstly, if you need quick results with minimal financial costs, then use tender outsourcing. Now this is a completely affordable service for many organizations and individual entrepreneurs.

Secondly, if you are planning to create your own tender department, then start with 1-2 people. You shouldn’t immediately recruit a large staff. Hiring a new person is always easier than firing him.

Third, if you are creating your tender department from scratch, then do not expect great returns from it right away. It is first necessary to analyze all business processes within the organization, determine the functions of the department, prepare regulations for the department, write down job descriptions, and define goals and objectives. It is also necessary to regularly train these employees, improve their skills, motivation and interest in the final result.

Fourth, do not delegate the work with tenders to a secretary, accountant, lawyer, or other employee for an additional fee. The result in this case will be zero.

That's all for today. See you in new articles.