Top 5 Mistakes Contractors Make in Tender Submissions
Sep 3, 2025
Tender submissions are the backbone of winning infrastructure projects, EPC contracts, or government construction work. But let’s be honest—if you’re a contractor, you know the struggle. Tight deadlines, complex documents, and last-minute approvals make tender management a nightmare.
The truth? Most contractors lose out not because of their capability, but because of avoidable mistakes in tender submissions.
Let’s break down the top 5 mistakes and how you can fix them.
1. Missing Bid Deadlines
Even experienced contractors miss deadlines. For example, a mid-sized EPC contractor in Delhi once lost a multi-crore highway project because the finance manager didn’t submit the bank guarantee on time. The project was awarded to a smaller competitor who met all deadlines.
Tip for contractors: Use a tender management system or calendar to track every submission. Set alerts 7–10 days before the bid deadline. Proactively managing tender deadlines ensures your EPC or infrastructure projects are never disqualified due to late submissions.
2. Incomplete or Incorrect Documentation
I once saw a contractor in Mumbai lose an industrial plant tender because their financial statement wasn’t notarized. The tender called for notarized documents explicitly - missing this single point meant the bid was rejected outright.
Tip: Maintain a master folder for each tender with all supporting documents: company registration, GST certificates, past project proofs, financials, and equipment lists. Double-check every page before submission. Using a digital tender management tool can help automate this step.
3. Not Tailoring the Submission
Some contractors send the same template to every EPC or infrastructure tender. A steel fabrication company in Bangalore did this - they submitted a generic proposal for a metro construction tender. The client specifically valued contractors with experience in urban rail projects. Result? They lost to a smaller contractor who customized their submission and highlighted relevant past projects.
Tip: Tailor your bid for each project. Highlight similar past work, match your financial proposal to the project size, and emphasize technical capabilities relevant to the tender. This strategy increases your chances of winning high-value infrastructure tenders.
4. Ignoring the Evaluation Criteria
A highway contractor in Pune once included a long history of unrelated projects in their bid for a state road project. They ignored the evaluation matrix in the tender document that prioritized past experience in road construction and timely project delivery. Naturally, the client scored them low.
Tip: Read the tender evaluation criteria carefully. Make a checklist or scoring sheet to ensure each point is addressed. Contractors who focus on what the evaluators are scoring have a clear advantage.
5. Overlooking Follow-ups and Clarifications
After submitting a tender for a large urban infrastructure project, a contractor in Hyderabad assumed their work was done. The client sent a clarification request for additional compliance certificates, but the contractor didn’t respond in time. The project was awarded to a competitor who replied promptly.
Tip: Assign a point person to monitor emails and tender portals after submission. Respond quickly to clarification requests. Timely follow-ups demonstrate professionalism and can tip the scale in your favor.
Final Thoughts
Tender submissions are stressful, but small adjustments can save contractors from losing multi-crore projects. A well-managed tender submission process - complete documents, customized proposals, clear deadlines, evaluation-focused content, and timely follow-ups - can drastically improve your success rate.
Many of these mistakes can also be solved with AI-powered tender management software like LiveTenders.ai, helping contractors save time, reduce errors, and focus on winning bids instead of paperwork.
