What does a technical proposal for a tracking tender hold?
Most tracking, IVMS and video tenders ask for two envelopes: a technical one and a financial one. The technical envelope shows that you understood the scope and can deliver it. It says what you supply, how you install it, how you test it, how you train and support the client, who does the work and what you have done before.
Evaluators often score it against a list taken from the tender, so the order and the numbering matter. Rules differ from one buyer to another: read yours first, and follow it where it differs from this kit.
How to use the kit
- Fill Setup first. Vehicles, sites, teams, warranty and the schedule limit.
- Write the Word parts in the order of the tender. Change the headings to match its numbering.
- Answer every clause in the Compliance sheet and attach it as Annex A.
- Check the plan. The Work plan sheet compares your last week with the tender limit. The Installation sheet checks the installers against the weeks.
- Clear the red cells, remove the how-to page and the examples, and send the whole file for legal review.
The four answers to every technical clause
Use one of four answers for each clause. An answer with no document behind it is a weak answer, so name the datasheet page.
| Answer | Use it when | What you must add |
|---|---|---|
| Comply | The item meets the clause fully. | The document and page that prove it. |
| Partially comply | It meets part of the clause. | What is missing and how you will close the gap. |
| Deviation | It does not meet the clause as written. | The alternative you offer and why it serves the purpose. |
| Clarification | The clause is unclear. | The question you sent and the reply, if any. |
"Partially comply" and "Deviation" are honest answers. A fair evaluator can accept an alternative that serves the purpose of the clause. A "Comply" that the datasheet does not support is a risk to your whole bid.
The numbers behind the plan
The Excel planner uses simple formulas, so you can check them by hand.
Worked example with the sample values: 120 vehicles, 3 teams and 4 installs per team per day give 12 installs a day, so 10 installation days and 2 weeks of 5 days. The plan allows 5 weeks, so it fits. 120 drivers in classes of 20 give 6 sessions, and at 2 hours each that is 12 trainer hours. A warranty of 24 months from an acceptance date of 2027-04-25 ends on 2029-04-24. A risk with likelihood 3 and impact 4 scores 12, which is Medium.
Daily output per team is your own measured figure: it depends on the vehicle type, the device and site access. Take warranty length, response times and class sizes from the tender, and every device value from the manufacturer datasheet.
Common mistakes
- Answering a question the tender did not ask, and skipping one it did.
- Copying a device value from a brochure instead of the datasheet, or from this kit.
- Leaving example text, example names or the how-to page in the file.
- A work plan that ends after the schedule limit, or phases that do not add up to the installation days.
- Warranty or response promises that you cannot keep.
- Prices in the technical envelope. Some buyers reject such a bid: check the rules of your tender.
Limits
The kit is a working tool, not legal advice and not an approval. It does not show that a company, a device or a document meets any requirement. Your legal team reviews the text, and the tendering entity decides what is accepted. Nothing here replaces the tender documents or its addenda.