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A submission package is the frozen set of proposal files and attachments your team intends to deliver. Creating a package is not the same as submitting it.

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Before creating the package

Confirm the approved Go decision, reviewed technical proposal, approved price, resolved critical compliance items, latest addenda and templates, correct filenames and versions, required signatures and stamps, valid certificates and guarantees, portal file limits, and the official submission channel and time zone.

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Package workflow

1

Create the submission package

Tender groups the selected proposal revision and attachments into one package record. Review the file list.
2

Freeze the version

Freezing identifies exactly what was approved. Any later change requires a new package or another review.
3

Download and open every file

Inspect pages, tables, filenames, signatures, and attachments. A successful download is not sufficient validation.
4

Run the sandbox simulation

Test workflow readiness without sending anything externally. Resolve blockers before the official deadline.
5

Request submission approval

The authorized approver reviews the frozen package, delivery method, and deadline.
6

Perform authorized delivery

Use only the authority’s official portal or channel and retain a receipt or reference number.
7

Record the result

Update the opportunity status and attach submission evidence. If delivery fails, record the reason and do not assume it arrived.
Automated external submission is disabled by default. Tender does not upload or email a bid merely because a package was created or a sandbox simulation ran. Any external action requires a portal-specific integration, explicit human approval, and company authorization.

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What the sandbox checks

  • Required files exist.
  • Necessary approvals are complete.
  • Critical requirements and missing information are visible.
  • The proposal and package versions are stable.
  • The official source and submission method are recorded.
  • The workflow can reach the submission gate without executing external delivery.
The sandbox cannot guarantee that a supplier account, CAPTCHA, OTP, or recently changed external portal will work. Test portal access manually well before closing.

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Submission evidence

Save a receipt or reference number, portal confirmation, official sent-and-received email, delivery acknowledgment, and the delivery time, account, and authorized person.

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If submission fails

  1. Do not retry blindly when that could create duplicate submissions.
  2. Check the portal history, sent mail, and receipt first.
  3. Preserve the error message, screenshot, and timestamp.
  4. Review size, format, account, OTP, and closing time.
  5. Escalate through the authority’s official support channel.
  6. Record the outcome in Tender.

Security and automation limits

Review authorization, credential handling, and audit records.

Troubleshooting

Diagnose source, document, approval, and package issues.