The information memorandum is one of the most underestimated tools in the tendering process. Used wisely, it can significantly increase your chances of winning. In this article, we share how you can get the most out of it.

What is the information memorandum?

For each tender, interested parties are given the opportunity to ask questions about the specifications. The contracting authority compiles all questions and answers in the information memorandum, which is provided to everyone.

This document is important for several reasons:

It clarifies ambiguities in the specifications.
It may lead to changes in the procedure.
It provides insight into what competitors consider important.
It offers opportunities to better tailor the assignment to your strengths.

Asking strategic questions

Not every question is equally valuable. Here are three types of questions that increase your chances of success:

1. Clarification questions

These questions ensure that you know exactly what is being asked:

Paragraph 3.2 refers to "demonstrable experience." Could you specify what evidence is accepted for this purpose?

2. Groundbreaking questions

Sometimes you can make the assignment more favorable for your situation:

“The requirement of at least 5 references seems disproportionate given the scope of the assignment. Would you be willing to reduce this to 3 references?”

3. Innovation questions

This allows you to demonstrate your expertise and create a unique selling point:

Are you open to alternative solutions that are not explicitly included in the specifications, provided that they demonstrably lead to better results?

What you should not ask

Some questions work against you:

Questions that are too specific and reveal your strategy to competitors
Questions you can answer yourself by reading the specifications
Complaints packaged as questions that make you appear unprofessional
Questions about competitors' prices or market conformity

Reading the memo as a source of intelligence

The questions asked by others reveal a lot about the market:

Number of questions — Many questions suggest broad interest (more competition)

Type of questions — Technical detail questions indicate serious candidates

Requests for adjustments — Competitors who wish to relax certain requirements are unlikely to comply with them.

Innovation proposals — Highlights ambitious players who want to differentiate themselves

Timing is everything

The deadline for submitting questions is often 10-20 days before the registration date. Plan your questions strategically:

Ask early:

Fundamental uncertainties
Procedural questions
Questions that influence your entire approach

Leave questions:

Detailed questions (so competitors have less time to respond to changes)
Strategic questions you don't want others to respond to

When you do not need to register

The information memo can also be a signal to drop out:

The contracting authority refuses reasonable accommodations
Responses reveal that the assignment already appears to have been "assigned."
The complexity appears to be much greater than anticipated.
Important questions are answered evasively.

This saves you the time and expense of a futile application.

Practical tips

Read the note from previous tenders for the same service (via TED or e-Notification)
Ask questions anonymously if you want to protect your strategy.
Be professional in your use of language
Document everything — the invoice may be legally relevant in the event of an objection.

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The information memorandum: your secret weapon in tenders