Insights

5 Common Mistakes In UN/NGO Bidding—And How To Avoid Them

4 Dec, 2025

We regularly hear UN and NGO procurement officers describe the same avoidable errors they encounter when reviewing bids. Many of these mistakes have nothing to do with price or technical capability — they are procedural, preventable, and immediately disqualifying.

We have summarized the most common pitfalls below to help your company submit compliant, competitive bids.

1. Administrative Non-Compliance

  • Administrative compliance is the first filter. Failure here means your bid may not even be evaluated.
  • Read the tender instructions line by line. Each UN agency — and often each tender — has slightly different rules. Never assume consistency.
  • Follow the tender instructions exactly—including file formats, number of copies, and submission method.
  • Ensure all required documents are signed by the correct authorized signatory.
  • Apply company stamps where explicitly required.
  • Verify that all forms are fully completed. Missing signatures, unchecked boxes, or incomplete fields can lead to automatic rejection, regardless of proposal quality.

2. Incomplete or Inaccurate Submissions

  • Submit all mandatory documents listed in the tender requirements (certificates, declarations, references, etc.). Too often, suppliers fail to submit key financial document (such as audited financial statement) which can lead to disqualification.
  • Ensure pricing is clear, in the correct currency, formatted as requested, and consistent across all documents.
  • Avoid unclear or ambiguous figures—precision matters.
  • No changes are allowed after the tender deadline, so verify everything before submission.

3. Poor Timing and Last-Minute Submission

  • Respect all deadlines—late submissions will not be accepted under any circumstances.
  • Pay close attention to bid deadlines. If submitting through an electronic system, allow extra time to account for potential technical issues.
  • No changes are allowed after the tender deadline, so verify everything before submission.

4. Common mistakes for Request for Quotation or Invitation to Bid

  • Request for Quotation / Invitation to Bid — typically simpler tenders
  • Quoting unrealistic delivery timelines
  • Failing to confirm actual stock availability
  • Ignoring Incoterms or shipping requirements
  • Submitting incomplete pricing (missing line items, freight, duties, or validity periods)
  • Overlooking packaging, labeling, or quality standards
  • Quoting unrealistically low prices that raise credibility concerns

5. Common mistakes for Request for Proposal

  • RFPs are more complex tenders, often including a financial and technical proposal. They are evaluated holistically and require discipline across both narrative and financial figures

Listing Unavailable Key Personnel – Naming individuals who are not committed or available for the project if awarded.

Technical Proposal Not Matching Scope – Providing generic or irrelevant solutions instead of addressing the tender specifications.

Overpromising or Providing False Information – Inflating capabilities or resources that cannot be delivered.

Final Thoughts

  • Many unsuccessful bids fail for preventable reasons. Understanding how procurement officers actually review submissions — and where bids commonly fail — is a decisive advantage.
  • If your company is serious about doing business with UN agencies or NGOs and wants to avoid costly missteps, we can help you structure, review, and position your bids effectively.