Use these checklists to move from “interest” to “execution” without losing momentum.
Checklist 1 — Tender readiness (public or donor/IFI)
- Select pipeline: public vs donor/IFI (rules, portals, eligibility)
- Decide participation model: direct bid vs partner vs subcontractor
- Prepare capability statement (1–2 pages) and references (relevant projects)
- Appoint a bid owner and calendar discipline (deadlines, clarifications, site visits)
- Assemble corporate documents (registration, beneficial owners, authorized signatories)
- Prepare compliance pack (sanctions screening, anti-corruption, conflict of interest)
- Define local execution plan (team, logistics, subcontractors, service support)
- Define pricing model, FX approach and cost buffers (delivery, insurance, warranties)
- Prepare bid templates (cover letter, technical proposal outline, compliance matrix)
- Agree payment terms and security tools (guarantees, LC/SBLC, advance payment security)
- Plan for translation and notarization if required
- Pre-mortem: identify the 5 most likely disqualifiers and neutralize them
Checklist 2 — Payment security toolkit (for any pipeline)
- Choose preferred payment structure (prepayment, milestones, post-delivery)
- Define security instrument options (bank guarantees, LC/SBLC, insurance)
- Align on acceptance documents and evidence of delivery (acts, certificates, inspection)
- Clarify tax and invoicing requirements (VAT, WHT, place of supply)
- Define FX and settlement method (currency, conversion, timing, bank requirements)
- Set escalation path for overdue payments and dispute handling
- Include contract clauses for late payment, suspension rights, and termination
- Validate counterparty capacity (KYC, ownership, sanctions, reputational checks)
- For larger deals: secure political/credit risk mitigation where available
Checklist 3 — Avoid tax/PE/VAT surprises (especially for services)
- Confirm delivery model: cross-border vs local entity vs partner-led
- Assess permanent establishment (PE) risk based on presence, duration, and activities
- Map VAT exposure: registration threshold, place of supply, import VAT, reverse charge
- Map withholding tax (WHT) on royalties/interest/dividends/service fees (baseline vs treaty)
- Determine contract structure that matches substance (who delivers, where, and how)
- Plan staffing: employees vs contractors; immigration/work authorization where needed
- Document transfer pricing logic if related parties are involved
- Prepare a compliance calendar (tax filings, payroll, VAT returns if applicable)
