Etimad Technical Proposal Requirements: What the Booklet Sets

Each Etimad tender sets its own technical proposal requirements in its conditions booklet, which follows the Ministry of Finance model booklet (updated for tenders created from 5 June 2026). This guide covers a recommended technical proposal structure, document formats, and a pre-submission checklist to help you avoid rejections. Where it differs from your booklet, follow the booklet.

Document Format Requirements. The conditions booklet sets the formatting rules for each tender, for example font size and the file types you may use (Word, PDF or PowerPoint), so follow it exactly. If the booklet is silent, keep the formatting clean: A4 pages, a readable font size, clear headings, and no fancy layouts or embedded graphics that make the file hard to read. Check the booklet and the upload screen for any file size limit before you finalize the file, and compress the file if it is too large.

Recommended Section 1: Executive Summary. This section should summarize your approach, key differentiators, team composition, and schedule overview. It should not repeat the methodology in detail. Instead, it should answer: Why are you the right choice? What do you understand about the scope? How will you manage risk? Keep it concise and use clear headings for navigation.

Recommended Section 2: Technical Methodology. Expect this to be your longest section. Organize it by work stream or phase. For each phase, include: objective, proposed approach, quality controls, resource allocation, deliverables, and timeline. Use diagrams (Gantt charts, swimlane charts, process flows) to clarify complex methodologies. Support every claim with evidence: comparable project examples, tool names, process controls. Check how the booklet weights the methodology against its other technical criteria, and map this section to them.

Recommended Section 3: Organizational Structure and Key Personnel. Name your Project Manager and provide their CV. Include the relevant experience the booklet asks for, past projects for Saudi public-sector clients, and key accomplishments. Also name other key roles (technical lead, quality manager, safety manager if required). Shorter CVs may be enough for secondary roles unless the booklet says otherwise. Ensure all named personnel are real, contactable, and approved to represent your organization.

Recommended Section 4: Schedule and Milestones. Provide a detailed Gantt chart showing all major activities, deliverables, and milestones. The timeline must be realistic (no overlapping critical paths unless justified), include review cycles and approval buffers, and align with your methodology. Identify the critical path and key decision points. If you are proposing accelerated delivery, explain the resource implications and risk controls.

Recommended Section 5: Quality Assurance and Control. Describe your QA plan: how you will test, verify, and validate deliverables. Include inspection points, approval gates, and escalation procedures. If you are using industry standards (ISO 9001, CMMI, etc.), reference them. Mention any quality tools or automated testing approaches. This section reassures evaluators that you have controls in place.

Recommended Section 6: Risk Management and Compliance. List the top 5 to 7 risks (schedule slippage, resource attrition, scope creep, budget overrun, regulatory change, etc.). For each risk, state: risk description, probability assessment, impact assessment, mitigation strategy, and contingency plan. This section proves you have thought critically about execution challenges. Avoid listing trivial risks; focus on material risks that evaluators actually care about.

Recommended Section 7: Past Performance and References. Include the relevant case studies of similar work that the booklet asks for, ideally delivered in Saudi Arabia or the region. For each case study, note: client name, project scope, your role, duration, budget, measurable outcomes (e.g., "delivered 18 days early, 8% under budget"). Provide contact names and phone numbers for references (with client permission). The entity may verify your past experience with the clients you name, so make sure they can confirm your delivery quality.

Optional but Recommended Section: Innovation and Value-Add. If your methodology includes novel approaches or cost-saving techniques, document them, and offer extras beyond the specification only if the booklet accepts alternative offers or additional value. Innovation earns credit only where the booklet's evaluation criteria reward it. Examples: automation approaches, sustainability measures, enhanced reporting, faster timeline. Do not oversell; be specific about added benefit.

Common Mistakes to Avoid. (1) Vague language: "We will ensure quality delivery" is not acceptable. State exactly how. (2) Unsubstantiated claims: Every assertion should have supporting evidence. (3) Inconsistency between sections: If your methodology says you will use methodology A, and your team section says you are hiring expertise in methodology B, that is a red flag. (4) Missing Saudi context: Do not write as if you are delivering in a generic market. Reference Etimad rules, Saudi labor practices, local supply chains. (5) Over-length: Respect page limits. Exceeding a page limit set in the booklet puts you at risk of noncompliance. Prioritize clarity over comprehensiveness.

Pre-Submission Checklist. Before uploading your proposal, verify: (1) Every section the booklet asks for is present and complete. (2) Any executive summary fits within the booklet's page limit, if there is one. (3) The methodology section addresses every deliverable. (4) All named personnel have CVs that match the booklet's requirements. (5) The Gantt chart is logically consistent. (6) The risk register covers the material risks. (7) The case studies meet the booklet's requirements for similar past projects. (8) The file type and size meet the booklet and the upload screen. (9) No confidential or proprietary information is disclosed beyond what the booklet requires. (10) Spell-check is complete and formatting is professional.

Etimad Platform Upload Tips. When uploading to Etimad, note: (1) Until the deadline you can withdraw your offer, edit it and send it again; after the deadline you cannot. (2) Use the exact file naming convention specified in the booklet, if there is one. (3) Allow extra time for the submission and upload well before the deadline. (4) Verify your file uploaded completely by downloading and spot-checking. (5) Keep a copy of everything you submitted and a screenshot of the final confirmation screen. (6) No offer can be submitted or changed after the deadline, even if you spot an error, so finish your checks before it.

Final Thought: Your technical proposal is your contract with the client. It sets expectations for scope, methodology, schedule, and quality. Write clearly, support every claim with evidence, and ensure consistency throughout. Ambiguity in your proposal can cost you points, and although the committee may ask for a written clarification, it cannot let you fix a material gap. The goal is a proposal that passes technical evaluation and earns your bid a place in the financial comparison round.