GeBIZ is the Singapore Government’s online procurement portal, where agencies publish invitations to quote and invitations to tender. Most responses are submitted electronically through the portal. Some tender documents, however, also ask for printed copies, and when they do, the printing, binding and labelling have to follow the tender’s own instructions to the letter.
This guide covers the printing side of a hardcopy submission: how to split volumes, how many copies to produce, binding and tab dividers, margins and paper, and getting the finished sets back to your office in time for your own checks. It is not procurement or legal advice. The tender document and the procuring agency’s instructions decide what is required; EZ Print prints and binds what you approve and does not submit tenders on anyone’s behalf.
How Should a Hardcopy Tender Submission Be Split Into Volumes?
Follow the structure the tender document sets out. Where it asks for separate submissions, such as a technical proposal and a price proposal, prepare each as its own file and bound volume, with no pricing in the technical volume. Label every volume as instructed, typically with the tender reference, the volume title and your company name.
- Separate files for separate volumes. If the technical and price proposals must be separate, send them as separate PDFs and say which is which. This avoids pages ending up in the wrong volume.
- Volume labels. Put the volume title and number on the cover in the file, for example “Volume 1 of 3: Technical Proposal”, using the wording the tender asks for.
- Original and copies. Many tenders ask for an original plus a stated number of copies. Say how the original should be marked, and whether it will be signed or stamped after printing.
- Envelopes and packing. If each volume goes into its own envelope, those instructions are yours to follow when you submit; tell us if you want the sets packed separately.
Which Binding and Dividers Suit Tender Volumes?
Wire-O binding is a common choice for tender volumes because the document opens completely flat for evaluators and takes any page count. Tab dividers help readers find each section quickly. Unless the tender specifies a binding, choose one that keeps pages secure, and add a protective front cover and a firm back.
- Wire-O. Pages are punched along the binding edge and held by a double loop of wire. The volume lies flat on a desk.
- Tab dividers. Tabs can carry numbers, letters or printed section titles that match the tender’s evaluation headings. Send the tab labels as a list in order.
- Covers. A clear or frosted front cover protects the title page, and a card back keeps the volume firm.
- A specified binding. If the tender states a binding, or a binding that can be reopened, quote it in the brief and ask whether it can be supplied for your date.
| Option | How it opens | Pages can be added later? | Typical use |
|---|---|---|---|
| Wire-O | Completely flat | No | Bound tender volumes |
| Ring binder with tabs | Flat in the binder | Yes | Volumes that may be updated |
| Loose in a folder | Single sheets | Yes | Short forms and declarations |
For more on binding types, see the guide to choosing booklet binding.
Which Paper and Margins Prevent Avoidable Errors?
Uncoated woodfree paper at 80–100 gsm suits most tender documents: it is easy to write and sign on, and the heavier weight shows less print through from the other side. Leave a wide inner margin, about 25 mm, so punch holes never cut into text, tables or page numbers, and check that signature blocks do not sit alone on a page.
- Paper weight. 80 gsm keeps thick volumes slimmer; 100 gsm feels firmer and shows less through on double-sided pages.
- Inner margin. About 25 mm on the binding edge. On double-sided pages the binding edge alternates between left and right.
- Page numbers. Number pages in the PDF so the printed volume matches your table of contents.
- Signature pages. Keep at least a few lines of text with each signature block, so a signature page is clearly part of the document.
How Do Printed Tender Sets Reach the Bidder?
Finished sets are delivered to your office or collected by arrangement, so your team can check, sign and pack them before submitting. EZ Print does not submit tenders on a bidder's behalf. Check the closing date and time and the submission instructions in the tender notice on GeBIZ, and allow time for your own final checks.
- Closing date and time. Each tender sets its own. Check the tender notice and the tender document on gebiz.gov.sg rather than assuming.
- Delivery. Island-wide courier delivery is available, and delivery is confirmed separately from production in the quotation. Give a named recipient and a mobile number.
- Collection. Collection by arrangement — tell us when you would like to collect and we will confirm the time.
For bound documents needed for signing meetings and hearings, see the guide to urgent legal document binding.
Worked Example: Printing a Three-Volume Tender Submission
Hypothetical illustration. Figures are assumptions for explanation, not a real transaction or advice. A contractor is responding to a tender that asks for one original and two copies of a three-volume submission. The example follows the decisions the bid team makes in order: the volume split, the specification, the brief, the schedule and the handover.
Step 1: Split the volumes. The bid manager prepares three PDFs, following the tender’s structure: Volume 1, Technical Approach (120 pages); Volume 2, Personnel (80 pages); Volume 3, Price Schedule (40 pages). No pricing appears in Volumes 1 or 2.
Step 2: Set the specification. Double-sided on 100 gsm uncoated paper, Wire-O bound, frosted front cover and card back, with 12 tab dividers across the three volumes. One original and two copies of each volume: nine bound books in all.
Step 3: Send the brief. The bid manager fills in the quote builder with the specification, quantities and required date, and emails it with the three PDFs and the tab list attached.
Step 4: Confirm the schedule. Artwork, stock and capacity are confirmed against the specification. Timing is agreed when the job is confirmed.
Step 5: Receive and check. The sets are delivered to the contractor’s office. The team checks every volume against the table of contents, signs and stamps the original where the tender requires, packs the volumes as instructed and submits them before the closing time in the tender notice.
Frequently Asked Questions
Does EZ Print submit tenders on behalf of bidders?
No. EZ Print prints and binds the documents you approve and delivers them to your office, or you collect them by arrangement. Checking, signing, packing and submitting the tender remain with the bidder.
Where do I find the closing date and time for a GeBIZ tender?
In the tender notice and tender document for that exercise on gebiz.gov.sg. Closing dates and times differ between tenders, so check each one rather than assuming.
Is same-day printing available for tender documents?
Same-day and urgent printing available. Subject to artwork approval, payment, print type and production availability. Timing confirmed per job. Standard turnaround is 7–14 working days. The number of volumes and copies, tab dividers and file readiness all affect what can be fitted.
Which binding is best for a tender volume?
Use the binding the tender specifies, if it specifies one. Otherwise Wire-O is a common choice because it opens completely flat and keeps pages secure. Ask about a ring binder if pages may need to be swapped later.
Can finished tender sets be collected?
Yes. Collection by arrangement — tell us when you would like to collect and we will confirm the time.
What Should Be Checked Before Sending a Tender to Print?
Before sending a tender to print, re-read the tender's submission instructions, then check the files: separate volumes where required, no pricing in the technical volume, continuous page numbers, a clear inner margin and a complete tab list. Confirm the number of originals and copies, and leave enough time after delivery for your own checks and signatures.
- Submission instructions in the tender document re-read.
- Separate PDFs for each volume; no pricing in the technical volume.
- Pages numbered to match the table of contents.
- About 25 mm clear inner margin on every page.
- Tab labels listed in order; originals and copies counted.
- Closing date and time checked in the tender notice on gebiz.gov.sg.
To start, send your brief through the request a quote page, read how availability is confirmed on the same-day printing page, or see the booklet printing page for binding options.
Same-day and urgent printing available. Subject to artwork approval, payment, print type and production availability. Timing confirmed per job.