Writing tenders

The biggest frustration for me when evaluating tenders is the complacent response, especially when it comes from the incumbent. The assumption that as an existing client you already know what they can deliver is wrong!

Tendering is not easy but its an opportunity to evidence, reflect and innovate. Preparation is key and mistakes should not be glossed over but owned and used as an opportunity to demonstrate resilience and continual improvement.

To help...

Tendering Tips

Tendering is a time-consuming activity.  The following steps are designed to support you in the preparation of tenders and are for general guidance only

• Ensure you are registered on the relevant e-tendering portals and register against all spend categories of interest to you. Note - while there are paid subscriptions that consolidate notices e-tendering portals in the public sector should be FREE to register

• Start to create a tender library with helpful reference documents that may be required related to the services you provide, for example

  • Copies of Insurances

  • Signed company accounts

  • Cyber Essentials certifications

  • H&S policy statement

  • Constructionline/Safecontractor or other industry accreditations (as applicable)

  • ISO accreditations (if applicable)

  • Quality Policies

  • Details of case study examples that can be applied to the goods services you offer to demonstrate strength and improvements made

  • Copies of relevant staff CVs (if named personnel would be required under the contract)

  • Safeguarding measures (policies or procedures) if dealing with Education

• Social Value and Sustainability is an area of increasing importance.  The PCR and PA both require that tenders include this as at least 10% of the overall tendering weighting, therefore

  • Consider how you can support the provisions of the Social Value Act 2012 with offers to improve learner experiences, local community outcomes and employment opportunities

  • Consider how you can support sustainability improvements through Scope 2 and 3 carbon emissions to support Net Zero performance.  Have examples and measurements available.

Note: SME engagement is a priority in the new PA23. Not having expensive accreditations will not necessarily preclude you from working with a client.  Not having considered how you would address concerns related to key points will.  All Social Value offers should be offered free of charge as a value added provision so we expect these to be reasonable and proportionate to the contract size.

In preparing to tender

• Please read the Guidance documents provided in the tender pack.  They are there to provide you with information on the process to be followed and help support your application.

• Ensure you reserve time in diaries for key tender dates.

• Ensure that you check the e-tendering portals regularly for updates throughout the tender process and following receipt of tenders should clarifications be required.

• Learn about the organisation, tenders are like written job interviews, demonstrate why this contract is a good fit for you by demonstrating understanding and how you can support

• Do not stalk the tender team or circumvent the process. It's unnerving and intrusive to be presented in an interview with a 'This is your life' scenario or multiple LinkedIn requests!

In completing responses

• Assume nothing – sell your performance, tenders can only be assessed at face value of what is presented, so if you assume knowledge on the part of the buyer, whether you have worked with the buyer previously or not, you will score lower automatically.

• Address all aspects of the question – this is where most organisations fall down, providing generic or partial responses

• Ensure responses are succinct –huge paragraphs don’t help you and data may be lost, you can often use bullets if this helps

• Unless otherwise stipulated please limit all tender responses to the word count stipulated and note attachments should be relevant! Generic sales material may damage your submission.

• Please ensure all attachments reference the tender question number to which they relate! A well referenced and laid out tender submission is a breath of fresh air. Failure to reference documents complicates the evaluation process and the buyer cannot be liable for missing any detail that supports your tender because of poor referencing.

• Be honest! Apply previous experience – application is key to show your specific capability / understanding of key issues.  Describe what issues you have encountered and what mitigation you will implement at the buying organisation. Apply those lessons learned / successes from the past to the buying organisation to support robust performance.

• Quantify results achieved – numbers speak a thousand words, if you have achieved 100% compliance state it.  If you improved KPI performance by 15% by actioning ‘X initiative’, state the improvement and timescales for the achievement of this.

• If in doubt - clarify! If a question is unclear or missing data to support your response clarify this via the e-tendering portal. Buyers want to help you to put your best proposal together!

In submitting a response

Completed tenders must be returned via the nominated e-tendering portal.  Please ensure that you leave sufficient time to upload documents onto these systems as the system may reject late submissions, automatically, even by 1 second!

In attending interview

Ensure the operational people responsible for delivery are in attendance. This is not the time to roll out a Sales Director (unless they are there to discuss pricing) as no one wants the glossy sales pitch at this stage. They need to know your tender is credible and based on sound operational understanding.

Best of luck!