Tendering Advice
In the current financial climate,
many companies are tendering for Government contracts to boost much needed
revenues. Covering all bases is essential for winning tenders, so we have
compiled some advice for companies new to the tendering process with help
from specialist DHR Interim.
1.
Read all of the documentation in detail. There is no such thing as a
generic tender! There will always be one or two different requirements
within a number of tenders. Get several people to read the tender and
discuss together what it means. If there are things that are not clear to
you, ask a written question (there is always a process for a limited
amount of time to do this) so that you find out what they mean. Don’t just
guess and run the risk of being eliminated because of a misunderstanding.
2.
Ensure you are able to deliver all of the elements of the specification
before you start writing. The more elements you can't satisfy, the less
chance you have of scoring well - hence less chance of winning the tender.
If it is a new service that is being commissioned then you need to be able
to demonstrate that you have done this or something similar before.
3.
Make sure you answer each component of a question. Often there are
several questions in one. Go through the questions and highlight each
separate element before you start writing, then use these as headings in
your response. This helps the reader cross-reference your response to
their requirements and makes it easier for them to score your submission.
4.
Use the evaluation criteria if they are provided. They are there to help
you understand the critical things you need to cover in your response and
will help you identify any gateway questions - those that you must be able
to say yes or in some circumstances, no to - in order to be invited to the
next stage of the tendering process.
5.
Provide evidence for all of the claims and statements you make. Evidence
can be in the form of real life examples, documents which show you are
good at what you are offering (e.g. information and performance data that
shows you are able to do the work well), quotations and testimonials (and
references) from people who have experienced your work. It is not enough
to say you are good at something, you'll need to prove it!
6.
Ensure that all of your answers are concise and to the point: Often word
or page limits are given. Under no circumstances exceed these as the
excess will not be scored. Check if you can use appendices. If so this is
a good way to provide supporting information in relation to the points you
are making but not a way to extend the word / page limits.
7.
Do make sure you leave plenty of time for a review and changes. Don’t
underestimate how long your tender submission will take. None of us likes
paperwork or filling out forms but you need to submit the best document
possible - you only get one chance to make a first impression and it could
just lead to a juicy order!
8.
Remember that the tendering process can be in a number of stages; where
you are short listed from one stage to the next.
Choosing like-minded suppliers
Energy usage (incl. water)
Recycling and waste management
Use of stationary and other goods
Transportation
The Expression of Interest stage (EOI) - where you tell the commissioner
that you want to be involved. Usually no more than an email - or increasingly
an on-line request via one of the many e-procurement websites.
The pre-qualification questionnaire (PQQ) which asks for basic information
and financial data about your company. However, increasingly there are a few
key questions at this stage about what your overall approach will be - so you
need to know what you want to do even at this very early stage.
The Invitation to Tender (ITT) - you must ‘pass’ the PQQ stage to be invited
to tender - you will receive written confirmation that you have been invited
(letter or email) and all of the formal tender documents. All of the preceding
seven tips are relevant at this stage.
The Interview/Presentation - this is the stage that most people fall down on -
they forget that they are still in a competition! Don’t forget - the assessment
could begin the minute you enter the building - so go prepared, ready and
professional.
9.
Make a good impression in person. At the interview/presentation the
commissioners are assessing you as people - are you the sort of people they would
be able to work with?; do you come across as believable and does it seem as though
you really do know what you are talking about? So if you have spent 15 days writing
your Tender - don’t blow it when you are invited to the interview by spending just
one hour on preparing for the interview/presentation. Spend 1-2 days preparing and
make sure that everyone who has been involved in the written document is also
involved in the interview/presentation. Lastly, remember to practice your
presentation before you do it for real!
10.
If you are new to all this get professional help. It really does make a difference.
Generally companies who do the tendering themselves will be successful once in every
five submissions. With professional help you can improve your win rate significantly
- in some cases to winning one tender in every two submitted!
Thanks!
The content for this article was supplied by DHR Interim,
who provide the support, skills and training for SMEs and
Third Sector organisations that want to improve their chances
of being successful in public sector tendering activities.
For more information visit
www.dhrinterim.com.
1.
Read all of the documentation in detail. There is no such thing as a
generic tender! There will always be one or two different requirements
within a number of tenders. Get several people to read the tender and
discuss together what it means. If there are things that are not clear to
you, ask a written question (there is always a process for a limited
amount of time to do this) so that you find out what they mean. Don’t just
guess and run the risk of being eliminated because of a misunderstanding.
2.
Ensure you are able to deliver all of the elements of the specification
before you start writing. The more elements you can't satisfy, the less
chance you have of scoring well - hence less chance of winning the tender.
If it is a new service that is being commissioned then you need to be able
to demonstrate that you have done this or something similar before.
3.
Make sure you answer each component of a question. Often there are
several questions in one. Go through the questions and highlight each
separate element before you start writing, then use these as headings in
your response. This helps the reader cross-reference your response to
their requirements and makes it easier for them to score your submission.
4.
Use the evaluation criteria if they are provided. They are there to help
you understand the critical things you need to cover in your response and
will help you identify any gateway questions - those that you must be able
to say yes or in some circumstances, no to - in order to be invited to the
next stage of the tendering process.
5.
Provide evidence for all of the claims and statements you make. Evidence
can be in the form of real life examples, documents which show you are
good at what you are offering (e.g. information and performance data that
shows you are able to do the work well), quotations and testimonials (and
references) from people who have experienced your work. It is not enough
to say you are good at something, you'll need to prove it!
6.
Ensure that all of your answers are concise and to the point: Often word
or page limits are given. Under no circumstances exceed these as the
excess will not be scored. Check if you can use appendices. If so this is
a good way to provide supporting information in relation to the points you
are making but not a way to extend the word / page limits.
7.
Do make sure you leave plenty of time for a review and changes. Don’t
underestimate how long your tender submission will take. None of us likes
paperwork or filling out forms but you need to submit the best document
possible - you only get one chance to make a first impression and it could
just lead to a juicy order!
8.
Remember that the tendering process can be in a number of stages; where
you are short listed from one stage to the next.
Choosing like-minded suppliers
Energy usage (incl. water)
Recycling and waste management
Use of stationary and other goods
The Expression of Interest stage (EOI) - where you tell the commissioner
that you want to be involved. Usually no more than an email - or increasingly
an on-line request via one of the many e-procurement websites.
The pre-qualification questionnaire (PQQ) which asks for basic information
and financial data about your company. However, increasingly there are a few
key questions at this stage about what your overall approach will be - so you
need to know what you want to do even at this very early stage.
The Invitation to Tender (ITT) - you must ‘pass’ the PQQ stage to be invited
to tender - you will receive written confirmation that you have been invited
(letter or email) and all of the formal tender documents. All of the preceding
seven tips are relevant at this stage.
The Interview/Presentation - this is the stage that most people fall down on -
they forget that they are still in a competition! Don’t forget - the assessment
could begin the minute you enter the building - so go prepared, ready and
professional.
9.
Make a good impression in person. At the interview/presentation the
commissioners are assessing you as people - are you the sort of people they would
be able to work with?; do you come across as believable and does it seem as though
you really do know what you are talking about? So if you have spent 15 days writing
your Tender - don’t blow it when you are invited to the interview by spending just
one hour on preparing for the interview/presentation. Spend 1-2 days preparing and
make sure that everyone who has been involved in the written document is also
involved in the interview/presentation. Lastly, remember to practice your
presentation before you do it for real!
10.
If you are new to all this get professional help. It really does make a difference.
Generally companies who do the tendering themselves will be successful once in every
five submissions. With professional help you can improve your win rate significantly
- in some cases to winning one tender in every two submitted!
Thanks!
The content for this article was supplied by DHR Interim,
who provide the support, skills and training for SMEs and
Third Sector organisations that want to improve their chances
of being successful in public sector tendering activities.
For more information visit
www.dhrinterim.com.
