In the UK and Republic of Ireland, the public sector offers wide contracting opportunities. It is estimated that over 1,200 opportunities are published each week, totaling approximately 63,000 opportunities annually. The public sector requires suppliers from diverse industries, and when you come across a relevant opportunity for your business, you'll be eager to put forth every effort to secure the contract.
To assist you in the process, we have compiled a step by step tender writing guide to help you plan your proposals efficiently, focus on the necessary elements, and avoid the risk of rewriting.
Step 1: Is it worth pursuing? The evaluation stage is pivotal as it lays the foundation for your bid strategy. Before initiating any proposals, carefully consider the criteria that will help you determine whether a tender is worth pursuing. Asking yourself questions such as how closely the tender aligns with your business strategy, whether you meet the listed requirements, your ability to fulfill the requirements, your probability of winning, the feasibility of completing the proposal on time, familiarity with the buyer, and whether you possess the necessary experience will aid in making an informed decision. Some buyers develop deep relationships with suppliers for certain services. In such cases, a thorough research will save you time and understand your competition better.
Step 2: Analyze the information that is accessible to you Thoroughly read and understand all the available information related to the tender. Make it easily accessible and refer back to it when creating your Bid Plan. Consider breaking down the questions into individual requirements or themes, seeking clarifications from the buyer if necessary, researching previous or similar awards, accommodating any formatting requirements, and identifying any missing specifications or additional recommendations.
Step 3: Planning Your bid plan must include dates, names, and actions necessary to meet the submission deadline. It is important to determine the resources and support that you will require. Establishing a timeline of activities, and identifying key milestones for engagement with your team will go a long way.
Step 4: Develop a Strategy Based on the initial evaluation, you should already have an understanding of the reasons you can successfully secure the contract. Use this information to identify overarching themes that align with your positioning, competitors' knowledge, and the buyer's priorities. Tailor your response to address their specific requirements and demonstrate your understanding of their priorities. Incorporating these win themes early in your answers will ensure their integration throughout your response.
Step 5: Preparing For Your Response Structure your response in a clear and logical manner, following the tender's requirements and evaluation criteria. Use headings, subheadings, and bullet points to make it easy for evaluators to navigate and comprehend your proposal. Utilize your evaluation's win themes and the clarified requirements to prepare high-level response themes for each question
Step 6: Crafting a compelling proposal Expand on your responses by focusing on the topics to cover and listing all the information to include. Build on the bullet points generated in the previous stage, while ensuring key topics are covered. Clearly articulate the unique value you can bring to the contract, emphasizing your strengths, capabilities, and past successes. Differentiate yourself from competitors by highlighting your innovative solutions, quality assurance processes, or cost-effective approaches. Feel free to include solutions to unaddressed issues or propose considerations beyond the provided specifications. You can back up your claims with evidence, such as case studies, references, testimonials, or certifications. Do not be afraid to show how your past performance and customer satisfaction demonstrate your ability to deliver on the contract requirements.
Step 7: Final Review Engage individuals who haven't been directly involved in the proposal to proofread your work. Their fresh perspective will ensure your proposal reads well and makes sense. Additionally, others can help identify typographical errors, such as duplicated or omitted words, which are often missed by the author.
Step 8: Submission of your tender Always allocate sufficient time for submitting your proposal and avoid waiting until the last minute. Technical issues, system failures, and other unexpected challenges can cause delays. Aim to submit your document at least a day before the deadline. Familiarize yourself with the submission process and navigation of the portal at the beginning of the project to ensure a smooth submission experience.
Step 9: Feedback After submission, consider following up with the contracting authority to confirm receipt of your tender and address any queries they may have.
Remember, each tender is unique, so tailor your approach to the specific requirements of each opportunity. Good luck with your government tender!