How To Win Bids and Tenders

Wondering how to go about winning bids and tenders? Writing first-class bids isn’t an exact science – but at Win That Bid, we’ve got the expertise to help you secure your dream contracts with ease.

Top Ten Tips for Winning Tenders

1.    Be thorough: answer every question in the bid document – missing out a couple of vital questions can lose you the entire bid.

2.    Know your marketplace (competitors & pricing): spend time researching your competitors and understand their pricing prior to the bid writing process.

3.    Appeal to your reader: offer persuasive, benefit-led responses and think about the customer – what’s important to them? What are they looking for in their supplier?  Don’t simply provide a list of features – if you want to win tenders, take your responses one step further and state the benefits.

4.    Have a model: build a library of standard PQQ and tender responses – save documents such as insurance certificates, policies and yearly accounts in one place that is easily accessible by others in the company.

5.    Outdo yourself: don’t leave your tender until the last minute – make sure that you have dedicated ample time and resources to produce the best possible result. If you can’t submit your best effort for this bid, why you are submitting at all?

6.    Be decisive: make a conscious decision to bid – if you are tendering ‘just because’, this is not the recipe for a winning bid.

7.    Discriminate: can you deliver this tender? Do you want to win this bid? If you win, what will happen to your other contracts? Make sure you’re bidding for business you really want.

8.    Understand the bid requirements – and adhere to them.

9.    Know your audience: read the bid evaluation criteria – what’s most important to the customer?

10.  Be proactive: engage with the customer – being invited to bid is a compliment, and likely to put your submission in a stronger position than a cold response.

 

Need some help winning that dream contract?

Call us today to discuss how we can help you win more business

How to Write a First-Class Business Proposal

Bid Writing Services

Embarking upon a new business prospect can be daunting – but it shouldn’t be. The key is to deliver a pitch that gives your prospective client or customer no choice but to accept, and the fact of the matter is that there really is a formula for winning bids. Writing outstanding proposals takes a wealth of business acumen and a great deal of character – and we have all the techniques you’ll need for maximum impact.

Behold the ultimate guide to effective proposal writing.

Rule #1: Romance them.

One of the most important things to remember when constructing a winning proposal is that your future clients want to hear everything they already know about themselves, coming from you. Start by giving them the full preliminary research treatment so that you are going into this with all the facts.

By knowing not only what they are and what they want but also what they need to progress in their industry, you can push all the right buttons and create an instant feeling of being understood.

Rule #2: Take ‘no’ off the table.

This may seem somewhat obvious, but presenting your future clients with a proposal that refuses to take ‘no’ for an answer is an excellent way of avoiding having to take ‘no’ for an answer. This is easier than you might think – the key is to close your proposal with a feeling that what you are offering them poses only benefits and they’d be very foolish to pass on your business. Profitability is what is really going to sell your offering.

Rule #3: Show them the money.

Repeat: profitability is what is really going to sell your offering. As a business professional, you will of course know that money talks – and the same is true when writing your business proposal. For all flattery and strategising may prove effective persuasive tools, there’s nothing that tempts prospective clients like monetary benefits. If the bottom line of your pitch really stresses to them that you’re going to make them a more profitable business, how can any they possibly turn you down?

Rule #4: Shut off the conveyor belt.

While it may be somewhat tempting to recycle elements of previous proposals during the bid writing process, you should at all costs avoid giving any desirable client a conveyor belt proposal – put simply, an impersonal copy & paste job. Sprinkling your proposal with personal touches and demonstrating a real understanding of their values and goals is a guaranteed way to keep them reading. It is a universal truth that everyone’s favourite word is their own name – and the same is true of businesses. Switch out multi-purpose mission statements for genuine brand knowledge and you will have one very engaged reader.

Rule #5: Create urgency.

Of course it’s true that whoever you are writing a proposal for is the object of your desire – at least for the duration of the bid writing process – but it certainly doesn’t hurt to be bold, even in the midst of your pitch. The idea is to (subtly) suggest that this is a time-sensitive offer which has a very real expiry date – and subsequently persuade them to take action as quickly as possible. Approaching a business proposal with this kind of confidence is a very smart move which could put you in a powerful position.

Rule #6: Be their hero.

And last but not least, the ultimate business proposal strategy is to establish yourself as a problem solver. Identify the obstacles the company faces and then instantly address ways to overcome them (backed up with actionable strategies and measurable targets). If they can see that you know exactly where they are lacking and can fill in those gaps quickly and successfully, you can just about guarantee that you win that bid.

At Win that Bid, we’re experts in bid writing and can help you secure your dream contracts. By writing positively irresistible proposals, you can engage and win potential clients with ease – and we’ll get you there.

How to Win UK Government Tenders

The UK coalition government is committed to putting more work out to government tenders. It’s already an enormous market, with £7.6bn being spent by central government alone, which means public tenders in the UK offer a precious opportunity to grow your business.

More UK government bids than ever:

Adding to that outsourcing pressure is the new localism bill that aims to force local authorities in the UK to procure more than 25% of its business from local companies through government contracts. UK opportunities are good – there are more UK government tenders to go for, and that’s all before we consider tendering in Europe.

Which UK government tenders would you like to win?

Our advice is always to play to your strengths. Use government tenders to bolster your strongest business, not to try and open up new markets.

Finding UK government contracts

For UK government tenders we recommend Tenders Direct. It’s comprehensive, free to search for public tenders, UK based, and shows the last year of tender opportunities so you can get an idea of what’s possible. For a quick calculation, think in terms of getting shortlisted for one in three public sector tenders and then winning 60% of those (assuming we’ve selected and written the tender).

Tenders Direct isn’t free (you can, however, save £150 using our promotion code here) but they save you time by manually filtering the public sector tender opportunities you receive.

UK government bidding project management

Use our bid management service to help you win government tenders in the UK, Europe and worldwide.

Because successfully winning public tenders is partly about selecting the right tenders, we then manage that stream of tender opportunities on your behalf, usually under a 10 or 20 per annum Pre-Qualification Questionnaire (PQQ) bid management service.

We maintain a library of your key documents such as insurance and policies, ensuring we only spend time on key points of difference when completing a tender document. Effective bid management is about managing time and resources.

To win UK government contracts, use experienced people

If you just need someone to organise the initial stage of your bidding process, you can take over from here. However, our bid writers have a minimum of 15 years’ experience and most have come from the procurement world and know many of the buyers and organisations – so we can help with all stages of winning a bid through invitation to tender (ITT), right to the final presentation.

In these later stages it’s very important to know the buying organisation – their culture, policies, and supply chain. Here we have a head start, because our experienced team knows the government buyers and their scoring methodologies, so we are able to help you create content that presses the right buttons.

(If you are working on larger or more numerous bids, it’s worth knowing that – as the biggest tendering consultancy in the UK, we can provide extra muscle as and where you need it.)

For professional bid management, to improve your win ratio, or when you need more skilled resource while tackling government tenders, call Win That Bid on 0203 405 1850 or email us at hello@winthatbid.com.

How to Win Construction Contracts

Bidding for construction contracts presents a significant opportunity for you to expand your business and increase your turnover.

Often, the work is right on your doorstep, and opportunities to bid for construction tenders will increase with the implementation of the new localism bill. This aims to force local authorities to seek out local companies to complete their contracts. Of course, there’s also a global market of private companies out there, just waiting for you to claim a slice of the construction contracts that are available.

This world of opportunity means you should consider carefully before writing a construction bid. Is the contract one that you really want to go for? You’d be well advised to concentrate your construction bid writing in areas that are the core strengths of your business. There will be other opportunities to open up new markets through word of mouth and other avenues. For construction bid writing, stick to what you know best and gather some great feedback for a job well done. That completed tender is then likely to lead to referrals for more varied work.

Tenders Direct is a useful place to seek out construction bids. This comprehensive database is easy to search in quite focused geographical and work-related areas, so you can easily see where the construction bid opportunities are.

We have partnered with Tenders Direct to offer you a bid management service tightly focused on your areas of expertise. Using our promotional code, you can save £150 on your registration fee.

Through our Bid Management Service, we can then manage your construction contract opportunities, assessing how each potential contract fits in with the scope of your business. We will then filter 10 or 20 Pre-Qualification Questionnaires (PQQs) per annum to you. This way, our bid management service saves you time and energy on hunting down construction bid writing opportunities – so you can concentrate on the work you really want to do.

On your behalf, having scoped out your best fit construction bid opportunities, we can help you through all the stages of the bid writing process. From our experience, if you use our full construction bid writing service, you can realistically expect to be short-listed for one in three construction tenders and win sixty per cent of those bids.

We hold a library of your key documents such as insurance and policies, which will need to be submitted for every tender. Using those, and in close consultation with you, we can complete the whole bid writing service for you.

You’re in charge. Having been presented with the construction tender opportunities we find for you, if you want to take over the bid writing process from there, you can. Alternatively, we can handle the entire process for you.

Our construction bid writers have over 15 years’ experience in procurement and other relevant disciplines. They are familiar with many of the organisations and individuals buying construction services. That makes them ideally placed to help you through every stage towards winning a construction tender, from the invitation to tender, right up to the final presentation.

Knowledge of the buyer is crucial to securing construction contracts. Buyers want to deal with contractors who fit in with their culture and who will follow their policies. As we know these buyers well, we can put you ahead of your competitors – with our team of experienced construction bid writers helping you to present your bid in a way that will score you highly in bid comparisons and demonstrate to buyers exactly why you are right for their job.

We are the UK’s largest tendering consultancy, which means we have the knowledge and expertise to help you win major construction contracts.

For professional bid management, to improve your win ratio, or for a full construction bid writing service, call Win That Bid on 0203 405 1850 or email us at hello@winthatbid.com.

Finding your voice

Writing a bid means writing dozens of documents for a wide (and sometimes mysterious) audience. That means employing some basic writing techniques to get the best possible impact out of your proposal. There are some basic strategies for clear bid writing:

  • Be direct and concise.
  • Avoid block text. If it becomes unavoidable, break the page up with images, charts and text-box quotes.
  • Avoid using generic boilerplate sales language. We’ll discuss why below.
  • Words like would, could, might and may reduce the sense of quiet assured confidence in your bid, creating doubt in the mind of the reader.
  • One idea per sentence. What you really should avoid when bid writing is giant run-on sentences full of commas and different notions, that confuse the reader and reduce the flow of the document to a thick viscous sludge that causes the client to struggle for breath like a beached whale, as demonstrated by this sentence. Aren’t you glad that’s over?

Research the client

When writing a bid be client focused and personalised. One company’s non-specific generic boilerplate reads much the same as another’s, and will likely bore the reader. More to the point, a cut and paste job will fail in one of the basic goals of the bid – to demonstrate that the bid writer has a clear understanding of the goals, issues and problems faced by the client.

Determine who the reader of the bid (and its separate sections) will be. Are they informed enough to understand the specifics of your solution or are they seeking to employ you to provide a service with which they are technically unfamiliar? You should also write with personality in mind, even if you know yourself to be writing a bid for a team to read. Pragmatic thinkers will be interested in results, and look for direct language, brevity and the strong use of graphics to quickly illustrate a point. Analytical thinkers will prefer a focus on detail and accurate facts, with charts and graphs.

In general, it is best to avoid lots of Technical Jargon in an Acronym Soup (TJAS), even if you are expecting an informed audience. Anything that slows down reader comprehension will hurt the bid. If the client is using different terminology to that commonly used in your organisation or even your industry, it will normally be best to use their wording.

Given the sheer scale of many bids, applying these ideas can seem like a frightening prospect. Win that Bid can pass the lessons learned over many successful bids to your bid team.

Choosing a bid management consultancy

There are many reasons for recruiting a bid management consultancy:

  • The next tender is a must win contract
  • You want to improve your bid writing capabilities
  • You are short of bid management resource or a Bid Director
  • You need to find the best contract opportunities
  • Your Win Rate is simply not where you want it to be

Writing and managing a bid for a commercial contract or a local authority tender can be a daunting prospect, demanding skills that your company may not have needed before. However, hiring a bid management consultancy represents an additional cost, so what should you look for when choosing?

Find Tenders

It may be that you want to find the best contract opportunities for your business. Find bid writers who know their way around the arcane tender websites to find contracts for tender in whichever industry you are involved in, from construction contracts to public sector tenders. Moreover, find a bid writer who will be honest when assessing your capabilities and chances of success. There’s no point in wasting precious time and money applying for tender contracts you can’t win.

Bid Writing

Writing bids is a complex and time consuming process. Find bid writers who have years or decades of practice in assembling bid proposals, who understand the art of tender document templates and win themes and the most effective use of language. Search out bid writers with experience of public sector tendering as both bid writer and procurement officer, with detailed insider knowledge of the UK tender process. A good consultancy will vastly increase the pool of skills available to any company tendering for contracts.

Bid Management

Managing a bid is an enormous undertaking often involving months of work. Many stakeholders and hundreds of documents require co-ordination. Look for veteran bid managers and Directors with reputable accreditation (APMP or similar) and many years of understanding in how to win tenders. Find bid managers or Bid Directors who know how to deal with the inevitable crises and problems, and are willing to work out of hours to fix them.

How to Win Bids

Bid consultants don’t just have to write your bid; they can also transform your capabilities. Training sessions can show your staff how to tender for contracts and greatly improve their processes. They can help assemble the necessary documents and skills to get those local government tenders or commercial opportunities. Properly trained and experienced bid consultants can help you win that tender contract even if they are not involved in the actual process, by transferring their skills and experience to your team.

Win that Bid

Win that Bid possesses all of the qualities and experience needed to help you win that tender contract. Our multi-sector bid management specialists have worked across the industry and in procurement, and used those skills to transform the capabilities – and bottom line of many organisations. From training to bid writing, Win that Bid today!

Did your Win Theme get bronze, silver or gold?

The client has a problem that it can’t solve itself. So it submits an invitation to tender (ITT) in order to discover the best available solution to that problem. In order to attract the client’s attention, a bid writer needs to have the most compelling solution to that problem, and that should all be encapsulated in the Win Theme which needs to run through the entire bid proposal.

Brainstorm the problem

If you are having trouble coming up with a win theme, consider the client. Is it a public sector tender or for a private company?

  • What does the client want?
  • Why do they want it?
  • What are the client’s priorities?
  • What are the client’s long term goals?
  • What worries the client?
  • What skills or products do I have that can answer those questions for the client?

Focus on the client

The client’s problem isn’t going to be solved by a detailed description of your company, its history and achievements, or even the quality of your general services. It needs a specific solution, which your bid writer’s win theme should address. Is there one primary focus – cost, regulatory compliance, innovation?

What can you offer the client that beats your competitors?

Make it the theme of your bid proposal

Once you’ve decided on a win theme, weave it through your document – not just the executive summary. Your bid writers should emphasise how your technical solutions reflect the theme. Highlight how your solution will allow the client to meet the goals you have identified.

If you or your bid writers are having trouble finding a compelling win theme, Win that Bid can help you find the answer!

Style is Substance

When writing for a long tender contract, it’s easy to forget about the basics of presentation and proof-reading. These things determine the impression your proposal will make. A messy, haphazard executive summary will give the impression of a messy, haphazard bid.

Agree on a style guide and make a checklist

In order to look professional, your bid documentation will have to appear consistent through-out. Doing that means agreeing on style conventions:

  • How will these documents look when printed? Will headers and footers be lost? Are the page boundaries appropriate?
  • Are the naming conventions correct? How are technical terms spelt or capitalised? Is the client’s name really spelt like that?
  • Does document layout make it easy to find information quickly and easily? Is the layout clear, or will the reader be lost in a sea of colourful titles and text boxes? Can they refer to a reference quickly?

A late change in the style guide will mean having to revise dozens if not hundreds of pages of text. Remember that you find yourself yawning in a debate about bullet points.

Implementing that style guide as a bid writer will require time and attention. By the time you’ve taken into account table fonts, page alignments and caption conventions, you could easily have a 20 point list. Which makes keeping one vital, as that really is too much to mentally keep track of in a rush.

Leave some time for review!

I know it isn’t always possible, but it really is important to try to leave ample time for editing and review after the bid writing process is completed. That time will be needed to pick up on mistakes, ensure the appendices are correctly referenced (and present!), and make changes.

Once you’ve written a document, you as a bid writer believe in your heart that you wrote what you meant to say. This will almost certainly be different to what you actually said, and if you try to review your own work immediately after writing you’ll miss those mistakes. Anyone unfortunate enough to have been subjected to the first draft of this blog post will understand that.

Or to quote that misbegotten document: “Anyone unfortunately to be subjected to the first draft will be understood.”

To avoid scattering such zen sentiments throughout your bid, you need to give yourself adequate time for review. If you or your bid writers want a second opinion or fresh eyes, Win that Bid’s document co-ordination services can help.

How will the Public Services (Social Value) Act 2012 change your bid?

There have been some recent changes in the way that public bodies can take social considerations into account when procuring public contracts. The new Public Services (Social Value) Act 2012 aims to clarify the issue a bit.

The Act (applied to public service contracts) creates a statutory requirement for public authorities to have regard to economic, social and environmental well-being in connection with public services contracts and for connected purposes. However, the Act also states that these decisions must also be directly relevant to what is being produced in the first place. This is roughly equivalent to what the EU procurement regime already allowed for.

From the bid writer’s point of view, the main thing is to look at where the question of Social Value will come up in the tender writing process:

Before the public sector tender is issued: the contracting authority will try to identify non-commercial, social value considerations before they commence the procurement process. This will have a big impact on the technical specifications of the project that a bid writer should take into account.

In the terms of the Contract: if the contracting authority does decide it wants to place emphasis on a particular social need, it might include “special” conditions.

The selection stage: the contracting authority could well reject applicants who don’t meet the non-commercial needs of the contract. Bid writers should make sure that their bid meets those requirement.  For instance, the contracting authority might want to fulfil an environmental consideration and choose a company with a proven record in that area.

The Act states that the selection criteria must be non-discriminatory, proportionate and linked to the subject matter.

Need help writing a public sector tender? Contact one of our team today on 0203405 1850 and we can help.

What should I put into the Executive Summary?

For bid writers writing a tender and aiming to make the best possible impression on the client, the Executive Summary is all important. It will almost certainly be used as the starting point of their decision-making discussions. For some of those decision makers, the Executive Summary will be the only part of the tender proposal that they actually read.

Because it will be read by virtually everyone who reads the proposal, the Executive Summary should be concise, readable and avoid technical jargon. Bear in mind that the readers are likely to be impatient and lacking in technical training, if not extremely stressed.

That being the case, bid writers should focus on the win themes that are the focus throughout the tender.  Keep it short and relevant. Resist the urge to simply summarise everything else in the tender proposal: you should already have a table of contents.

Finally, it is worth bid writers taking extra time to ensure that your executive summary is properly presented. It is vital to proof read it carefully, given its importance to the success of the tender proposal.