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.

 

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Nailing Down Construction Contracts

Construction Contracts

Danny Alexander, the Chief Secretary to the Treasury has recently stated that The National Infrastructure Plan (NIP) for the next 20 years will include an investment of £375bn in construction and civil engineering projects. In addition, the insurance industry also plans to spend £25bn over the next five years.

Tendering for the projects included in this investment will be fierce and winning the contracts will go beyond merely attempting to undercut the competition with price. The successful bids will deliver a proposal that highlights how your organisation can offer the best solution, inspiring confidence that you can deliver on budget and to programme, with innovative and sustainable solutions.

Stand Out From The Crowd

When attempting to bid for contracts within an industry as competitive as construction, it’s essential to differentiate from the competition to ensure that your bid stands out. By examining the core competencies of your business and its competitors, Win that Bid can identify, develop and isolate the key reasons why your business is better than the rest.

It’s All In The Details

In order to maximise your success rate on the bids your company decides to submit, it is essential to examine the requirements, and ensure that each question and its required detail is addressed. From the initial planning through to the drafting and review of each response, a detailed Bid Management Plan is a key element of a successful proposal document. The Plan will assist in mapping out your plan to meet the client’s needs, and will also functions as a visual demonstration to the client that all of their requirements have been met.

To be successful with your bids, being thorough is non-negotiable as it is very easy to miss vital elements of a question. However, bids do not always arrive at the right time from clients. You could be busy with current contracts, have insufficient resources or just not enough time, but if it is a targeted bid, you still need to complete the documents professionally Win That Bid specialise in giving businesses the resources and extra capacity to get a winning proposal put together in time.

Match Your Capabilities

It’s important to remember that the bidding process is a two-way street and, as much as a client may get to choose which company to employ to develop their project; the client must also be a good fit for your business. Whilst it is wise to focus your efforts on bidding for contracts that concentrate on your strengths, it is tempting to try and diversify your portfolio. It is important to select the right schemes to avoid wasting your time and potentially leave you with less business.

At Win That Bid, our APMP qualified team are experts in the bidding process and our Project Intelligence team identify projects that are an ideal fit for our clients. With extensive experience in construction and civil engineering projects, we can help your company secure your next construction contract and benefit from the significant planned investment.. As the UK’s biggest bid writing and tender process specialists, our experts can prepare and write proposals that are proven to win contracts for both UK and international projects. Get in touch for more information by calling 020 3405 1850 – and visit our site to learn more about our bid services.

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.

Creating a successful bid schedule

It’s possible to “wing” a bid if you consider early onset heart palpitations to be an acceptable business expense. If for some reason that isn’t desirable (or you want to win), bid writers should have a properly constructed schedule. You might live to win another bid!

What should the bid schedule account for?

The bid schedule should account for several major elements:

  • when are activities scheduled?
  • who is responsible for carrying them out?
  • which elements of the project are behind schedule or at risk?

It should also provide some flexibility at the end of the project. Submitting a bid is a time consuming and sometimes stressful process – bid portals can be temperamental and each dimension requires checking before the final submission. Time will be required for final proof-reading, formatting, late clarifications and other unexpected issues.

Clear lines of responsibility make it easier for any member of the team to understand where to go for information. At the same time, it also helps to avoid the most frustrating of delays; bid writers inadvertently duplicating each other’s work.

What are your project milestones?

Milestones are significant project events on which to build specific tasks around. Each task and its associated timeline can be tracked by the Project or Bid Manager (who might not be familiar with the specifics of each task). Each milestone is associated with a deliverable which provides evidence that the milestone has been completed.

When choosing your milestones, use the terminology stated in the bid documentation. Milestones should be discussed and signed off at the kick-off meeting by all stakeholders prior to the bid schedule being populated with tasks.

What are your dependencies?

Dependencies are points in the project where a problem with one aspect will affect other areas of the problem. Internal dependencies can be dealt with and identified within the team. External dependencies, out of the bid writer’s control, should be identified when assembling the schedule so that those responsible (a consultancy or accountancy firm, for instance) are aware of their own responsibilities and place in the schedule. Identify ownership of the dependency and place a milestone in the schedule to make it easy to check their status at any time.

How do you know how long things will take?

This is often a matter of experience and process but following these guidelines can help:

  • build in a contingency for unexpected issues;
  • set page/word limits. This will allow you to assess writing, assembling and review periods;
  • agree on style and writing conventions at the earliest opportunity, ideally at the kick-off meeting; and
  • ensure the bid team has a thorough understanding of the project’s win themes.

In particular, the latter two elements can really speed up the drafting process. Bid writers will have a much easier time writing a draft around themes rather than trying to crowbar them into an existing document.

Remember to plan for time consuming events which may have implications for the project even if no-one is actually working on them (such as acquiring permits or letters of support). Projected dates for acquiring or finishing these matters should be placed into the schedule, especially if they create some kind of chokepoint.

Post project, assess the processes you used and the success of the bid schedule. If it all seems like too much hard work give Win that Bid a call: they’ll be create your bid documentation and can manage the entire process.

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!

Mysteries of the Cabinet Office

Over the last year you may have seen mentions in this blog of the Cabinet Office’s “mystery shopper” initiative, an enterprise that offers businesses the chance to ‘shop’ bad public procurement practice.

They’ve finally released their first progress report, and it makes for fascinating reading.

They’ve investigated over 300 complaints. Of those grievances:

  • 81% of all cases raised issues with the procurement process.
  • 38% of complaints concerned the problems faced by SMEs in dealing with very complicated (and long!) PQQs.
  • Unachievable financial requirements were repeatedly cited as a major problem for SMEs.

The Cabinet Office claims to have been able to bring about a positive change in 4 out of 5 cases investigated. Among the successes they cite: reducing the required insurance levels for a British Council contract by 50% to 90%, settling invoices left unpaid by Imperial College Healthcare and working with the Eastern Shires Purchasing Organisation to smooth their procurement process.

Tender specifications came up for special criticism, either for being too complex or too prescriptive. Problems with insurance requirements were a repeated issue. Several cases (usually involving NHS trusts) required companies to have required insurance at the time of bidding, rather than in time for the contract itself. This was one area in which the Cabinet Office was able to make changes.

7% of issues dealt with the contracting process after the bid. A lack of clarity surrounding the end of contracts was something flagged up for attention. Other issues involved e-procurement systems. In one case, two companies with very similar names submitted similar bids, resulting in one company being entirely ignored.

The mystery shopper programme is one of the more realistic initiatives to have come out of the Cabinet Office under the current government. Unlike more top down initiatives it can respond to specific process problems quickly, sometimes during a live bid.

The Public Procurement process can be deeply intimidating for small companies with limited resources. However, in the event of unfair or dubious decisions there are recourses SMEs can take, the mystery shopper programme included. Win that Bid’s consultants have lots of experience on both sides of the fence: we can help you make the best decisions.

Technically Speaking

Readers of this blog will have seen many admonitions against boilerplate, jargon and overly complex technical data. However, there will be times – especially in the method statement – that this can’t be avoided.

Some of the usual basic rules apply:

  • Keep it simple
  • Keep it focused on the client
  • Avoid complicated terminology
  • Avoid long polysyllables in general (if like me you had to look that up, you know why!)
  • Use the client’s terminology

What will the reader focus on?

Informed, technically minded readers will be looking for accuracy and so it is imperative that your data is correct. This is especially important when submitting similar but distinct data across different lots. Be really careful when reformatting complex tables – it could mess up or remove entire columns of data.

More pragmatic thinkers will be looking for simple illustrations of your point and win theme. Bid writers need to strike a balance between impact and legibility on the one hand and specific detail on the other. In all cases make sure your charts are large and legible. Don’t be afraid to put complex charts into separate appendices.

A bid writer’s data needs to be backed up. A reader won’t automatically believe that you’re capable of meeting the terms of a security tender just because you lay out the particulars of how you would do it. Details of your experience and benchmarking will help, and will often be what less informed readers will look for first.

Is this necessary?

Ask whether your technical details are necessary. Often, bid writers will be asked to provide specifics. In that case, provide everything requested – but if they didn’t ask for something, ask yourself how the technical data relates to your message and win theme. If you can take it out without reducing the impact of your message, do so.

Focus on specific benefits to the client

When discussing technical detail, bid writers should focus on the benefits of the client. If your magnificent new threshing machine reduces fuel costs by a third, discuss how that will help the client’s bottom line rather than spending paragraphs on self-congratulation and long, specific explanations of which semi-legal uses of vegetable oil were used to achieve it.

The client will want certainty (especially for security tenders and the like). The buyer will want to know whether your processes work, and especially what will happen if some part of them fails to work. They will want to know that your product will be the solution to their problem, rather than a source of new ones.

Your technical statements are there to prove that. Win that Bid can help you strike the balance between legibility and detail.

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!