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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Winning Over the Public (Sector)

The public sector is a highly diverse industry, where tendering rarely fits into a predefined box. The range of tenders is as varied and wide as the different public sector organisations themselves. However, there are a few common factors to consider when aiming for public sector contracts. The multi-billion pound public sector industry is experiencing a period of growth with government backing, meaning that your business can stand to seriously benefit from a slice of the public sector pie.

Public Sector

 

Parallel Thinking

Public sector industries tend to be under a great deal of social scrutiny, particularly when it comes to environmental factors or legislative considerations which are ingrained in the public sector, such as health and safety. It is essential in public sector tendering that your bid highlights your strengths in these areas, and that you share the same core values which are of importance to the client.

A strong organisational fit between the client and contractor is vital, especially during evaluation stages. The contractor’s ability to work well and integrate with the client’s approach can have a strong influence on the ultimate success of the bid.

MEAT

Although the bottom line price will always play a significant role in bidding success, it should not be confused with value. Public sector organisations are under a magnifying glass of scrutiny, and rightfully, must justify spending taxpayer’s money. By stipulating MEAT as the goal in selecting a contractor, public sector clients can navigate around being forced to accept the lowest price in favour of inferior work. MEAT stands for Most Economically Advantageous Tender and essentially translates to value for money. When it comes to big contracts, it’s not how much the client wants to spend that counts, but what they can successfully achieve with their budget.

It goes without saying that the contract should be equally economically viable for the contractor – and projects should always be realistically deliverable and profitable first and foremost.

Backup

Public sector contracts tend to be high value, large scale projects, and with big investment comes big asks. It’s essential that you can demonstrate relevant experience, describing the skills of the people attached to the project. From senior management through to the operations team on the ground, the bid should effectively demonstrate what you are bringing to the table and the added value that comes with your team.
At the end of the day, the highest scoring bid wins the tender, and at Win That Bid, we’re all about winning – it’s what we do best. As the UK’s biggest bid writing and tender process specialists, our experts have extensive experience in construction and civil engineering projects in both public and private sector work. Our bid management team can guide you through all stages of the process, from initial tender selection right through to the final bid presentation. Get in touch for more information by calling 020 3405 1850 – and visit our site to learn more about our bid services.

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 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.

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!

Virgin Rail and the right to challenge

The origins of the Virgin Rail scandal last month rapidly became lost in the recrimination and blame, as the Department for Transport attempt to apportion culpability and pundits discuss the role and capabilities of the civil service. When self-styled “tie-wearing adventurer” Richard Branson launched his legal challenge to the West Coast franchise decision two months ago, it was widely regarded as a knee-jerk, even ill-considered action of a man known for scrappy battles on behalf of his business.

The DfT was due to award a long term franchise to FirstGroup until “significant technical flaws” became evident during their preparations for the Virgin lawsuit. These flaws became evident in the risk assessments of First’s winning bid.

Virgin faced substantial risks in mounting a challenge to the DfT. Some of these risks were revealed in the initial media coverage of the challenge that portrayed Richard Branson as an opportunist and a sore loser (not helped by Virgin Rail’s relatively poor public reputation). If the legal case had failed Virgin’s commercial reputation (and finances) would have suffered.

They had a number of options, all of them risky:

Under Public Procurement law Virgin could mount a formal challenge. To do this they would have to allege that the contracting authority has run the process in an unfair or opaque manner. If they were successful in this, the contract award would have to be suspended while the issue is resolved – allowing more time to discover exactly what happened (and why they lost).

Their second option would be a judicial review. They would need to show a public interest in such an action – easily achieved, given the political climate – but the latter stage would be more difficult. Virgin would essentially have to prove that no reasonable authority would have made the contract decision. Before the events of last month, this was considered unlikely to happen.

In the event, Virgin were able to prove that large parts of the process was flawed. The DfT has spent the last few weeks apportioning blame, mainly directing it at the civil servants involved. In turn, there has been a lot of scrutiny directed at the structure of the procurement process –

A great many qualified professionals have been lured out the public sector by higher wages in recent months, and this, combined with poor systems of review, greatly contributed to the fiasco. We have been discussing government initiatives on this blog for months – all of them seem doomed to failure if the Civil Service can’t do something to arrest the skills gap in government procurement.

Richard Branson’s decision to challenge has been vindicated. The DfT has ordered a number of independent reviews and Virgin has been awarded a short term contract under circumstances that some rivals claim were actively uncompetitive (there should have been a tender for the contract extension). Since the fiasco Virgin has changed strategy dramatically, aiming to expand its market share into the East Coast lines that GNER and National Express mismanaged back into government hands three years ago (under contracts similar to the one offered to FirstGroup). They will likely also retain the West Coast franchise in the long term, if they can see off competition from Abellio.

Virgin Rail weighed up the risks inherent in challenging the bid and made the strategic decision to do. Meanwhile, we’ve been noticing that numerous tenders are having their deadlines put back – maybe as a result of jumpy procurement officials? Win that Bid can help you weigh up the risks in your own bids, and comprehend the contracting authority.

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!

Processing your Proposal

Submitting a winning bid is an enormous task. The method statement alone might consist of 10 or 15 different documents and dozens of appendices. The final process of assembling a tender proposal often involves an enormous deluge of information, emails and revisions, during which time there isn’t time to stop and think. This is one of the reasons it is so important to take stock after the proposal for the tender opportunity has been submitted.

How effectively did the team work together?

Even when the bid writing team is working well together, there can be problems which effect the creation of the tender proposal. These often involve lines of communication, especially during the review process. It is important to ensure that the team is aware of where their different responsibilities lie. Creating checklists and document folders available simultaneously to the entire team can be a great help.

How effective was communication between the bid team and other people involved?

During a large proposal the bid writing team may well have needed a great deal of technical information for method statements or financial documents. A delay here can be a real bottleneck in submitting the final tender proposal.

Again, problems here can often be down to failures in communication. After submitting the tender proposal, discuss where those problems occurred and what can be done to ameliorate them later.

What can be done to improve on the process?

There will be times during a bid where you will wish you had done something in a different order or used a different method. During the final assembly of the bid there often isn’t time to implement that change.

After the bid, note down the problems that occurred and the solutions that came to mind. Take the chance to update your internal process documents or create a checklist of things to assess when going for the next tender opportunity. Win that Bid can help you assess your processes to make them even more effective.

Get Tender Ready with The TROC button today

What Does It Mean?

Get Tender Ready with the TROC todayCompanies that have passed the TROC (Tender Readiness Online Check) or otherwise prequalified to respond to large private or public sector invitations to tender may display this symbol.

What Does It Mean For Tendering Authorities And Procurement Officers?

Public Sector organisations should look for this symbol on SME company websites, because:
  • An SME company displaying THE TROC TENDER READY symbol is indicating that it has met the minimum criteria qualifying it to respond to a Public Sector tender
  • This means that the tendering body can confidently approach the company and invite them to participate in a procurement exercise.
  • Looking for the TROC TENDER READY button will help tendering authorities to meet the Government’s aspiration that ‘25% of public sector contracts should be awarded to SMEs’.

The TROC Tender Ready symbol is a private sector initiative, with no government funding or taxpayers’ money involved.

Companies who have successfully completed and passed a Public Sector PQQ or won a contract within the last TWELVE months should contact info@procurementconnection.org.uk to get their badge and press pack.

It’s up to the both the Private and Public Sectors, as well as the press and other media organisations, to raise awareness of the TROC Tender Ready symbol: it will help procurement officers to identify ‘Tender Ready’ busineeses and therefore help more SMEs to win Public Sector contracts.

Have you been paid yet?

Recently an alliance of small business lobbying groups sent a letter to the Business Minister Mark Prisk, highlighting one of the biggest problems facing companies tendering for contracts in the UK today: late payment.

The numbers present a clear picture of the both the scale of the problem and who the mostly likely perpetrators are.

  • Large companies are responsible for 48% of late payments and account for most of the £24 billion owed to small and medium suppliers in the UK.
  • Late payments for UK Government tenders or charity work constitute just 9%, less than public/private concerns.
  • Both the public and the third sector have improved their record in recent years .
  • Prominent excuses given include a lack of payment authorisation and reports that the “cheque is in the post”.

Encouraging Prompt Payment?

Businesses can be scared to “name and shame” large corporations who mess around with their tender contracts, despite the fact that late payments break businesses. In these circumstances, it can be difficult to know exactly who to complain to. A poor UK government tender PQQ structure can be flagged up for the Cabinet Office to look into, but what about a multinational?

You could try encouraging prompt payment by the tender issuer. The letter to the Business Minister suggested a clampdown on “prompt payment discounts”, a strategy in which suppliers offer discounts on products in exchange for guarantees of payment on time. Several business advice websites suggest doing just that to incentivise punctual payments for commercial tenders. A company considering this should ask themselves whether they want to be paying the buyer extra to do what they claimed they were going to do on the tender contracts.

What can businesses do?

The best answer – and unfortunately the most complex to implement – is to make your business more resilient in times of unexpected cash flow problems relating to late payment. We can help you transform the capabilities of your business. Firstly, it’s important to consider how many sources of income the company has. It is dangerous for a company to rely on just one major contract or tender.  Another important safeguard to pursue is a high credit score. Being transparent about the financial state of the company can be helpful in other aspects of winning bids, especially for new companies who may not be able to provide the several years of financial data requested by most UK government tender PQQs. Win that Bid’s Bid Management service can help you assemble the right documents.

Don’t let yourself get pushed around.

Companies should also research the organisation issuing the tender. The sources of information aren’t always immediately obvious. This is an area in which a consultancy like Win that Bid can really help you in assessing whether to pursue an opportunity. Carrying out credit checks on potential customers is a good start. Communication between the supplier and the customer is always important: You should be clear about what the payment terms of the tender contract are and request clarification if they aren’t clear. And if the customer does try to change the terms of the contract, a supplier should make it clear that it expects something in return.