Expert Tips for Writing a Tender Proposal: How to Win More Bids

Are you struggling to write winning tender proposals that secure contracts? Effective tender writing requires more than just putting words on paper. It requires a strategic approach, understanding of the requirements, and persuasive language that showcases your unique strengths. In this article, we will share valuable insights and practical tips for mastering the art of tender writing, helping you to improve your success rate and win more contracts.

But First of all, What Is a Tender?

Before we delve into the intricacies of tender writing, let's take a step back and understand what a tender is and the various types of tender documents that exist.

In many cases, large companies, corporations, charities, or public sector bodies seeking specific works, goods, or services will publish a formal offer for relevant businesses to bid on the project. This offer can take the form of an 'invitation to tender' (ITT), 'invitation to quote' (ITQ), or 'request for proposal' (RFP).

Depending on the procurement process, the entity may initially require an 'expression of interest' (EOI) or pre-qualification process, often referred to as a 'selection questionnaire' (SQ), or 'European Single Procurement Document' (ESPD). Once shortlisted, the business will be 'invited to tender' (ITT).

Interested businesses will then create a 'tender response' or 'bid' and submit it in the hope of winning the contract or gaining access to an 'approved supplier list' (ASL) or framework. The 'buyer' requiring the services will evaluate the tender documents submitted by various businesses and select the one they believe is best suited to deliver the project.

If the tender is within the public sector, specific rules govern the evaluation process to ensure a fair, open, and transparent process. In most cases, the evaluation looks for the 'most economically advantageous tender,' which considers both price and quality. The only way for evaluators to assess these elements is through the tender response or bid.

That's why creating a compelling tender document is crucial. Buyers may receive numerous competitive bids, each trying to persuade them that the bidder is best placed to be awarded the contract and win the tender. To stand out from the competition and win more business and clients, you must create an excellent tender response.

Tendering organisations or contracting authorities are often large, well-known entities, such as regional councils, universities, and the NHS. Winning bids can be an excellent way to get your services out there and secure formal contracts. If you're looking for tender writing services, we can help you create a winning tender response that showcases your unique strengths and sets you apart from the competition.

Step 1: Planning Your Tender Response

Effective tender writing services require thorough planning. It's definitely not just about meeting the submission deadline; there are several critical factors to consider before embarking on your next tender writing project.

Firstly, you need to be confident that you understand the service or requirement being requested in the tender document and that you have the capability to deliver it to a high standard. It's also crucial to review the evaluation criteria, specification and questions carefully to ensure they play to your strengths. Additionally, you should be able to deliver the project within the buyer's budget.

It's also essential to consider your competitors and their potential solutions to the tender.

TOP TIP: Consider, what makes your proposal unique, and how can you demonstrate this to the buyer?

Finally, you should assess whether you have the necessary resources to complete the bid. If the answer to all of these questions is yes, you can move onto planning your bid or tender response. By taking the time to plan effectively, you'll be in the best position to provide outstanding tender writing services that meet the requirements of the buyer and set you apart from your competitors.

Here are some important planning considerations for your next tender writing project:

• How can you optimise your team's expertise for tender writing? Tender writing is time consuming and can be complex. If you're doing it 'in-house', consider assigning different team members to specific areas of expertise to create the initial draft. You may also need to collaborate with subject matter experts from other departments to provide additional information, for example, health and safety regulations.
  

• Maintain consistency in your bid response by establishing initial rules and guidance for all writers or designating one person to oversee the entire writing process.
  

• When is the submission deadline and what is required from a pricing, coordination, and writing perspective? Determine whether the bid needs to be prioritised and decide on the submission method, whether it be online or physical.
  

• Identify your win themes and ensure they are highlighted in the tender. Make it clear why your solution is the best choice for the buyer.
  

• Consider who will review the bid, their level of expertise, and whether technical jargon needs to be broken down into layman's terms. Consider using a Bid Review service (such as ours) to ensure a high bid quality.
  

• Check that all relevant documents are up to date and include them in the bid as necessary. Ensure that policies are signed, dated, and relevant to the tender. Be aware of who has access to these documents and where they are saved.
  

• Identify what evidence you can include in your bid, such as quantitative data, performance metrics, and testimonials. Consider whether this evidence should be included as supporting documents or incorporated into the body of the bid.

Step 2: Master Your Tender Compliance with this Tick-Box Exercise...

We strongly suggest having a tickbox sheet to ensure you meet compliance standards. We've seen so many otherwise amazing tenders and bids fail because they didn't meet very basic instructions

☐ Follow font, word and page limits (as instructed in the tender document to avoid invalidation) ☐ Ensure all necessary questions are asked and any unclear points are clarified with the buyer or contracting authority prior to writing the tender ☐ Fully answer all questions and provide evidence of how you can meet or exceed key elements of the specification or requirement ☐ Include all requested documents ☐ Check all submitted documents are up to date and relevant to the submission, including signed policies not older than 12 months and any record of changes since last updated

Step 3: Top Tips for Writing Winning Bids

Fully Understand The Requirements

In order to determine whether a bid is worth pursuing, it's crucial to have a clear understanding of the tender and the services that the organisation is seeking.

Ask yourself if you are truly capable of delivering those services better than anyone else.

Consider whether you have the necessary resources to develop a strong bid or if another tender might be a better fit for your strengths.

Be Original. Be Creative. Don't Bore the Buyer

To write a winning tender, it's important to put yourself in the buyer's shoes and consider what they would want to see in a potential supplier. Potentially consider using your own experience with supply chains to inform your tender response. What did you want to see? Was there anything particularly that caught your eye? Made things a more interesting?

Additionally, think about what motivates you to make purchases. Your decision-making process may be influenced by factors such as reputation, after-sales service, past experience with the product, and budget constraints.

To truly set yourself apart, try to understand the buyer's broader challenges... By demonstrating that you have a deep understanding of the buyer's needs and concerns, you can showcase how you're going to solve these by demonstrating your specific experience, knowledge, and expertise.

Prove Yourself

If you want to increase your chances of winning a tender, providing strong evidence is essential.

Evidence can take many forms and may include:

• Testimonials from satisfied clients

• Photos showcasing similar projects you have completed in the past

• Statistics that demonstrate your expertise and suitability for the job

• Cost-saving calculations

• Case studies, team bios, policies, and procedures

It's important to carefully review the tender's evaluation criteria, as different tenders may prioritise different types of evidence and allocate points differently. If the tender does not allow for additional supporting documents, consider incorporating images or infographics to illustrate your procedures and make your bid more compelling.

Tender writing doesn't need to be boring. In fact, it's an opportunity for you to take your business forwards and secure its future. Be creative, understand the requirements, and showcase your skill set.

Any if you need any help, just reach out to us!