Make sure to Carefully Review the Tender Documents

Before committing to responding to an invitation to tender (ITT), it is important to thoroughly review the tender documents, which will outline the buyer's requirements, terms, and conditions. Even if the document is lengthy, taking the time to read it in its entirety is necessary to ensure that you are able to meet the requirements. If you are unable to meet the requirements, it may not be worth investing your time and resources in a response. It is always important to assess whether or not to submit a bid.

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Answer all Questions in Full

It is crucial to answer every question in the train tender application you are submitting. Incomplete or skipped questions may reflect poorly on you and could result in elimination from consideration. Such responses could give the impression that you are incapable of delivering the contract. If a question requires a 1,000-word response, a few bullet points will not suffice. The evaluator is looking for a detailed response within the word, page and character count given.  Exceeding the count demonstrates a failure to follow instructions.

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A helpful tip is to break down questions into sub-questions, using the points as subheadings to ensure that you have addressed all aspects of the question. This method also allows the buyer to see that you have answered the question in full.

Demonstrate innovation Incorporating innovation should be an essential part of your train tender response. The UK government is eager to reward invention and innovation, particularly in rail contracts that aim to enhance passenger experience and decarbonise the rail network.  It is beneficial to showcase a more innovative solution than your competitors, as buyers are interested in unique offerings in the marketplace.

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Expect to Provide Previous Contract Examples

Your response should include 2-3 case studies of contracts you have completed within the past 3-5 years that are similar in scope, caliber, and complexity to the contract you are seeking. A buyer wants reassurance that you have the necessary experience to fulfil the contract.

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Furthermore, you may be required to provide concrete evidence to support any statements you make. This could include contact information from previous contracts to ensure that you are telling the truth. It is also recommended to include how you overcame any unforeseen challenges in these case studies to demonstrate your problem-solving abilities and flexibility.
 

Consider 'Added Value'

Depending on the buyer, it is advisable to consider how you can add value to the contract, referred to as social value in public sector contracts. All public sector contracts are now required to have a minimum social value weighting of 10%.

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A buyer wants to see how you will enable them to get the most value for their money.

When carrying out the contract, consider the social, economic, and environmental aspects. What is your business doing to lessen the environmental impact? Are you giving back to the local community? Your business’s developmental goals should aim to maximise and promote good social values. Researching the buyer's social values can be useful in tailoring your response.

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Remember that promises made in your train tender response are likely to be contractually binding. Therefore, it is crucial not to make any promises you cannot keep. The social value model aims to:

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• Create new jobs and skills

• Support COVID-19 recovery

• Tackle climate change

• Improve economic inequality

• Give back to the local community
   

Persuade the Buyer

Your train tender bid response should persuade the buyer that your company is the best candidate for the job. Be direct, clear, and persuasive. Consider what you would want to know if you were the buyer. Ultimately, the buyer values the quality of your written response, even if cost is weighted more heavily. Adhering to formatting guidelines and demonstrating why you should win the contract over your competitors is crucial.
 

Proofread Before Submitting

Before submitting your train tender response, you must proofread your bid.   Not just yourself as the chief Bid Writer, but another member of staff, a review service like ours at Bid Writing Network, or even just a friend.   We've seen so many bids fail at the first hurdle because they haven't met basic requirements such as font!  Have a checklist, and ensure EVERYTHING is as it should be.