Improving yourTender Success

Rate

●Specialist aspect of sales●The bid is a ‘silent

salesman’●Solution is entirely geared

to customer requirements

●Answer the question precisely

●Show you can deliver exactly what they want.

Tendering = Selling

Tendering = Selling ●Know the market - competitors,

your client, own strengths & weaknesses

●Qualify opportunities – bid/no-bid

●Can you do it and do you really want to do it?

●If YES then really go for it.

Tendering = Selling ●Plan your bid strategy, anticipate

outcomes●Show real understanding of client

needs●Include evidence to prove you can

do it●If you can’t meet the requirements

- STOP!

●Project management essential- timescales crucial

●Internal and external relationships ●Post-tender negotiations●Implementation planning●Contract mobilisation●Start planning for next time (the re-bid).

Key Points:

What are the Opportunities?

What are the Opportunities?

● Massive opportunities for those who engage with the tender process

● More procurement is via tendering● Despite the cuts, public sector

spend is still rising -● But needs to be more cost-

effective● The professional approach will win.

What are the Opportunities?

Why buyers issue ITTs

● Legal requirement (Public Sector)● Enables organisations to control

Service, Quality and Costs● Gives an opportunity to test the

market:- Benchmarking- Added Value- Innovation

● Suppliers get a level playing field

Buyers need to know

Can you, the supplier offer them the:

● Highest quality?● Most reliable delivery?● Most competitive price?● Most flexibility?● Most innovation?● Best relationship?

M.E.A.T.V.f.M.

Why tender for work?● Regular income● Guaranteed payment (Public

Sector)● Stability for your business and

employees ● Able to plan workloads ● Build track record, marketplace

credibility ● You will be providing a public

service.

Only bid for contracts that:● You really want to run● Fit with your business goals● You can afford to implement ● Are profitable (never buy

business) ● You can service without

compromising existing business.

Never ever bid for:● ‘Anything’ just for the hell of it ● Work you’re not qualified to

undertake● Contracts you don’t believe you can

win● Contracts that stretch your

capabilities and resources too far● Last minute opportunities – you need

time to develop your bid properly.

Finding Opportunities

● Contracts Finder (GOV.UK)● Tenders Electronic Daily (OJEU)● Public Sector Procurement

Portals – Regional, Local, NHS

● MOD Defence Contracts Online● Subscription services – B2B

Quote,Tendermatch, Tenders Direct, In-tend…..and many more.

Pre-qualification (PQQ)

● Company details and information

● Accounts (3 years)● Your core competencies● References● Policies, including

● Business continuity● Equalities/Equal Opportunities● Environmental/Sustainability● Quality.

Invitation to Tender (ITT)

● Tender pack typically contains:Specification, schedule of rates, offer schedule, form of tender, contract documentation, instructions and maybe more...

● Can be confusing so check carefully

● Use the instructions checklist● Ask questions using the official

channel.

Invitation to Tender (ITT)

● You need a project plan!● What are the deliverables ● Online or hard copy?● Time scale● Team● Resources.

Relating to the buyer

● What are your buyer’s needs? ● What message is being conveyed?● What emotion can you detect?● What image do you wish to

convey?● Create it and deliver….

Content● What do you need? ● Who is doing what bit?● Plan and structure content● Covering letter and table of

contents● Executive Summary.

Content● Ensure accuracy● Use good

testimonials/references● Pricing – take great care!● Use the checklist.

Content● Use relevant images

Format● Follow instructions● Structure your response● Devise a theme● Help the reader● Layout, typeface, consistency● Style of writing ● Observe word limits ● Clear presentation

Key points● Use appropriate images● Check buyer’s marking scheme● Make an impact and use colour● Be polite● Identify key buyer concerns and

address them● Answer every question and

respondto each point.

Innovative Bids● Be creative● Differentiate your offer● New ideas that add ‘extra

value’● Caution – ensure innovation

costings are accurate!● May need to submit two bids –

one compliant, one innovative.

Implementation Plan● State clearly how you will

implement the contract ● Suggest a process – KEY STEPS● Transition arrangements● State what resources will be

needed –● from your side● from their side.

The most important part.It should demonstrate your understanding of the client’s needs, a viable solution and your ability to deliver it with value. Keep it short and to the point.

The Executive Summary:

Why?A unique opportunity to emphasise - how your offer matches the requirement, and - the benefits of your solution.Summarises the Exec Summary!

A Covering Letter:

..and for hard copy bids, use a decent 4-ring binder:

Use a table of contents and tab dividers.

The Presentation● Follow the client brief● Choose your team carefully● It’s what they want to know that counts● Be creative and interactive where

appropriate● PRACTICE, PRACTICE, PRACTICE● Keep to time and allow time for Q&A.

Contract Award

● Letter of intention to award ● 10 day stand-still period● Formal award● Implementation● Feedback – regular review

meetings● Maintain excellent ongoing

relations● Prepare to win the rebid.

The Bid Process: 1. Research – finding the right

opportunities2. Review, then decide ‘bid or no bid’3. Capture essential content –

- Bid library - Operational input

4. Writing - respond to requirements5. Decide pricing – benchmark

competitors, show value.

The Bid Process:

6. Review content, check for typos7. Final check and sign-off8. Deliver well before deadline9. After decision, get debrief every

time, win or lose (learning).10.Monitor success rate.

Get ready for contract negotiations followed by:

Questions?

Thank you for your time – any questions?