Upload
3lighthouses
View
78
Download
0
Embed Size (px)
Citation preview
PREPARE TENDERS FOR
CATERING CONTRACTS
D1.HCA.CL3.06
Slide 1
Prepare tenders for catering
contracts
This Unit comprises four Elements:
Identify tender requirements
Determine ability to meet tender requirements and
conditions
Estimate costs
Prepare submission for management
Slide 2
Assessment
Assessment for this unit may include:
Oral questions
Written questions
Work projects
Workplace observation of practical skills
Practical exercises
Formal report from employer/supervisor
Slide 3
Identify tender requirements
Performance Criteria for this Element are :
Clarify key objectives and or requirements of tender in
consultation with management
Analyse fixed and variable costing elements in
consultation with management
Identify and analyse tendering criteria and conditions
Slide 4
Clarify key objectives and
requirements
A Tender:
Is a formal offer to do work/provide products &services
for someone or a business
Becomes a legally-binding contract when the offer is
accepted
Slide 5
Clarify key objectives and
requirements
An RFT is:
Request for Tender’
A document from a person or business asking
you to tender for the provision of identified
products and services
Slide 6
Clarify key objectives and
requirements
The tendering process comprises several stages:
Identify tender opportunity
Obtain RFT documentation
Identify and clarify key objectives and requirements
Determine ability and capacity to meet
tender requirements
(Continued)
Slide 7
Clarify key objectives and
requirements
Assess feasibility or viability of tendering
Determine resources required
Calculate cost
Prepare submission documentation
Submit tender
Make presentation, if required
Slide 8
Clarify key objectives and
requirements
Why do organisations issue RFTs?
They believe it is the most effective way to choose a
provider
The process gives them the best price
They have found tendering out work provides
them with new ideas and concepts
The process readily identifies what different
caterers have to offer
They may be obliged to do so
Slide 9
Clarify key objectives and
requirements
Reasons you may respond to an RFT:
Increase market share
Grow the business
Increase revenue
Raise profit
Enhance business viability
Grow the reputation of the business in
the marketplace
Slide 10
Clarify key objectives and
requirements
Catering contracts may be offered for:
Schools and Hospitals
Prisons
Work sites
Hospitality venues
Sporting and entertainment venues
Transport
One-off jobs (sub-contracting)
Slide 11
Clarify key objectives and
requirements
Ways to identify a tendering opportunity exists:
Register with government agencies
Search the internet
Check printed media
(Continued)
Slide 12
Clarify key objectives and
requirements
Receive direct notification from client:
By telephone
Via email
In person
Using the services of a Tender Information Service
Slide 13
Clarify key objectives and
requirements
Obtaining RFT documentation may:
Occur when client contacts you
Require you to register and download them from the
internet
Require you to telephone a nominated person
Require you to collect a copy from an
address/business
Require you to attend an information session
Involve paying a fee
Slide 14
Clarify key objectives and
requirements
You must involve management in order to:
Benefit from their experience and expertise
Determine if the business is interested in tendering or not
Advise of the potential opportunity available to the
business
Authorise necessary work which
needs doing
Ensure the contract price will reflect the
position and needs of the business
Slide 15
Clarify key objectives and
requirements
When considering key objectives and requirements for an
RFT:
Realise every RFT is different
It is critical to understand the specifics of each RFT
Make sure you have all sections of
the RFT documentation
Slide 16
Clarify key objectives and
requirements
Techniques to identify and clarify RFT objectives and
requirements:
Form a ‘Tender Team’
Re-read and re-read the RFT documentation
Contact and question the client
Slide 17
Clarify key objectives and
requirements
Key objectives and requirements contained in an RFT:
Give the focus for, and an overview of the contract
Are listed under various headings in the RFT:
Objectives
Scope of work
Job/contract specifications
Provide an opportunity to identify
‘knock out’ questions or issues
Slide 18
Clarify key objectives and
requirements
‘Knock out’ questions or issues:
Are requirements under the RFT which you cannot
meet
They stop you being eligible for the contract
Must be identified very early – to avoid
wasting time and money
Slide 19
Clarify key objectives and
requirements
Tender team should comprise:
Management representative
Tender manager
Admin representative
Head chef
Other cooking staff
Beverage manager
Slide 20
Clarify key objectives and
requirements
Communicating with the client:
Telephone them
Get to know them
Get to know their organisation, their problems,
their situation and develop a ‘feel’ for them
Meet face-to-face with them
Slide 21
Clarify key objectives and
requirements
RFT documentation may comprise several individual
documents and or sections – for example:
Cover document
Conditions
Evaluation criteria
Application document to use for the
submission
Slide 22
Clarify key objectives and
requirements
Visiting the contract site:
Always try to visit the site where the catering contract is
to be implemented
May be a requirement/pre-requisite for applying
May require arrangements to be made with
the client contact person
May be undertaken ‘covertly’
Slide 23
Clarify key objectives and
requirements
Reasons to visit ‘the site’:
Speak to staff at the location
Inspect plant, equipment and facilities
Observe operations and evaluate food and
beverage being offered
Talk to those who consume products
provided
Slide 24
Analyse costing elements
Involve management and tender team at this stage to:
Provide advice based on experience
Perform costing calculations
Assist with research
Identify costs to be included
Approve, modify or reject proposed costs
Determine ability of the organisation to
obtain required resources
Slide 25
Analyse costing elements
Fixed costs:
Costs which remain constant regardless of production
volumes:
Contract management
Insurance, venue hire and security
Permanent staff
Maintenance agreements
Membership of organisations and associations
Slide 26
Analyse costing elements
Variable costs:
Costs associated with expenditure which varies with
levels/volume of production:
Food and beverage
Transportation
Power and other utilities
Some labour expenses
Laundry
Slide 27
Analyse costing elements
When analysing fixed costs:
Ensure all costs have been identified
Calculate ‘actual’ cost for each item based on
quotations, current prices, negotiations with suppliers
and price comparisons
Determine how costs will be defrayed and
or incorporated into final submission
Slide 28
Analyse costing elements
Options for analysing variable costs:
Identifying all variable costs for the tender
Quantifying volumes or amounts
Determining base cost prices for each item
Conducting CVP analysis
Considering ‘required’ selling prices
identified in RFT, if applicable
(Continued)
Slide 29
Analyse costing elements
Developing cost pricing strategy
Undertaking CBA
Identifying deals from suppliers
Identifying alternatives
Considering budget implications
Predicting contribution margins
Determining individual costs as
percentage of expected revenue
Slide 30
Analyse costing elements
‘Full cost recovery’:
May apply to some services you provide to the client
Generally does not apply to products
Means you only charge the client what it cost you to
provide the service
You do not show a profit on what you provide
Shows ‘goodwill’ if you elect to provide
services on this basis
Slide 31
Analyse costing elements
‘Cost plus’ pricing:
May be an alternative to full cost recovery
You charge the client what it cost you plus:
A nominated percentage of that cost
or
A set fee per transaction
Slide 32
Identify and analyse tendering
criteria and conditions
Identifying and analysing tender criteria and conditions must be
done to be certain about:
Products and services required
Timing of service delivery
Location of the contract site
Service protocols for food and beverage
Limitations as well as mandatory requirements
Compulsory submission requirements for the
tender application
Date and time application must be submitted
Slide 33
Identify and analyse tendering
criteria and conditions
Ways to identify RFT criteria and conditions:
Read the RFT documentation
Attend tender meetings provided by client
Seek clarification direct from nominated contact person
Slide 34
Identify and analyse tendering
criteria and conditionsTender criteria = standards and specifications relating to products and services which must be met in your tender submission to qualify you for consideration as a legitimate tendered:
Food safety
Catering to be provided
Quantities required
Types of food to be provided
Specification of diet types
Quality-related criteria
(Continued)
Slide 35
Identify and analyse tendering
criteria and conditions
Pricing
Cooking and preparation methods
Cooking styles
Service styles
Liquor service
Contract management team
(Continued)
Slide 36
Identify and analyse tendering
criteria and conditions
Need to cater for specified customs, religions or cultural
requirements
Ancillary requirements:
Condiments
Crockery, cutlery, glassware
Napery
Slide 37
Identify and analyse tendering
criteria and conditions
Tender conditions = requirements you must accept as part
of the process of making a tender submission for this
contract with this client at this time:
Using facilities and equipment which exist at the contract
site
Being prepared to provide additional equipment ‘at own
cost’
Providing nominated equipment
Demanding the use of certain items
(by type or brand) for certain processes
(Continued)
Slide 38
Identify and analyse tendering
criteria and conditions
Agreeing to stated payment schedule
Agreeing to a range of other requirements identified in
the RFT documentation which may address:
Making a presentation to explain the submission
Changes to agreed requirements
Slide 39
Identify and analyse tendering
criteria and conditions
Analysing tender criteria and conditions requires asking a series
of questions on topics such as:
Do you have the necessary experience required?
Can you provide the required products and services?
What staff do you have who can deliver the tender
requirements?
Does the tender enable the business to align with
its plans and achieve its strategic and other goals?
What money needs to be spent, what does it need
to be spent on and when does it need to be spent?
(Continued)
Slide 40
Identify and analyse tendering
criteria and conditions
Is there a match between existing business systems and
technology at the contract site – in terms of:
HR?
Stock management?
Recording and reporting?
Internal communications?
Assessing financial performance?
Cash controls?
(Continued)
Slide 41
Identify and analyse tendering
criteria and conditions
Do you need a joint-venture partner?
What are country-specific legal and compliance
requirements?
Are you prepared to disclose organisational information
which may be ‘sensitive’ and normally regarded as
‘commercial-in-confidence’?
(Continued)
Slide 42
Identify and analyse tendering
criteria and conditions
Are you prepared to comply with stipulated conditions –
for example:
Insurance coverage?
Delivery schedules?
Business type, status and registration?
Nominated eligibility criteria?
Identified limitations and constraints?
Conflict of interest provisions?
Slide 43
Identify and analyse tendering
criteria and conditions
Standard practices relating to information generated for
use in a tender submission include:
Create files to secure information
Share all the information with the tender team
Slide 44
Identify and analyse tendering
criteria and conditions
Information to file and share includes:
Copies of all RFT documents – plus:
Amendments and updates
Responses from the client to questions asked
Personal comments/notes, questions and
identified issues:
From reading the RFT and inspecting the site
Talking to the client
Research undertaken
(Continued)
Slide 45
Identify and analyse tendering
criteria and conditions
Feedback obtained from other relevant stakeholders:
Previous contractors
Government agencies
Copies of any other documentation
relevant to the submission:
Floor plans
Menus
Quotations
Slide 46
Summary – Element 1
When identifying tender elements:
Actively seek out tender opportunities and obtain RFT
documentation
Read, identify and analyse the requirements of the
RFT
Create a tender team to assist with tendering
Identify ‘knock out’ requirements as
soon as possible
Involve management in identifying tender
requirements
(Continued)
Slide 47
Summary – Element 1
Make contact with the client to ask questions, clarify
issues and arrange a meeting
Try to visit and inspect the venue where the work is to
be carried out
Identify all fixed and variable costing elements
Request administration or management to
analyse identified costing elements
Ask lots of questions
(Continued)
Slide 48
Summary – Element 1
Identify and analyse all tendering criteria and
conditions listed in the RFT
Continue involvement of management and the tender
team throughout the initial analysis and identification
processes
Identify the evaluation criteria which will be
used to judge the tender submission
File all tender-relevant information and
documents
Share all information openly with tender team
Slide 49
Determine ability to meet tender
requirements and conditions
Performance Criteria for this Element are:
Assess ability to provide catering services specified in
the tender
Assess viability of tendering for the provision of catering
services
Identify unique requirements of tender
Slide 50
Assess ability to provide catering
services
It is important to assess your ability to provide required
products and services to:
Assist with the decision about whether or not to
proceed with the application
Identify resources required
Help determine viability
Slide 51
Assess ability to provide catering
services
Activities involved in assessing ability to provide required
products and services:
Involving tender team
Allocating sufficient time
Confirming RFT requirements
Researching
Asking lots of questions
Slide 52
Assess ability to provide catering
services
Questions which could/should be posed as part of this
process:
What is required?
What products and services have to be provided?
When and where are they to be
provided?
What are the relevant performance
measures?
How many staff are required?
(Continued)
Slide 53
Assess ability to provide catering
services
Can your business actually do what is required?
What genuine history or evidence do you have that
you can deliver what is required?
What is your ‘gut’ feeling about this question?
What ‘demonstrated experience’ can
you refer to in your application?
What is your potential?
(Continued)
Slide 54
Assess ability to provide catering
services
Does the business want to undertake this contract?
Why?
Why not?
If you won the contract:
When could you start?
When does the RFT require you to start?
Does the work align with your current work?
Would you be required to move outside your ‘core
business’?
(Continued)
Slide 55
Assess ability to provide catering
services What are the restrictions or challenges posed by the
contract?
Is the contract site accessible or too distant or remote?
Are there any readily identifiable and significant problems?
Why has the client issued the RFT?
Have they tried and failed? What does this mean?
Have they found it ‘too difficult’ or ‘too expensive’?
How can you do what they were unable to do?
Is the client committed to the project – or trying to distance themselves from it?
(Continued)Slide 56
Assess ability to provide catering
services
What does the client know about your business?
Do they know you exist and what you do?
Have you contracted with them before?
What is their impression about your reputation
and of the work you do?
Have they given hints they prefer or want your
organisation to win the contract?
(Continued)
Slide 57
Assess ability to provide catering
services
What do you know about the client?
What problems or challenges are they facing?
How can you be their ‘knight in shining armour’?
What is important to them?
Why?
What are the resource implications?
(Continued)
Slide 58
Assess ability to provide catering
services
Identifying resources required involves:
Naming the resources
Quantifying each resource
Preparing ‘job descriptions’ for job positions
Discussions with financiers
(Continued)
Slide 59
Assess ability to provide catering
services
Confirming resources available at the contract worksite
Determining acquisition options for required resources
Resolving identified resource acquisition
(supply) problems
Calculating cost for each resource
Determining on-going costs
Slide 60
Assess ability to provide catering
services
Options for obtaining physical resources to support
implementation of a catering contract:
Using existing items
Purchasing – new or used?
Leasing
Renting
Joint purchasing
Slide 61
Assess ability to provide catering
services
Options for obtaining human resources to support
implementation of a catering contract:
Multi-skilling staff
Up-skilling workers
Recruiting new staff with specialist
skills and experience
Outsourcing certain services
Engaging more staff
Slide 62
Assess ability to provide catering
services
Options for obtaining financial resources to support
implementation of a catering contract:
Obtaining loans
Seeking private investment
Negotiating better terms of trade with
suppliers
Searching for subsidies
Slide 63
Assess viability of tendering
In relation to assessing viability of tendering:
There is always a need to do this for every tender
A range of factors need to be considered and these
vary with each tender
Money/profit is not always the primary consideration in
assessing viability
Slide 64
Assess viability of tendering
Assessing ‘viability’:
Seeks to answer the question ‘Is it worthwhile
submitting a tender for this catering contract?’
Slide 65
Assess viability of tendering
Topics to consider when assessing viability of tendering:
Costs involved in the tendering process – time and
expenses associated with:
Meetings and research
Development and testing
Fees
Complexity and type of RFT requirements
Travel
(Continued)
Slide 66
Assess viability of tendering
Time-related factors:
Do you need the business and cash flow ‘now’?
Are you already busy enough or too busy to take on extra
work?
Site location:
Close-by or remote and too distant?
Are there issues and problems with:
• Travel and transport?
• Lack of local knowledge?
• Culture and language?
• Legislation?
(Continued)
Slide 67
Assess viability of tendering
Profitability:
What are your profit criteria?
What future considerations do you need to take into
account when considering this tender?
Other tender applicants:
Who else is tendering?
What is known about them, their history,
experience and capability?
What are their strengths and weaknesses?
(Continued)
Slide 68
Assess viability of tendering
What are your USPs?
Is previous contractor re-applying? Why? Why not?
Is the tender part of a competitive tendering
process?
Outcomes of risk analysis – must reveal:
There are no significant risks associated
with implementing the contract
or
Identified risks can be effectively controlled
(Continued)
Slide 69
Assess viability of tendering
Risk analysis:
Is common for large contracts
May be a requirement of the RFT
Risk management involves:
• Risk identification
• Risk analysis
• Risk control
(Continued)
Slide 70
Assess viability of tendering
Other factors and issues – will winning the contract:
Improve your image and or build your profile?
Allow you to fully utilise spare or idle equipment?
Give you an alternate outlet for food and beverage
products?
Generate ‘economies of scale’?
Slide 71
Identify unique requirements
All RFTs are unique – to identify unique requirements use
same techniques as when determining objectives:
Consult with management and use tender team
Read, re-read and fully understand the RFT
Clarify RFT requirements where
necessary – talk to the client
Attend ore-tender briefings offered by client
Slide 72
Identify unique requirements
You also always need to:
Use common sense
Apply industry knowledge
Use venue knowledge
Slide 73
Identify unique requirements
The following are examples of possible ‘unique’
requirements:
Provide food 24/7
Use local or specific suppliers.
Cater for specific cultural needs
Meet certain dietary needs
Supply catering for ‘special events’
(Continued)
Slide 74
Identify unique requirements
Obtain and operate a liquor licence
Serve a nominated choice of meals or courses
Provide take away service
Make certain packaged products available for retail sale
Supply a range of different foods, in
different locations at different price points
(Continued)
Slide 75
Identify unique requirements
Shut-down at given times/dates
Meet specified COPs or QA criteria
Employ X% of local staff
Use nominated equipment, systems or technology
Allow client to taste and approve foods before they are offered
Adhere to specified food safety protocols
Observe mandatory reporting
Attend nominated meetings
Provide compulsory training
(Continued)
Slide 76
Identify unique requirements
Respect right of client to inspect contract site
Comply with listed selling prices
Accept proposed payment schedule
Join industry or other associations/groups
Provide management team on-site
Undertake risk management
Provide nominated financial statements
Identify proposed supply chain for
products/ingredients
Establish emergency procedures for the work site
Slide 77
Summary – Element 2
When determining ability to meet tender requirements and
conditions:
Assess your ability to provide the required catering
services
Identify the human, physical and resources required
Involve management and the tender team in all
considerations and activities
Pose lots of questions
Consider a range of resource acquisition
options for identified need
(Continued)
Slide 78
Summary – Element 2
Determine the context of the contract for your
business, its focus and its operations
Calculate the financial and other costs involved in
making an application
Determine viability of the tender
Consider all relevant factors, not just profitability
Do an analysis of identified competitors
Undertake a risk analysis process, where
necessary
Be aware of all unique requirements for the tender
Slide 79
Estimate costs
Performance Criteria for this Element are:
Use enterprise rate and or costing schedules to
establish costing
Confirm availability of labour, equipment, materials and
other relevant items according to enterprise
requirements
Slide 80
Establish costing
It is important to establish costing because:
Costing needs to cover expenses
Price often determines who wins the contract
Clients expect to save money by tendering out
Similar submissions are differentiated on price
Slide 81
Establish costing
Rate and/or costing schedules:
Are lists of costs your business will charge
Help develop costs for the tender
Must be current and comprehensive
Must be approved by management prior to use
May be prescribed by the client as part of the RFT
May need to be included as part of your
tender submission
Need to indicate if (as applicable) they include
or exclude relevant taxes and or other charges
Slide 82
Establish costing
Rate and or costing schedules can relate to:
Labour rates
Standard equipment costs
Current commodity costs
Standard service costs
Standard unit costs
Standard material costs
Slide 83
Confirm availability
Attention must be paid to confirming availability of:
Human resources
Physical resources
Financial resources
Information
‘Scheduling’:
Enables most effective use of scarce resources
Helps confirm availability of resources
Identifies lack of or insufficient resources
Slide 84
Confirm availability
Practices to schedule resources:
Identify start and finish dates for contract
Identify resources required for the contract
Determine times/dates resources are required for the contract
Identify resources required for other business operations
Determine times and dates when resources are required for
‘other operations’ of the business
Compare the two demands on resources
Identify times and dates where there are no (or insufficient)
resources available to implement requirements of the
contract
Slide 85
Confirm availability
When determining resource requirements for the contract
considerations must include:
Trade levels
Mandatory requirements of the contract
Preventative maintenance
Known or predictable staff-related
requirements
Slide 86
Confirm availability
‘Confirming availability’ means ensuring resources are:
Physically present in the workplace
Available to be used when needed
Able to be moved to the required location when needed
Able to be obtained from elsewhere when needed
Available in sufficient numbers/quantity
Confirmed through your supply chain
Compatible with contract requirements
Compliant with all applicable legislation
Slide 87
Confirm availability
Possible alternative arrangements for obtaining or making
available additional physical resources:
Re-scheduling activities
Buying, leasing or renting more equipment
Sharing with others
Borrowing items
Purchasing better equipment to increase productivity
Using new technology
Ensuring proper maintenance of items
Placing dedicated items at each work site
Slide 88
Confirm availability
Possible alternative arrangements for obtaining or making
available additional human resources:
Employ more staff
Allocate extra hours to existing staff
Provide training
Out-source certain tasks
Slide 89
Summary – Element 3
When estimating costs:
Appreciate the importance of costing in the overall
tendering process
Develop rate and or costing schedules for identified
resources in accordance with RFT requirements
Ensure and verify resources required for
the contract
Identify resources already available and their
predicted usage
(Continued)
Slide 90
Summary – Element 3
Schedule usage of all resources for the project and
normal business activities
Compare and contrast available resources with
identified demand
Secure additional physical resources as required
on the basis of analysis
Hire more staff and or provide extra hours
Train staff
Slide 91
Prepare submission for
management
Performance criteria for this element are:
Outline required resources and capacity within
submission
Outline cost estimate within submission
Outline operational details within submission
Outline proposed products and outcomes
required to meet tender requirements
Slide 92
Outline required resources and
capacity
Submission options for tenders:
Written submission – hard-copy and electronic format
Verbal presentation
Written submission and verbal presentation
Slide 93
Outline required resources and
capacity
Submission requirements may include:
Number of hard copies required
Maximum number of pages
Need to use Application documents
provided in the RFT documentation
Need for electronic version
Method of lodgement
Address for lodgement
Lodgement date and time
Slide 94
Outline required resources and
capacity
When writing your submission:
Make sure you know the submission requirements
Know the evaluation criteria
Adhere to submission constraints
Write clearly and succinctly
Refer to previous tender submissions
your organisation has prepared
Use the tender team to assist
(Continued)
Slide 95
Outline required resources and
capacity
Prepare a draft and revise as required
Realise the importance of presentation
Include ‘Letters of Support’ (if allowed by the RFT)
Nominate a contact person the client can
use for follow-up
Prepare a cover page
Present the submission in accordance with
sample or required ‘divisions’ or ‘sections’
(Continued)
Slide 96
Outline required resources and
capacity
Confirm all requirements listed on RFT ‘Submission
Checklist’ have been met
Explain terms and acronyms used
Include ‘Appendices’ – if allowed by RFT requirements
Include payment of deposit – where necessary.
Check and proof-read the final version
Submit final version to management
Keep a copy
Slide 97
Outline required resources and
capacity
Need to outline required resources:
There is always a need to do this
The extent of resource identification can vary
significantly between different tenders
Check with client if unsure about what
is required – never ‘guess’ and never
‘assume’ you know
Slide 98
Outline required resources and
capacity
While the resources which need to be identified for each
catering contract can differ with each RFT the following are
commonly required:
Labour
Raw food materials/ingredients
Packaged and pre-prepared or
ready-to-eat items
Funding arrangements
Support services and other requirements
Slide 99
Outline cost estimate
When outlining cost estimations you need to:
Be certain about RFT requirements in this regard
Realise ‘cost’ forms the basis for the ‘price’ you will ask
Continue using your tender team to help research,
determine and calculate costs
Double-check your figures and calculations
Highlight cost benefits for the client
(Continue)
Slide 100
Outline cost estimate
Explain all costs you believe may be seen as either
excessive or irrelevant
Present costs in the required currency
units/denominations
Show how ‘totals’ were calculated – avoid just showing
a ‘final’ figure
Indicate where variable costing may
apply
(Continued)
Slide 101
Outline cost estimate
Provide an overview of all costs – where allowed by
RFT
Add ‘standard’ statements relating to costs listed in the
submission – about:
Correct at time of submission
Valid till date
Subject to inflation
Inclusive of taxes
Indicate charge out rates for certain costs
Slide 102
Outline operational details
It is important to outline operational details in order to:
Prove your capacity and competency
Convince client of your ability
Validate costs which you have listed
Prove your planning addresses identified need
Give client faith in you and your
organisation
Slide 103
Outline operational details
Operational details required by client:
Varies between RFTs
Ask you to show how you will manage/implement the
requirements of the contract
Slide 104
Outline operational details
Operational details should address:
Staffing
Styles of service
Transport
Stock control
Equipment and resources
Security
(Continued)
Slide 105
Outline operational details
Emergency management
Facilities management
Environmental issues
Waste disposal
Management
Other topics specifically required
by the RFT
Slide 106
Outline proposed products and
outcomes
The submission must identify the products and services to
be provided – which also provides an opportunity to:
Differentiate your submission from others
Demonstrate value-for-money of your application
Influence the client using ‘Wow factors’
Emphasise how your submission
meets RFT requirements
Highlight your USPs
(Continued)
Slide 107
Outline proposed products and
outcomes
Provide options not ‘required’ by the RFT
List other products and services you are able to provide
in addition to those included in the tender submission
Demonstrate innovation
Name your ‘experts’
Describe your association with relevant
bodies, agencies and or organisations
Show the ways in which you have been
a ‘good corporate citizen’
Slide 108
Outline proposed products and
outcomes
Ways to describe products and services to be provided:
Provide sample recipes and menus
Include visual images
Explain how you will accept payment
from ‘customers’
Offer ‘taste tests’ of products
(Continued)
Slide 109
Outline proposed products and
outcomes
Attach product specifications to be provided to your
suppliers
Give examples of service protocols
Include testimonials
Provide sample set-ups and plans for events and
functions
Provide images of previous events and
functions you have catered for
Slide 110
Summary – Element 4
When preparing submission for management:
Ensure you fully understand all the tender application
requirements which must be covered in your submission
before you start
Determine the exact requirements for submitting the
application
Use designated submission documentation
provided in the RFT, if applicable
Clarify any unclear requirements with the client
Realise failing to meet submission requirements for the
tender can render your tender ineligible for consideration
(Continued)
Slide 111
Summary – Element 4
User the tender team to assist
Accept people will infer competency from the nature, type
and quality of your submission
Outline all the required resources as part of the application
Detail cost estimates for nominated elements
Describe management and operational plans for the
contract
Outline all products and services to be provided
Strive to distinguish your submission from others
Never be shy about ‘selling the benefits’ of your submission
Slide 112