In the competitive world of procurement, writing an effective tender is essential to winning contracts and growing your business. Whether you're a seasoned professional or new to the tender process, understanding the key elements that make a successful tender submission can save you time, effort, and increase your chances of success.
This blog will guide you through the strategies, tips, and best practices for crafting a tender that stands out when being evaluated.
What is a procurement tender?
A procurement tender is an invitation to suppliers or contractors to bid for the provision of goods, services, or works. Organisations, both public and private, use tenders to ensure they get the best value and quality for their requirements. The tender process will have clear rules and evaluation criteria.
How is a tender procurement process structured?
The main objective of the tendering process is to ensure the ‘best fit’ supplier is selected to supply goods or services. The process ensures transparency, competition, and fairness, while securing the best value for money.
The tender procurement process generally follows these stages:
Tender publication: The tender is published inviting suppliers or contractors to submit bids. The tender will detail the scope of work, requirements, deadlines, and evaluation criteria.
Tender submission: Suppliers submit their bids, which include a detailed proposal outlining how they will meet the tender requirements, along with pricing and other required documentation.
Evaluation: The buying organisation evaluates all submitted tenders based on predefined criteria, such as price, quality, experience, and compliance.
Awarding: The contract is awarded to the supplier that best meets the evaluation criteria, often balancing cost and value. A formal contract will then be signed between the buyer and the winning supplier.
How to Write a Tender
To write an effective tender, follow these key steps:
1. Understanding procurement requirements
Start by thoroughly reviewing the tender documents. These documents outline the buyer's expectations, mandatory requirements, and evaluation criteria. It's crucial to:
Identify key requirements: Focus on what the buyer considers most important, such as technical specifications, delivery timelines, or budget constraints.
Clarify ambiguities: If anything in the tender documentation is unclear, seek clarification from the issuing authority. This ensures you understand exactly what is required and can tailor your response accordingly.
2. Highlight your value proposition
Your unique selling points are what set you apart from your competitors. To highlight these effectively:
Identify your unique selling points (USPs): What makes your business the best choice for this contract? It could be your expertise, innovative solutions, or cost-efficiency.
Tailor your proposal: Align your offering with the buyer’s needs. Show how your solution directly addresses the challenges or goals they’ve outlined.
Focus on benefits: Explain not just what you do, but how it benefits the buyer. For example, demonstrate how your services can save them time, reduce costs, or improve quality.
3. Provide Supporting Evidence
Support your claims with solid evidence. This could include:
Case studies: Showcase previous projects similar to the one you’re bidding for. Detail the challenges, your solution, and the positive outcomes.
References and testimonials: Provide contactable references and testimonials from previous clients. Positive feedback from satisfied customers can significantly boost your credibility.
Quantitative data: Use data and metrics to back up your claims, such as cost savings, efficiency improvements, or high customer satisfaction rates.
4. Ensure Compliance
Non-compliance is one of the main reasons tenders get rejected. To ensure compliance:
Follow submission guidelines: Adhere to the submission format, deadlines, and any other guidelines provided in the tender documents.
Complete all sections: Don’t leave any section of the tender document incomplete. Even a small omission can lead to loosing points in the scoring process.
Legal and contractual compliance: Ensure that your submission meets all legal and contractual obligations, such as certifications, insurance, or industry standards.
5. Presentation and formatting
A well presented tender not only looks professional but also makes it easier for evaluators to review your submission. Pay attention to:
Professional layout: Use a clean, professional format with clear headings, bullet points, and numbered lists where appropriate. Adhere to any specific formatting guidelines provided, such as font type, margin sizes, or maximum page limits.
Tables and graphs: Use tables, charts, and graphs to present data, comparisons, or timelines clearly. Visual elements can make complex information more accessible and easier to understand.
Proofreading: Carefully proofread your tender to eliminate errors in spelling, grammar, and punctuation. A polished document reflects your attention to detail and professionalism.
Clear and concise language: Use simple, straightforward language. Avoid jargon unless it’s necessary and easily understood by the buyer.
Top tips when writing a tender
Prepare early: Give yourself plenty of time to prepare your tender. Rushing often leads to mistakes and missed details. Attend any pre-tender meetings, briefings, or site visits organised. These sessions often provide valuable insights and clarifications that aren’t included in the tender documents.
Compliance and accuracy: Ensure you read the tender documents thoroughly to ensure you meet all the requirements and follow the guidelines provided in the tender documentation.
Clear and concise writing techniques: Be concise and direct. Clearly outline how you meet the tender requirements and why you’re the best choice.
Understanding all tender requirements: Understanding all tender requirements is key to writing a successful tender submission. Missing or misinterpreting a critical requirement can lead to a less competitive bid.
What to avoid when writing a tender
Ignoring guidelines: Failing to follow instructions is a common reason for scoring low in the tender process.
Overpromising: Don’t make unrealistic commitments can’t keep. Overpromising can lead to failure in project delivery and damage your reputation. Be honest about what your company can deliver.
Not reviewing the tender before submission: Failing to review your tender before submission can result in overlooked errors or missing components. It’s a good idea to have someone else review your tender to catch issues you might have missed.
Submitting late: Always submit your tender on time. Late submissions are usually not considered, regardless of the reason.
How can I Increase my chances of winning procurement contracts?
Getting your tender documents just right can be difficult. That’s where Procurement Hub’s expert tender support services can step in to help out. Our tender support service is designed to offer a helping hand where you need it the most during the tender process. With extensive experience in the public sector and a focus on value for money, your project will be individually managed by a team of CIPS qualified professionals and reviewed by FCIPS and MCIPS Chartered professionals.