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Tender writing guide presentation

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Tender writing can be a complex issue for many business owners. Infodec Communications was engaged to provide information about the tender process and provide tips to writing a successful tender by …

Tender writing can be a complex issue for many business owners. Infodec Communications was engaged to provide information about the tender process and provide tips to writing a successful tender by the Sutherland Shire Council. The information in the presentation provides advice about tender writing for all levels of government.

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  • Not just government departments private companiesEach level of government is covered by separate rules about how tendering must happen. Under Federal law it’s the Minister for Finance & Deregulation, NSW Govt has a code of practice for procurement, local government outlined in the Tendering guidelines for NSW Local Government.
  • Keep those words in mind as we work through this presentation
  • There is about 20,000 standards worldwide. Different organisation in Australia that sign off on standard compliance and also then also monitor to make sure that compliance is being met.Find information about a standard that’s relevant for your industry from industry group, ie. Master Builders etc.They will usually have preferred providers who will help you develop the standard and sign off on compliance.
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Transcript

  • 1. Tender Writing Guide Introduction to sourcing, preparing and writing request for tender documents October 2013
  • 2. About this workshop This workshop will provide general information about: • Sourcing tender documents • Understanding what’s required • Preparing to complete the tender document • Writing the tender document, submitting and receiving feedback
  • 3. Note • Each tender situation will be different and additional information will be required – the aims of this course is to provide a basic understanding of the tender process and some tender writing tips. It is based on my experience. Will be tweeting points about the workshop #ssctenders from @jo_anneryan
  • 4. What about you? • What industry or company are you from? • Have you previous completed a RFT document?
  • 5. What is a tender? • Also known as procurement. • Obtaining goods and services on behalf of an authority. • Not just government departments • Rules about how tendering must happen
  • 6. Tendering rules • Federal Government – Minister for Finance and Deregulation • NSW State Government – Rules outlined at NSW Procurement • Local Government – Tendering guidelines for NSW Local Government
  • 7. Australian Government position on tendering “Successfully selling to government is similar to successfully selling to consumers or other businesses; it's important that you know your customer and how they make their decision to buy. When tendering for contracts with the Australian Government, knowing the rules and regulations for tendering and taking advantage of the right opportunities at the right time is critical”. Business.gov.au
  • 8. Value for Money? Not just about the $ Factors Non-cost factors Whole of life cycle costs Fitness for purpose Local business capability Technical & financial Technical merits of the product or service Supplier capability Contractual and technical compliance Sustainability Risk factors that may affect cost & value Risk exposure Capacity of the supplier Availability of maintenance, support, service Wider political factors – buy local Compliance with specs International economic factors Ease of inspection, communication & delivery
  • 9. Sutherland Shire 2012 Council S Survey • 48% became aware of the council tender through Tenders Online 17.5% by word of mouth, 14% through an advertisement in the Sydney Morning Herald • 49% of unsuccessful tenderers felt that the tender documents were too large, unclear and requested too much information. • 74% of respondents felt that their company had a fair and equal opportunity of winning a tender at Sutherland Shire Council. • 62% of respondents said they would attend a Council workshop on how to respond to and submit a tender bid.
  • 10. Getting ready to tender
  • 11. Your checklist Insurance Company Profile WHS Policies & Procedures Environment Management System Pricing, rates, schedules Evidence of past performance Evidence of marketplace knowledge References
  • 12. Insurance Documents Certificate of Currency • Workers Compensation • Public Liability • Professional Indemnity • Vehicle, Plant & Equipment • Other
  • 13. Business Profile • Appendix 1
  • 14. Business Profile Document • Name and address details, ABN, year established • Capability Statement (mission or vision statement, key people, equipment, point of difference, certifications • Past experience • Safety, environmental and risk management • Customer service and market response • Working with the industry and others
  • 15. Capability Statement • Core business and marketplace • Types of good or services that the company provides • What do you do for your customers? What benefits do you provide? • Does your company have a mission statement or vision? What are your values? • Who are the key people in your organisation? What are their qualification, etc?
  • 16. Capability Statement (cont’d) • What equipment do you use and how does it benefit the business? • What is your point of difference compared to other companies? • Does your company have any certifications or certificates? • Do you use IT system? • Do you have a team of contractors to scale up – who are they? • What geographic area do you services? • Staff training?
  • 17. Past projects and experience • Who are your major clients and what type of work have you successfully completed? • Were the projects completed on time and within budget? • Demonstrate how you met benchmarks etc.
  • 18. Work Health & Safety Policies & Procedures • Check out Workcover Small Business site.
  • 19. Customer service and market response • Long term relationships with leading firms – provide examples • New product development or innovation • Customer follow up
  • 20. Working with industry & others • Are you part of a network that jointly bids on projects? • Are you a member of a Chamber of Commerce, etc. or professional association? • Do you have a community focus through corporate social responsibility?
  • 21. Safety, environmental and risk management • Safety management • Environmental • Quality measurement • Insurance • Risk Management • Effective systems
  • 22. Environmental Management System (EMS) • Policy that articulates the organisations environmental commitments • Template to develop EMS Appendix 2 • Next step to development is formal accreditation ISO 14001 and ISO14004 • Sometimes RFT will require 3rd party sign-off on EMS
  • 23. What is ISO/Australian Standards? What is a standard? A standard is a document that provides requirements, specifications, guidelines or characteristics that can be used consistently to ensure that materials, products, processes and services are fit for their purpose. What is ISO? ISO (International Organization for Standardization) is the world’s largest developer of voluntary International Standards.
  • 24. Where to find tender opportunities LOCAL GOVERNMENT STATE GOVERNMENT FEDERAL GOVERNMENT Individual Council website NSW Government website Federal Government website ‘Austender’ Local newspaper eg., St George & Procurepoint Sutherland Shire Leader Sydney Morning Herald (Tuesday) Individual department and agency websites Tenders Online Tenders Online, Tendersearch Individual department and agency websites
  • 25. Email notification for tenders
  • 26. Different tender arrangements Open Tender Prequalified Tender Limited Tender Open approach in the form of a Request for Tender Agency selects a number of potential suppliers Agency approaches one or more potential suppliers to make submissions
  • 27. Expression of Interest • Used when actual services required have not been strictly defined • Potential tenderers may be chosen from those who reply to EOI
  • 28. Tendering categories NSW Government •Open •Multi stage •Limited
  • 29. Things to thinks about before tendering • Cost to put RFT together • Expertise • Competition • Compliance
  • 30. Questions & 10 minutes break
  • 31. Planning your tender response
  • 32. Downloading the RFT document (page 21) • There will be several components to the RFT document • Some may be in zipped files • There may also be additional documents that have been added as addenda in response to questions from interest participants in the process
  • 33. • Download and print all documents then tick off that you have them all • Read through the document and highlight any issues that you think require additional research • Make notes about sourcing additional information
  • 34. Common components of RFT document Details about the tenderer and their overall objectives Conditions of RFT Scope of work, how tenders will be evaluated, where information is exhibited, purpose of the tender, structure of the RFT document Rules, process, GST requirements, closing times, confidentiality, code of conduct, disclaimers Information schedules or information to Tender form, conformity to be supplied by the tenderer specification, insurances, company structure, tender price & rates, WHS, Environmental, capabilities, key staff Contract Tender contract
  • 35. Clarify and evaluate your suitability • Can we provide examples of previous experience that’s directly relevant to the tender? • Do we have correct insurances and compliance information? • Can we offer competitive prices that won’t undermine profitability? • Do we have a current relationship with the buyer?
  • 36. Weighting Weighting can involve: • Price • Non-price criteria • See appendix 3 for example
  • 37. Tender planning template • Use a template to determine the information that will be required • Assign duties • Set due dates • Tick off when finalised
  • 38. Research before you start writing • Parliamentary reports: www.aph.gov.au • Annual Reports • Prospectus documents • Trade & Industry Associations • Newspapers and news websites • Bureau of Statistics: www.abs.gov.au • Government department or entity
  • 39. Drafting the document • Font style and size • Margins • Headers and Footers • Headings • Images and diagrams • Page breaks • Spacing • Index • Paragraphs
  • 40. Tone, language, spelling & typos • Use plain English • Be concise and also direct • Don’t use words like may, could, might, etc. Instead use active words – like effectively, demonstrated, had a positive impact, etc • Try and emulate the writing style of the RFT
  • 41. Tone, language, spelling & typos • Naming conventions should be the same throughout the document • For example, Pacific Plumbing Solutions Pty Ltd (Pacific) should be consistent throughout the document • Don’t change half way through • Have someone proof read your document
  • 42. Drafting answers to RFT questions • Use bullet points to develop answers • Use some of the information already gathered in company profile • Review bullet points against the relevant criteria • If the information isn’t at hand during the first draft make a note to follow up • Review the contract and if you don’t understand it get your solicitor to review
  • 43. Being clear about your capabilities • • • • • • • How can you demonstrate your ability to complete the work required? Qualifications Accreditation Skills of Management team Financial capability Physical location Facilities Don’t include information that isn’t relevant!
  • 44. Demonstrating how you will add value • Remember back to the beginning of the presentation about the concept of value for money. • Return to that checklist and determine if you RFT document addresses some of those criteria.
  • 45. Executive Summary • An executive summary should be written last • Sums up the components of the RFT document • Use prospective clients name in the opening paragraph and tender name in the opening paragraph • Acknowledge the stated need from the RFT document • How you have demonstrated that you will meet those needs • Timescales, etc. • Maximum 2-3 pages
  • 46. Pricing Structure Schedules of Rates and prices will differ in relation to the client’s requirement. For example a Sutherland Shire Council Tendered Prices and Rates schedule requests information about items, descriptions, unit rate $, hourly rate $ and working hour multipliers that are applicable to hours of operation. Check whether the fees include or exclude Goods and Services Tax (GST).
  • 47. Review the tender document Go back to the tender planning checklist
  • 48. Submit the tender document • Submit the tender document either electronically or in hard copy to a tender box. Keep a copy of the receipt
  • 49. Seeking feedback • Successful or unsuccessful • If unsuccessful request a de-brief about the RFT document • Use that feedback when developing your next RFT document
  • 50. Successfully managing the contract • You have been successful in winning the tender • Once the contract has been signed you will have to meet the relevant benchmarks as outlined in the contract
  • 51. Questions Joanne Ryan, Infodec Communications www.infodec.com.au Email: jryan@infodec.com.au Phone: 9531 5595 Twitter: @jo_anneryan Slideshare: http://www.slideshare.net/JoanneRyan01