Welcome Writing Amazing Tenders to Win New Business Caroline Plane Larch Consulting “ Selling to the City’ is funded by th...
First Things First <ul><li>Introductions </li></ul><ul><li>Housekeeping </li></ul><ul><li>Timetable </li></ul><ul><li>Plea...
What we will cover today: <ul><li>Setting the Scene </li></ul><ul><li>Overview of the Tender Procedure </li></ul><ul><li>P...
Creating The Supply Chain Major  Procurement <ul><li>Cleaners </li></ul><ul><li>Printers </li></ul><ul><li>Specialists </l...
Tiered Supply Chains <ul><li>Where do you fit into the supply chain? </li></ul>International  Bank Office Support  Contrac...
Setting the Scene:  London Procurement Landscape <ul><li>City of London </li></ul><ul><ul><li>Expenditure on goods and ser...
Setting the Scene:  The Purchasing Process <ul><li>Formality of the process increases in line with value and risk. </li></...
Tender Process Contract Notice Expression of Interest Pre-Qualifying Stage PQQ Evaluation Tender Evaluation Contract Award...
Tender Process <ul><li>Pre-Qualification Stage </li></ul><ul><ul><li>Compliance </li></ul></ul><ul><ul><li>Are you a  Safe...
Understanding Pre-qualification <ul><li>Evaluation - 3 key areas: </li></ul><ul><ul><li>Business Probity </li></ul></ul><u...
Pre-Qualification Questionnaire <ul><li>Private Sector Example: </li></ul>
Pre-Qualification Questionnaire <ul><li>Focus on: </li></ul><ul><ul><li>Product & Service Provision </li></ul></ul><ul><ul...
Pre-Qualification Questionnaire <ul><li>Private Sector Example: Can include more onerous requirements </li></ul>
Pre-qualification Evaluation <ul><li>Common Pass / Fail Criteria </li></ul><ul><ul><li>Accounts </li></ul></ul><ul><ul><li...
Pre-qualification Evaluation <ul><li>Common Requirements </li></ul><ul><ul><li>Policies </li></ul></ul><ul><ul><ul><li>H&S...
Completing the PQQ <ul><li>Key Issues: </li></ul><ul><ul><li>More than just a form filling exercise! </li></ul></ul><ul><u...
Tendering for Contracts…
The Invitation to Tender <ul><li>A Pack of Documents: </li></ul><ul><ul><li>A letter of invitation to tender </li></ul></u...
Who is involved in preparing a tender?
People might be involved: <ul><li>To be kept informed </li></ul><ul><li>To sign the forms of tender </li></ul><ul><li>To c...
What are the key steps to delivering the bid?
Steps to delivering a bid <ul><li>Identify who needs to be involved. </li></ul><ul><li>Identify the key dates and mileston...
Deciding Whether To Bid <ul><li>Do we have the skills to deliver this project (or can we get them)? </li></ul><ul><li>Do w...
What are the Ingredients of a successful proposal?
Bid Writing: The Basic Ingredients <ul><li>What we will do </li></ul><ul><li>How we will do it </li></ul><ul><li>Who will ...
Bid Writing: The Icing on the Cake <ul><li>Demonstrates a clear understanding of the brief </li></ul><ul><li>Provides evid...
Interpreting the Brief <ul><li>Play it back, paraphrase, comment upon it to show you have understood. </li></ul><ul><li>Ex...
Competitive Positioning <ul><li>Why choose your approach? </li></ul><ul><li>Why choose you to deliver it? </li></ul><ul><l...
The Importance of Value <ul><li>Value for Money (VfM) </li></ul><ul><li>“ The optimum combination of whole-life cost and q...
What is value? 50p 30p
Building up the costing <ul><li>Normal costing </li></ul><ul><ul><li>Who/what? </li></ul></ul><ul><ul><li>Charging rate(s)...
Bid Writing: Skills Needed <ul><li>Ability to write long documents in plain English. </li></ul><ul><li>Understanding of wh...
Plain English <ul><li>General rules: </li></ul><ul><ul><li>Short sentences (15-20 words max) </li></ul></ul><ul><ul><li>Ac...
Before and After Exercise If there are any points on which you require explanation or further particulars we shall be glad...
Before and After Exercise Plain English Campaign Your enquiry about the use of the entrance area at the library for the pu...
Useful features in Word <ul><li>Use of templates / Styles </li></ul><ul><li>Amending Page set up </li></ul><ul><li>Page & ...
How Tenders Are Evaluated <ul><li>Published evaluation criteria: </li></ul><ul><ul><li>Best Price </li></ul></ul><ul><ul><...
Sample Tender Evaluation Bring your evaluation sheets with you to the tender presentations.  Make notes of areas where you...
Tender Evaluation <ul><li>Non-financial considerations: </li></ul><ul><ul><li>Track record on performance </li></ul></ul><...
How organisations with a good service let themselves down <ul><li>Not achieving the right balance between thinking and wri...
Most common reasons for disqualification <ul><li>Missing the tender deadline </li></ul><ul><li>Using the wrong envelope / ...
Knowledge Transfer <ul><li>Make the document self-referential. </li></ul><ul><li>Save all proposals, bids and tenders into...
Tender Readiness Checklist
Happy Tendering!
For a copy of this presentation email me: [email_address]
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  • If you have any questions, please ring us.
  • After Thank you for your letter asking for permission to put up posters in the library. Before we can give you an answer we will need to see a copy of the posters to make sure they won&apos;t offend anyone.
  • Presentation 3 - Writing Amazing Tenders to Win New Business

    1. 1. Welcome Writing Amazing Tenders to Win New Business Caroline Plane Larch Consulting “ Selling to the City’ is funded by the City of London Corporation as part of its commitment to bridging the gap between the City and its  neighbours, and increasing prosperity across the City fringes. Selling to the City is delivered in conjunction with Supply Cross River and part funded by the European Regional Development Fund.”
    2. 2. First Things First <ul><li>Introductions </li></ul><ul><li>Housekeeping </li></ul><ul><li>Timetable </li></ul><ul><li>Please remember to switch your mobile phone to silent </li></ul>
    3. 3. What we will cover today: <ul><li>Setting the Scene </li></ul><ul><li>Overview of the Tender Procedure </li></ul><ul><li>Pre-qualification </li></ul><ul><li>Managing the Bid Process </li></ul><ul><li>Ingredients of a Successful Proposal </li></ul><ul><li>Skills Needed </li></ul><ul><li>Practical Tips and Techniques </li></ul>
    4. 4. Creating The Supply Chain Major Procurement <ul><li>Cleaners </li></ul><ul><li>Printers </li></ul><ul><li>Specialists </li></ul>Designers Your co. Main Supplier <ul><li>Facilities Management </li></ul><ul><li>Office Supplies </li></ul><ul><li>Recruitment </li></ul>
    5. 5. Tiered Supply Chains <ul><li>Where do you fit into the supply chain? </li></ul>International Bank Office Support Contract Marketing Consultancy Translation Printing Uniforms Recruitment consultancy
    6. 6. Setting the Scene: London Procurement Landscape <ul><li>City of London </li></ul><ul><ul><li>Expenditure on goods and services is approximately £230,000,000 per annum. </li></ul></ul><ul><li>Economic Development Strategy for London </li></ul><ul><ul><li>investing places and infrastructure, people, enterprise , marketing and promoting London. </li></ul></ul><ul><li>London Procurement Programme (LPP) </li></ul><ul><ul><li>Launched out of the NHS Supply Chain Excellence Programme (SCEP) to drive collaboration among London's 74 NHS Trusts. </li></ul></ul><ul><ul><li>Trusts across London spend in total £5 billion on goods and services every year. </li></ul></ul><ul><li>London 2012 </li></ul><ul><ul><li>Set to provide unprecedented opportunities </li></ul></ul><ul><ul><li>CompeteFor will maximise business involvement throughout the 2012 supply chain </li></ul></ul>
    7. 7. Setting the Scene: The Purchasing Process <ul><li>Formality of the process increases in line with value and risk. </li></ul><ul><li>Example: City of London </li></ul> http:// www.cityoflondon.gov.uk/Corporation/Tenders_and_contract A minimum of four firms from the approved list shall be asked to submit tenders Works +£20,000 Minimum of 3 written quotes Supplies & Services +£20,000 Minimum 2 written quotes £5,001 - £20,000 EU Directives apply £139,893 for goods/services and £3.4million for works Value For Money Below £5,000 Procedure Spend/Tender limits
    8. 8. Tender Process Contract Notice Expression of Interest Pre-Qualifying Stage PQQ Evaluation Tender Evaluation Contract Award Invitations to Tender issued Prepare Tender & Submit
    9. 9. Tender Process <ul><li>Pre-Qualification Stage </li></ul><ul><ul><li>Compliance </li></ul></ul><ul><ul><li>Are you a Safe & Appropriate choice? </li></ul></ul><ul><ul><li>Past Performance </li></ul></ul><ul><li>Tender Stage </li></ul><ul><ul><li>Your service / product offering </li></ul></ul><ul><ul><li>Future Performance </li></ul></ul>
    10. 10. Understanding Pre-qualification <ul><li>Evaluation - 3 key areas: </li></ul><ul><ul><li>Business Probity </li></ul></ul><ul><ul><li>Financial Standing </li></ul></ul><ul><ul><li>Technical Ability </li></ul></ul><ul><ul><li>Mix of pass / fail and qualitative criteria. </li></ul></ul><ul><ul><ul><li>Often a “fail” in some areas will disqualify you from proceeding further. </li></ul></ul></ul><ul><ul><ul><li>Uses a ‘relative’ marking system. </li></ul></ul></ul>
    11. 11. Pre-Qualification Questionnaire <ul><li>Private Sector Example: </li></ul>
    12. 12. Pre-Qualification Questionnaire <ul><li>Focus on: </li></ul><ul><ul><li>Product & Service Provision </li></ul></ul><ul><ul><li>Financial Performance </li></ul></ul><ul><ul><li>Environmental Management </li></ul></ul><ul><ul><li>Health & Safety </li></ul></ul><ul><ul><li>Corporate Social Responsibility </li></ul></ul>
    13. 13. Pre-Qualification Questionnaire <ul><li>Private Sector Example: Can include more onerous requirements </li></ul>
    14. 14. Pre-qualification Evaluation <ul><li>Common Pass / Fail Criteria </li></ul><ul><ul><li>Accounts </li></ul></ul><ul><ul><li>Business & professional standing </li></ul></ul><ul><ul><li>Insurances </li></ul></ul><ul><ul><li>Staffing Levels </li></ul></ul>
    15. 15. Pre-qualification Evaluation <ul><li>Common Requirements </li></ul><ul><ul><li>Policies </li></ul></ul><ul><ul><ul><li>H&S </li></ul></ul></ul><ul><ul><ul><li>Equal Opportunities </li></ul></ul></ul><ul><ul><ul><li>Environmental? </li></ul></ul></ul><ul><ul><ul><li>Quality </li></ul></ul></ul><ul><ul><li>Business Activities </li></ul></ul><ul><ul><li>Client References </li></ul></ul><ul><ul><li>Case Studies </li></ul></ul><ul><ul><li>Professional Credentials </li></ul></ul><ul><ul><li>Staff Competencies </li></ul></ul>
    16. 16. Completing the PQQ <ul><li>Key Issues: </li></ul><ul><ul><li>More than just a form filling exercise! </li></ul></ul><ul><ul><li>Some sections need to be specially written for this opportunity, as opposed to providing generic information. </li></ul></ul><ul><ul><li>Develop your company’s USPs in relation to a current opportunity you are pursuing. </li></ul></ul>
    17. 17. Tendering for Contracts…
    18. 18. The Invitation to Tender <ul><li>A Pack of Documents: </li></ul><ul><ul><li>A letter of invitation to tender </li></ul></ul><ul><ul><li>Instructions to Tenderers </li></ul></ul><ul><ul><li>Standard Conditions of Contract </li></ul></ul><ul><ul><li>Specification </li></ul></ul><ul><ul><li>Pricing Schedule </li></ul></ul><ul><ul><li>Form of Tender </li></ul></ul><ul><ul><li>Any other relevant document </li></ul></ul><ul><ul><ul><li>Tender envelope, label </li></ul></ul></ul>
    19. 19. Who is involved in preparing a tender?
    20. 20. People might be involved: <ul><li>To be kept informed </li></ul><ul><li>To sign the forms of tender </li></ul><ul><li>To coordinate everyone’s efforts </li></ul><ul><li>To project manage the bid process </li></ul><ul><li>To print, bind, copy </li></ul><ul><li>To deliver the bid </li></ul><ul><li>For background research </li></ul><ul><li>For writing/drafting </li></ul><ul><li>For planning the delivery approach and method </li></ul><ul><li>For pricing/costing </li></ul><ul><li>To identify partners </li></ul><ul><li>To approve the bid </li></ul>
    21. 21. What are the key steps to delivering the bid?
    22. 22. Steps to delivering a bid <ul><li>Identify who needs to be involved. </li></ul><ul><li>Identify the key dates and milestones. </li></ul><ul><li>Set up the necessary meetings and signings. </li></ul><ul><li>Assign responsibilities and roles. </li></ul><ul><li>Detailed project programme (what needs to be done, by whom, when). </li></ul><ul><li>Read the brief until you understand it. </li></ul><ul><li>Determine your USPs/ competitive advantage. </li></ul><ul><li>Decide whether to bid. </li></ul><ul><li>Appoint a bid manager. </li></ul><ul><li>Start to scope out the timetable. </li></ul>
    23. 23. Deciding Whether To Bid <ul><li>Do we have the skills to deliver this project (or can we get them)? </li></ul><ul><li>Do we have the capacity/resource to deliver it at the right time? </li></ul><ul><li>Can we price it a level that is attractive? </li></ul><ul><li>Can we demonstrate that we are the best choice? </li></ul><ul><li>Can we respond in time? </li></ul><ul><li>Can we win it? </li></ul>Example Criteria
    24. 24. What are the Ingredients of a successful proposal?
    25. 25. Bid Writing: The Basic Ingredients <ul><li>What we will do </li></ul><ul><li>How we will do it </li></ul><ul><li>Who will do it </li></ul><ul><li>Where we will do it </li></ul><ul><li>When we will do it </li></ul><ul><li>How much it will cost </li></ul>
    26. 26. Bid Writing: The Icing on the Cake <ul><li>Demonstrates a clear understanding of the brief </li></ul><ul><li>Provides evidence of relevant previous success in this area </li></ul><ul><li>Adds value and brings innovation to the brief </li></ul><ul><li>Explains “why choose us?” </li></ul><ul><li>Creates a strong brand identity </li></ul><ul><li>Sets out clear next steps </li></ul>
    27. 27. Interpreting the Brief <ul><li>Play it back, paraphrase, comment upon it to show you have understood. </li></ul><ul><li>Extrapolate outcomes, add value, consider knowledge transfer, legacy, sustainability. </li></ul><ul><li>Relate your proposal to the brief, and to the implicit (or explicit) evaluation factors set out in it. </li></ul>
    28. 28. Competitive Positioning <ul><li>Why choose your approach? </li></ul><ul><li>Why choose you to deliver it? </li></ul><ul><li>How to test your unique selling points: </li></ul><ul><ul><li>So What….. </li></ul></ul><ul><ul><li>Yeah right….. </li></ul></ul>
    29. 29. The Importance of Value <ul><li>Value for Money (VfM) </li></ul><ul><li>“ The optimum combination of whole-life cost and quality (or fitness for purpose) to meet user’s requirements. This is rarely synonymous with price” </li></ul>
    30. 30. What is value? 50p 30p
    31. 31. Building up the costing <ul><li>Normal costing </li></ul><ul><ul><li>Who/what? </li></ul></ul><ul><ul><li>Charging rate(s) </li></ul></ul><ul><ul><li>Fixed Costs / Variable Costs </li></ul></ul><ul><ul><li>How much time? </li></ul></ul><ul><ul><li>Travel & Extras </li></ul></ul><ul><ul><li>Contingency </li></ul></ul>Cost Model
    32. 32. Bid Writing: Skills Needed <ul><li>Ability to write long documents in plain English. </li></ul><ul><li>Understanding of what is required and how your organisation will deliver it . </li></ul><ul><li>Full knowledge of using Word and its helpful features. </li></ul><ul><li>Able to articulate the value proposition of your proposal. </li></ul>
    33. 33. Plain English <ul><li>General rules: </li></ul><ul><ul><li>Short sentences (15-20 words max) </li></ul></ul><ul><ul><li>Active not passive verbs </li></ul></ul><ul><ul><li>Say “we” and “you” </li></ul></ul><ul><ul><li>Avoid jargon and unexplained abbreviations </li></ul></ul><ul><li>The most helpful resources: </li></ul><ul><ul><li>www.plainenglish.co.uk/howto.pdf </li></ul></ul><ul><ul><li>www.plainenglish.co.uk/reportsguide.pdf </li></ul></ul>
    34. 34. Before and After Exercise If there are any points on which you require explanation or further particulars we shall be glad to furnish such additional details as may be required by telephone. Plain English Campaign
    35. 35. Before and After Exercise Plain English Campaign Your enquiry about the use of the entrance area at the library for the purpose of displaying posters and leaflets about Welfare and Supplementary Benefit rights, gives rise to the question of the provenance and authoritativeness of the material to be displayed. Posters and leaflets issued by the Central Office of Information, the Department of Health and Social Security and other authoritative bodies are usually displayed in libraries, but items of a disputatious or polemic kind, whilst not necessarily excluded, are considered individually.
    36. 36. Useful features in Word <ul><li>Use of templates / Styles </li></ul><ul><li>Amending Page set up </li></ul><ul><li>Page & Section Breaks </li></ul><ul><li>Headers, footers, page numbering </li></ul><ul><li>Tables </li></ul><ul><li>Cutting & Pasting </li></ul><ul><li>Automatic contents page </li></ul>
    37. 37. How Tenders Are Evaluated <ul><li>Published evaluation criteria: </li></ul><ul><ul><li>Best Price </li></ul></ul><ul><ul><li>Most Economically Advantageous Tender (MEAT) </li></ul></ul><ul><ul><ul><li>Usually evaluated by a panel </li></ul></ul></ul><ul><ul><ul><li>Scoring matrix used to objectify subjective opinions </li></ul></ul></ul><ul><ul><ul><li>Scores are weighted </li></ul></ul></ul><ul><ul><ul><li>Tendering rigorously controlled and audited </li></ul></ul></ul><ul><ul><ul><li>Company with highest mark will win the commission </li></ul></ul></ul>
    38. 38. Sample Tender Evaluation Bring your evaluation sheets with you to the tender presentations. Make notes of areas where you need to ask questions to clarify the bid and complete your scoring. Finish off your scoring after the presentation sessions. Do not discuss your evaluation with the other tender assessors. Each score will be weighted and a multiplying factor applied. Exceeds the requirements of the tender specification 4 Meets the requirements of the tender specification 3 Partly meets the requirement 2 Does not meet the requirement in any respect 1 No information submitted 0 Score each element: Tender Evaluation Estates Services & Central Stores Tender Organisation X
    39. 39. Tender Evaluation <ul><li>Non-financial considerations: </li></ul><ul><ul><li>Track record on performance </li></ul></ul><ul><ul><li>Staffing capabilities </li></ul></ul><ul><ul><li>Transaction costs </li></ul></ul><ul><ul><li>Quality </li></ul></ul><ul><ul><li>Innovation </li></ul></ul><ul><ul><li>Monitoring/managements arrangement </li></ul></ul><ul><ul><li>Community benefit </li></ul></ul><ul><ul><li>Ability to develop good working relationships </li></ul></ul><ul><ul><li>Realism of offer </li></ul></ul><ul><ul><li>‘ Cultural fit’ </li></ul></ul>
    40. 40. How organisations with a good service let themselves down <ul><li>Not achieving the right balance between thinking and writing </li></ul><ul><li>Not being able to write about what they do </li></ul><ul><li>Writing by committee/no narrative flow </li></ul><ul><li>Talking about what you want to sell, rather than what they want to buy </li></ul><ul><li>Failure to understand the specification </li></ul><ul><li>Using an answer for more than one question (e.g. “see question 2”) </li></ul><ul><li>Answering specific questions with generic blurbs </li></ul>
    41. 41. Most common reasons for disqualification <ul><li>Missing the tender deadline </li></ul><ul><li>Using the wrong envelope / label </li></ul><ul><li>Form of tender not signed correctly </li></ul><ul><li>Pricing form not completed correctly </li></ul><ul><li>Supporting information missing </li></ul><ul><li>FOLLOW THE INSTRUCTIONS! </li></ul>
    42. 42. Knowledge Transfer <ul><li>Make the document self-referential. </li></ul><ul><li>Save all proposals, bids and tenders into a Precedents folder. </li></ul><ul><li>Save the components separately (e.g. CVs, case studies etc) . </li></ul><ul><li>Link to a table that sets out wins, fails and feedback. </li></ul><ul><li>Use the same people again. </li></ul>
    43. 43. Tender Readiness Checklist
    44. 44. Happy Tendering!
    45. 45. For a copy of this presentation email me: [email_address]

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