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How To Tender


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How To Tender

  1. 1. How to write winning tenders<br />
  2. 2. What this presentation will cover<br />Overview of the tender procedure<br />Pre-qualification<br />Managing the bid process<br />Ingredients of a successful proposal<br />Skills needed<br />Practical tips and techniques<br />
  3. 3. The tender process<br />Express and interest<br />PQQ sent<br />Pre-qualification submission and evaluation<br />Invitation to tender issued<br />Tender submitted and evaluated<br />Clarification interviews<br />Contract award<br />Feedback given to bidders<br />
  4. 4. Tender Process<br />Pre-Qualification Stage<br />Compliance<br />Are you a Safe & Appropriate choice?<br />Past Performance<br />Tender Stage<br />Your service / product offering<br />Future Performance<br />
  5. 5. Understanding pre-qualification<br />Evaluation - 3 key areas:<br />Business Probity<br />Financial Standing<br />Technical Ability<br /><ul><li>Mix of pass / fail and qualitative criteria.</li></ul>Often a “fail” in some areas will disqualify you from proceeding further. Eg. Health and Safety, accounts or staffing levels<br />Uses a ‘relative’ marking system.<br />
  6. 6. Pre-qualification EvaluationCommon requirements<br /><ul><li>Policies
  7. 7. Health and Safety
  8. 8. Equal Opportunities
  9. 9. Environmental
  10. 10. Quality
  11. 11. Business Activities
  12. 12. Client References
  13. 13. Case Studies
  14. 14. Professional Credentials
  15. 15. Staff Competencies</li></li></ul><li>Completing the PQQKey issues<br /><ul><li>More than just a form filling exercise!
  16. 16. Some sections need to be specially written for this opportunity, as opposed to providing generic information.
  17. 17. Develop your company’s USPs in relation to a current opportunity you are pursuing.
  18. 18. Save your information for use next time!</li></li></ul><li>The Invitation to TenderTypical document pack<br /><ul><li>A letter of invitation to tender
  19. 19. Instructions to Tenderers
  20. 20. Standard Conditions of Contract
  21. 21. Specification
  22. 22. Pricing Schedule
  23. 23. Form of Tender
  24. 24. Any other relevant document</li></li></ul><li>Do you still want to tender?<br />
  25. 25. Deciding whether to bid<br />Do we have the skills to deliver this project (or can we get them)?<br />Do we have the capacity/resource to deliver it at the right time?<br />Can we partner with an organisation?<br />Can we price it a level that is attractive?<br />Can we demonstrate that we are the best choice?<br />Can we respond in time?<br />Can we win it?<br />
  26. 26. Key points to note on the tender<br />When is the bid deadline?<br />What is the guide price?<br />What is their marking criteria and score weighting?<br />Is there a specific format for the bid?<br />Who needs to sign the form of tender?<br />Do you need to ask them questions?<br />Is there a specific criteria for delivery of the bid<br />Electronic copies – email/CD/data stick<br />Hard copies<br />Tender envelope<br />
  27. 27. Key tips for success<br />Demonstrate a clear understanding of the brief<br />Set the bid out according to marking criteria. Make it easy for them to give you marks!<br />Provide evidence of relevant previous success in this area.<br />Create a knock-out opening summary.<br />Read between the lines<br />Add value and brings innovation to the brief<br />Explain “why choose us?”<br />Create a strong brand identity<br />Set out clear next steps<br />
  28. 28. The importance of value<br />Value for Money (VfM)<br />“The optimum combination of whole-life cost and quality (or fitness for purpose) to meet user’s requirements. This is rarely synonymous with price”<br />
  29. 29. How bids are evaluated<br /><ul><li>Best Price
  30. 30. Most Economically Advantageous Tender (MEAT)
  31. 31. Usually evaluated by a panel
  32. 32. Scoring matrix used to objectify subjective opinions
  33. 33. Scores are weighted
  34. 34. Tendering controlled and audited
  35. 35. Company with highest mark will win the commission</li></li></ul><li>Tender evaluation<br />Non-financial considerations:<br />Track record on performance<br />Staffing capabilities<br />Quality<br />Innovation<br />Monitoring/managements arrangement<br />Community benefit<br />Ability to develop good working relationships<br />Realism of offer<br />‘Cultural fit’<br />
  36. 36. How organisations with a good service let themselves down<br />Not achieving the right balance between thinking and writing<br />Not being able to write about what they do<br />Writing by committee/no narrative flow<br />Talking about what you want to sell, rather than what they want to buy<br />Failure to understand the specification<br />Using an answer for more than one question (e.g. “see question 2”)<br />Answering specific questions with generic blurbs<br />
  37. 37. Knowledge transfer<br />Make the document self-referential.<br />Save all proposals, bids and tenders into a examples folder.<br />Save the components separately (e.g. CVs, case studies etc) .<br />Link to a table that sets out wins, fails and feedback.<br />Use the same people again.<br />