Advice For Tenderers Preparing The Winning Tender Response
To maximise your chances of success during the tendering process
, you need to brush up on your methods of responding. Read on to learn the essential steps for preparing a winning tender response. Understanding how to prepare a strong response will help you get through this gruelling process.
A good tender response must:
* be timely and compliant
* focus on meeting the requirements point for point
* have clear, detailed information
Terms in the initial tender announcement often seem to be challenging and difficult to comply with. However, if you examine a few tender notices you will discover that the layout is identical since their format is determined by European legislation. Many firms and government departments include the presentation of the tender response as a marked item in the evaluation matrix, making the effort well worth it for the responding firm.
As items requested in most tenders are remarkably similar, you can build a database of sought information, considerably reducing the time and effort you need to put into every tender. While tendering, the manner of proffering information is as important as the content. For maximising your chances of success during the tendering process, you need to hone your skills of responding to the requirements.
Preparing the Response
Factoring in a few points will help in preparing the response.
* Document response should achieve high scores both technically and commercially.
* Response should be geared towards the specific requirements stated in the Invitation to Tender (ITT).
* Response must demonstrate the content of the ITT has been understood.
* Each section must be co-related to make comparison easier for the client.
* Supporting documentation should be listed as appendix documents.
Overview
Under the overview section, the responding firm should include their track record, highlighting successful projects of a similar size or larger, underlining the ability to meet the clients requirements. The section must include links to company website, press releases and favourable reviews of their work from independent agencies if possible. Use your companys accreditations as an indication of your commitment to quality. Every time you complete a successful contract for a client, obtain a letter of accreditation to use it with future tendering.
Pricing
Make pricing a separate section of the tender response. If there are multiple solutions provided, the response should clearly indicate the primary value, along with the pricing options. Several contracts include a recurring charge such as licensing or annual maintenance. The pricing section must indicate this value with a clear indication of the length of term.
Role of the Tender Manager
On receipt of the ITT document, appoint a Tender Manager to co-ordinate with company experts to frame a response. The Tender Manager must begin with a timescale document logging the receipt date and the due date for submitting the bid. All those associated with the
tendering process must be provided with copies of the bidding document. Different aspects of the tender response need to be assigned to appropriate members of the team. The Tender Manager needs to send off for any relevant reference documents and ensure that these are supplied on time.
What You Must Know
To optimise your firm's chances of success, you need to be well versed with processes and practices used by public organisations when tendering, the legislative framework within which public authorities are required to act and the criteria against which your bid will be evaluated. You can collect such information by obtaining copies of their Standing Financial Instructions and Standing Orders. These publicly available documents can be requested directly from the relevant authority. Many public bodies issue detailed guidelines, providing in-depth information on their procuring process.
A well-documented response means half the job done. Tenderers need to focus on preparing a convincing document that is good enough to pass through the bidding process.
by: Fiona Campbell
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