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Back to Basics – Explaining the Tender Submission Process

We take a look at some of the common aspects of tender submissions, including what documents are included in a tender pack, minimum qualification criteria and common quality topics in a question set.

In addition to producing bespoke, high-quality bid and tender responses, our team of bid writers are highly experienced at supporting new clients in navigating the complex and occasionally confusing tender submission process. As evidenced by our 75% repeat business rate, many of these clients go on to be confident, experienced tenderers in their own right, while still relying on our consultative approach and wider bid management support.

Executive Compass’s training division is also an approved partner with procurement organisation NEPO, delivering workshops and consultative sessions as part of their Supplier Partnership Programme. As part of the programme, Technical Director Matthew Walker and Training Services Manager Stephen Murray introduce prospective bidder organisations to navigating the complexities of public sector bids and tenders.

Why public sector buyers use tender submissions

Public procurement legislation dictates that central and subcentral government authorities must have an ‘open, fair and transparent’ procurement process.

In accordance with Public Contracts Regulations 2015, all public procurement processes exceeding the relevant value threshold must be published in a public, easily accessible location to ensure equal access and opportunity to submit a tender.

There are two commonly used government websites to support these aims – Contracts Finder for all public sector contracts with a value exceeding £12,000, and Find a Tender for contracts, framework agreements or dynamic purchasing systems with a value of £139,688.

The purchasing authority has the freedom to include or exclude as many documents as they deem necessary to gain an appropriate understanding of a bidder’s organisation. As a minimum, this will usually include:

Minimum qualification criteria

The majority of tenders will also implement mandatory or minimum qualifying criteria for your tender submission to be considered. Typically, these are contained within the selection questionnaire or PQQ.

Authorities may also choose to include membership with a professional organisation or trade registry as part of the minimum qualification criteria. Depending on your industry or sector, this could comprise the following:

Industry Accreditation or Trade Body
Health and Social Care Regulated by the Care Quality Commission – may require a minimum rating, i.e. ‘Good’ or ‘Requires Improvement’
Construction Accreditation from an SSIP-associated member scheme, such as Constructionline, Safe Contractor and CHAS
Gas and Electrical Services Registration with NICEIC/NAPIT for electrical companies and Gas Safe for gas servicing/installations
Security SIA-approved contractor scheme or individual SIA licences for all operatives
Cleaning Corporate membership with the British Institute of Cleaning Science (BICS)

It may be possible to submit a clarification question to see if an exemption can be obtained for certain circumstances – for instance, if you have just formed a new business.

Common topics in the quality section of a tender submission

Contracting authorities have the freedom to determine the quality questions included in a tender submission for themselves. Procurement leads will ensure the question set considers the scope of works, contract value and particular challenges the authority has faced in the past – for example, high turnover in the supplier’s direct workforce.

Furthermore, many tenders contain the same quality topics within a question set, regardless of the authority, industry or sector. A few examples include:

Equally, the overall size of the quality element of the submission can vary – ranging from only a thousand to tens of thousands of words in some instances. To effectively manage a large tender, it is necessary to create and adhere to a strict project plan, avoiding unnecessary stress or a last minute rush to submit before the deadline.

Supporting you throughout the tender submission process

As part of our bid management support, your lead writer or assigned bid manager will ensure you have a thorough understanding of what is required for a compliant and successful tender submission.

If you would like to find out more about this and the range of bid and tender services we provide, our sales and marketing team are contactable at 0800 612 5563 or via email info@executivecompass.co.uk. Equally, if you are a North East business who is interested in learning more about tender submissions through NEPO’s bid writing masterclasses or other sessions, you can register your interest or attendance here to participate.

 

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