As a professional bid writing company, one of our main tasks is managing multiple tender submissions for multiple clients at the same time: a day-to-day undertaking for our writers.
However, the same can often be the case for bid teams or individuals, as multiple PQQs and tenders fall onto your desk at the same time. It is important to know how to manage multiple bid submissions so that your time is used effectively and efficiently, whilst still proving a high quality tender. We provide our bid team’s top tips for dealing with numerous bids.
The 3 P’s to Manage Multiple Bids
We always stress how important planning is throughout the bidding process, but ideally you should have an idea when a contract notice is due out, so that you can allocate time to complete the PQQ and tender responses accordingly.
Plan ahead and always start work on a bid as soon as you can to free up time later on for unanticipated tenders or even mini-competition tenders, which have a habit of appearing at short notice with a short deadline.
Do your preparation correctly. Go through the tender specifications, ask any clarification questions that you need to, create writing plans, check out the portals (making sure you are aware of how to submit) and set mini-deadlines. All of this will save time down the line and ensure you haven’t missed anything.
Lastly, perseverance! The bidding process can be stressful and time consuming if you are completing one tender at a time, let alone if you are undertaking multiple bid submissions simultaneously. Try not to get too bogged down in the process — enlist support from any colleagues that may be able to assist, plan your time effectively, deconstruct the tenders and you will get through the submissions successfully.
We have a number of tips available in our resources section if you need additional help.
Identify Any Cross-Over for Stakeholders
When writing bids for multiple stakeholders, it is likely that there is a certain element of cross-over between the submissions. This may be similar questions, relevant case studies or win themes that can be applied to numerous bids. Looking at two bids simultaneously means you may be able to actually save time by completing similar areas at the same time. For example, if you have a social value response required for both tenders, you can use similar points and evidence across the submissions.
However, it is important to identify the differences between the stakeholders, different authorities and the specifications to make sure you are not copying and pasting generic material, which will ultimately not score high marks.
Do Not Fail Due to Non-Compliance!
The smallest things are the easiest to miss if you are undertaking multiple bids alongside each other. When completing several bids, it is easy to forget to do smaller, administrative tasks such as completing data sections, attaching relevant documents and monitoring the portals for any updates – failing to do so can result in a non-compliant tender which can be disqualified.
If submissions are across different portals, remember to check all of the portals regularly for any updates or important information, and upload your completed tender responses well in advance of the deadlines.
Additional Bid Writing Resource
If you are struggling to manage multiple PQQs or tenders, we offer ad-hoc support and can be as involved in the bid writing process as you require at fairly short notice. Contact us today to discuss how we can help relieve some of the pressure and integrate into your bid team.