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Simple Facts About The Tendering Process

The tendering process can seem very complicated, and it’s understandable that this makes some companies choose to avoid tendering for public sector work. This doesn’t mean you can always avoid having to fill in a tender.

Executive Compass can help you with the biggest step of the tendering process, the invitation to tender document. We can help you understand exactly what the document entails, what the buyer is looking for and the procedures you need to follow in order to submit a successful tender.

What is the tendering process?

One of your existing customers might ask you to fill in a tender document, or, to grow your business, you might find you need to bid for public sector contracts. Tendering is the most common way in which a buyer will procure a supplier to provide goods or services. It is a structured process, in order to be fair and transparent, however, each tender is different depending on the contract in question and how the buyer needs to evaluate the bidder.

A tender document (or ITT) is the stage in the bidding process where you need to explain how you will deliver the contract, including your technical solutions and pricing proposals. Your company must provide high quality, persuasive narrative responses to demonstrate why you are best suited to the contract. This is the opportunity to stand out against your competitors and showcase why you are the right company to deliver the contract.

You will be evaluated on both price and quality, so that the buyer can make an informed decision on who is best to deliver the contract – there is no margin for error and you must get the tender process right.

For guidance on structuring your narrative responses in a tender and exactly what to include, see information on how to write a tender.

Tendering is a competition

It is also important to remember the reason behind the tender document: for the contracting authority to identify the most economically advantageous tender. Simply put, the company who submits the highest quality response at the best price is the company the authority will award the contract to. It’s important that you make sure your company stands out from your competitors. Research your main competition and then stress how your company differs from others in order to score the most marks available, which could be through innovations, added value and price.

Facts about Tendering

Tender examples and references

At the tender stage, you need to include examples and references to demonstrate what you actually do, exemplifying your use of best practice and customer support in your management of your current contracts. Typically a buyer will ask you to provide case studies and examples as part of your tender response. If you do not have a library of documented examples and references to use in tenders, Executive Compass will help you create one, based around your business and your own clients, to help you win maximum points from your PQQ and tender submissions. If you feel you cannot provide suitable examples and references, it may not be the correct contract for you to bid for, which is a decision to make early on in the tender process.

Certifications and memberships

If there is a PQQ stage of the bidding process, part of the process will require you to submit any certifications which are a requirement for the contract. However, if there is no PQQ, but just a tender document (i.e., a one-stage process) the certification requirements will be included in the tender document. Certifications, such as ISO and Investors in People, and memberships, e.g. CQC, CHAS and Constructionline, are all examples of requirements that can be included in a tender specification and guide questions in the narrative responses.

Check the tender specification and evaluation criteria carefully for any requirements before you begin the tender writing process.

The tender evaluation process

Once you have submitted your tender to the contracting authority, they will review your financial and quality elements against the marking criteria, and alongside the submissions of your competitors. Whatever the outcome of your submission, you should request feedback to use as continuous improvement or to identify why you have lost marks. Typically, the authority will produce a scorecard of all the tender responses, so you can see where you have ranked in the evaluation process. If there are certain topics that you have scored highly in, save these responses in a bid library to help guide future tender processes.

If you require assistance with any of the above, our team of expert bid writers are on hand to help and offer advice at any stage of the tendering process, including after the evaluation process.

Contract & tender process

In this video we explain how the tender process works and how your company can benefit from it:

Call us now to speak to a member of our Bid Team:

0203 507 0314 or direct to mobile: 07590 276 006