improving your tender success rate 151015
TRANSCRIPT
Improving yourTender Success
Rate
●Specialist aspect of sales●The bid is a ‘silent
salesman’●Solution is entirely geared
to customer requirements
●Answer the question precisely
●Show you can deliver exactly what they want.
Tendering = Selling
Tendering = Selling ●Know the market - competitors,
your client, own strengths & weaknesses
●Qualify opportunities – bid/no-bid
●Can you do it and do you really want to do it?
●If YES then really go for it.
Tendering = Selling ●Plan your bid strategy, anticipate
outcomes●Show real understanding of client
needs●Include evidence to prove you can
do it●If you can’t meet the requirements
- STOP!
●Project management essential- timescales crucial
●Internal and external relationships ●Post-tender negotiations●Implementation planning●Contract mobilisation●Start planning for next time (the re-bid).
Key Points:
What are the Opportunities?
What are the Opportunities?
● Massive opportunities for those who engage with the tender process
● More procurement is via tendering● Despite the cuts, public sector
spend is still rising -● But needs to be more cost-
effective● The professional approach will win.
What are the Opportunities?
Why buyers issue ITTs
● Legal requirement (Public Sector)● Enables organisations to control
Service, Quality and Costs● Gives an opportunity to test the
market:- Benchmarking- Added Value- Innovation
● Suppliers get a level playing field
Buyers need to know
Can you, the supplier offer them the:
● Highest quality?● Most reliable delivery?● Most competitive price?● Most flexibility?● Most innovation?● Best relationship?
M.E.A.T.V.f.M.
Why tender for work?● Regular income● Guaranteed payment (Public
Sector)● Stability for your business and
employees ● Able to plan workloads ● Build track record, marketplace
credibility ● You will be providing a public
service.
Only bid for contracts that:● You really want to run● Fit with your business goals● You can afford to implement ● Are profitable (never buy
business) ● You can service without
compromising existing business.
Never ever bid for:● ‘Anything’ just for the hell of it ● Work you’re not qualified to
undertake● Contracts you don’t believe you can
win● Contracts that stretch your
capabilities and resources too far● Last minute opportunities – you need
time to develop your bid properly.
Finding Opportunities
● Contracts Finder (GOV.UK)● Tenders Electronic Daily (OJEU)● Public Sector Procurement
Portals – Regional, Local, NHS
● MOD Defence Contracts Online● Subscription services – B2B
Quote,Tendermatch, Tenders Direct, In-tend…..and many more.
Pre-qualification (PQQ)
● Company details and information
● Accounts (3 years)● Your core competencies● References● Policies, including
● Business continuity● Equalities/Equal Opportunities● Environmental/Sustainability● Quality.
Invitation to Tender (ITT)
● Tender pack typically contains:Specification, schedule of rates, offer schedule, form of tender, contract documentation, instructions and maybe more...
● Can be confusing so check carefully
● Use the instructions checklist● Ask questions using the official
channel.
Invitation to Tender (ITT)
● You need a project plan!● What are the deliverables ● Online or hard copy?● Time scale● Team● Resources.
Relating to the buyer
● What are your buyer’s needs? ● What message is being conveyed?● What emotion can you detect?● What image do you wish to
convey?● Create it and deliver….
Content● What do you need? ● Who is doing what bit?● Plan and structure content● Covering letter and table of
contents● Executive Summary.
Content● Ensure accuracy● Use good
testimonials/references● Pricing – take great care!● Use the checklist.
Content● Use relevant images
Format● Follow instructions● Structure your response● Devise a theme● Help the reader● Layout, typeface, consistency● Style of writing ● Observe word limits ● Clear presentation
Key points● Use appropriate images● Check buyer’s marking scheme● Make an impact and use colour● Be polite● Identify key buyer concerns and
address them● Answer every question and
respondto each point.
Innovative Bids● Be creative● Differentiate your offer● New ideas that add ‘extra
value’● Caution – ensure innovation
costings are accurate!● May need to submit two bids –
one compliant, one innovative.
Implementation Plan● State clearly how you will
implement the contract ● Suggest a process – KEY STEPS● Transition arrangements● State what resources will be
needed –● from your side● from their side.
The most important part.It should demonstrate your understanding of the client’s needs, a viable solution and your ability to deliver it with value. Keep it short and to the point.
The Executive Summary:
Why?A unique opportunity to emphasise - how your offer matches the requirement, and - the benefits of your solution.Summarises the Exec Summary!
A Covering Letter:
..and for hard copy bids, use a decent 4-ring binder:
Use a table of contents and tab dividers.
The Presentation● Follow the client brief● Choose your team carefully● It’s what they want to know that counts● Be creative and interactive where
appropriate● PRACTICE, PRACTICE, PRACTICE● Keep to time and allow time for Q&A.
Contract Award
● Letter of intention to award ● 10 day stand-still period● Formal award● Implementation● Feedback – regular review
meetings● Maintain excellent ongoing
relations● Prepare to win the rebid.
The Bid Process: 1. Research – finding the right
opportunities2. Review, then decide ‘bid or no bid’3. Capture essential content –
- Bid library - Operational input
4. Writing - respond to requirements5. Decide pricing – benchmark
competitors, show value.
The Bid Process:
6. Review content, check for typos7. Final check and sign-off8. Deliver well before deadline9. After decision, get debrief every
time, win or lose (learning).10.Monitor success rate.
Get ready for contract negotiations followed by:
Questions?
Thank you for your time – any questions?