Is price the only important aspect to winning tenders?
There are usually three main areas within the evaluation process and this information is often included in the RFT (request for tender) document. Also included can be the weighting percentage for each area.
Compliance or mandatory criteria in tender writing are the conditions the applying organisation or company must comply with to even be eligible to apply to tender. This can include insurances, licences required, any prequalification’s required, certification, policies, and procedures etc.
Qualitative criteria or the selection criteria are usually a series of questions or statements that the tender writer must address to persuade the evaluators that the applicant organisation can fulfill the requirements of the tender.
Of course, price is also an important consideration in the evaluation process, but it is not by any means the only criterion in the evaluation process to decide the winning tender.
Compliance
Tender writers carefully read the RFT document then break it down into its component parts to determine exactly what the expectations or requirements are; then they begin the tender writing process which is lengthy and detailed. Often a good tender writer will have drafted an action plan or checklist to ensure that every component required in the RFT is covered in the response document.
The tender bid document should be comprehensive and address all criteria in a logical and detailed format. Required documentation such as licences, insurance policies, required policies and procedures need to be included in the tender bid.
Be convincing
When addressing the selection criteria it is important for the tender writer to remember that they are persuading the evaluator that the applicant company or organisation not only meets all the criteria or requirements but they are the best applicant to win the tender.
The responses need to address all facets of each criteria. Sometimes there will be several elements within one criterion - read and re read - break it down -highlight each separate key word or phrase.
It is imperative that the tender writer clearly identify the needs and expectations of the client from the RFT document then demonstrate how the applicant organisation or company can not only meet these needs but can do it better than any of the competing bidders.
Write the tender bid with a focus on what the applicant company can offer. Provide detailed and comprehensive statements of response to the selection criteria - what the applicant has achieved and when. Back these up with testimonials and data.
Drawing attention to what makes the applicant different to their competitors and how they compare positively is the role of the tender writer.
Presentation
When the tender writer submits a tender bid that has wow factor - one that clearly stands out amongst the rest of the competition they are placing the application in a better chance of winning. The tender response should be a professionally presented document that is simple to navigate and easy to read. By nature, they are quite often lengthy and detailed but the use of good formatting- using a good clear legible font and bold headings and clearly identified sections the tender writer makes the evaluation process so much easier for the evaluator.
Pricing
Lastly of course pricing for the tender bid is important. It needs to be competitive but not too low. The organisation or company needs to ensure they have financial sustainability and coming in too low is counterproductive. Keep in mind they are looking for value for money and if you can provide something added extra as part of your tender that is often appealing.
The tender writer, when providing the pricing information, should ensure it is detailed and follows any specifications or formatting expectations included in the RFT. The cost schedule should be detailed and informative so they can identify where the tender money will be spent if it is the winning bid.
There are several important aspects to writing a winning tender and it is clear that price is only one facet of the process and a good tender writer allocates time, thought and consideration to all aspects when writing a tender response document.
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