Tendering  Winning

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Contents. What tendering is all aboutWhy it's important to be invited to tenderThe information requiredThe processSelection criteriaHow to stand out from the crowdPrepare in advancePost tender. What is Tendering? . Tendering an electronic format for gaining offers from a number of supplier

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Tendering Winning

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1. Tendering & Winning Gordon Glenister Director General

2. Contents What tendering is all about Why it’s important to be invited to tender The information required The process Selection criteria How to stand out from the crowd Prepare in advance Post tender

3. What is Tendering? Tendering an electronic format for gaining offers from a number of suppliers Often referred to as RFP’s (Request for Pricing) or, RFQ’s (Request for Quotes) Allowing buyers to contact a number of suppliers and measure proposals in a fair way against a preset criteria

4. Advantages & Disadvantages Advantages Transparency Accepted and understood process Has an Audit trail Compliance of the organisations policies Fair to all taking part Encourages competition for the buyer Ease of comparison Gain all supplier information and prices Disadvantages Often bureaucratic Can provide barriers to SME’s Inhibits creativity and innovation Very time consuming and can be costly for both parties Sometimes inhibits negotiation Sometimes pricing is inflated to allow for negotiation stage i.e reverse auction

5. Why is it important to be invited to tender? Most major companies use it for supplier selection Government contacts Generally the process for selection of long term partners

6. Blue Chip Merchandise Contacts BBC AA Pfizer BT Royal Mail Tesco Coca-Cola COI Vodafone Orange Royal Bank of Scotland Unilever Nestle Merck Pharmaceuticals Locog

7. London 2012 – Sign up NOW!

8. Why is the public Sector Important Employs 25% of UK workforce and spends Ł13bn (all products) Less affected by recession Has requirements in all sorts of departments Run sizes are usually large Smaller businesses can be more flexible and sometimes compete on better prices Govt keen to open up to smaller business and often select wide range of companies on a roster Office of Government Commerce – smaller contracts

9. What is COI? COI is the government department responsible for marketing and communications They work with Whitehall departments and public bodies to produce information campaigns on a wide range of issues from health and education, benefits, rights, welfare and recruitment Their mission is to help government departments secure their policy objectives through communications that provide: maximum effectiveness value for money

10. Information on Tenders bpma will be launching an online tender profile system for buyers very soon – helping our members to gain tender opportunities Government, Local Authority, London 2012 a variety of sites where you can register your company For more email [email protected]

11. The Process Buying company or their consultants will prepare the tender format (corporate information, costing template, general company data) documents They will usually select a range of companies in UK/Europe or Global to contact, numbers vary Companies selected to be included in the process will receive a ITT (invitation to tender) giving background to potential business/corporate Once accepted you will be sent the RFP to complete within set timing

12. Selection Criteria The Corporate will prepare their selection criteria Usually explained in the initial ITT This may be on price but very often on a range of criteria subject to the type of business Your submitted RFP will be scored throughout to reduce down the submissions

13. Criteria may include Best Price Value for Money Level of Quality/service Financial Stability Systems Track Record Delivery times T & C’s payment terms Innovation Technical or cultural fit Ethical issues Strength of customer support/account team

14. What can you do to stand out? Remember it’s competitive Remember it’s all about first impressions Demonstrate you’ve thought about it Back up what you say Use “relevant” support case studies Bring it to life but do NOT send samples unless requested Do what the application asks and nothing more at this stage Don’t waffle – keep it concise

15. RFP content – COI Financial information – turnover / profit Staffing levels, year on year, split by sales/admin and production Pricing grid of top 5 products, by volume and branding options Subcontractors and plant/machinery After sales policy Health & Safety policy Statistics obligations Statutory obligations – Equal Pay, Race Relations, Sex & Discrimination also ROHS/WEE compliant Sustainability or environmental policy , ETI/SEDEX complaint Offices and affiliates Industry awards won Client list – Top 10 public and private sector clients (with turnover) Case studies and product proofs Professional indemnity/Insurance cover Inhouse policy on sourcing outside of the EU Membership of trade associations Quality systems/standards - ISO9001 or ISO14001

16. Be Prepared! RFP’s turn up at the busiest times – so be ready Prepare a Tender Folder and keep it up to date Should include: Insurance policy details Policies (H&S, Ethical, Environmental etc.) Quality Statement and policy details Key Personnel & skills Client testimonials – keep 3 references on file Memberships / Trade Associations Three years audited accounts Case studies – exciting work

17. Set up a Tender Team It is critical that you agree who will respond to the tender Agree a team in advance Ensure the full team read the tender several times Decide whether the tender suits your business If you are unclear ask questions in advance If you decide to be part of the tender follow the instructions fully Only contact the client tender team in the format given Ensure you meet all deadlines

18. Your Response Follow exact format of the RFP Add additional information - reference clearly Ensure the information is relevant Don’t bore the reader – make it interesting Think about their needs and be creative in your response Supply additional information to support your proposal Present your USP Keep it clear – concise – well written

19. Timings Tenders very rarely keep to the original timing Suppliers must adhere to the schedule – but assume the client side may have delays Block out meeting dates given by client Be prepared for going to next stage – initial meeting/2nd stage costing etc. List out all the questions the client may ask and ensure you are prepared Prepare your own list of questions for the client Take exciting work/case studies with you

20. What if you are unsuccessful? Prepare a letter with your questions – you must gain feedback Ensure you get the feedback Review the feedback and learn for the next time!

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