Tender Ready in 10 Steps. Workshop 3 – 4 th April Gill Joy, Owen Paterson Intend Business Development LLP. Tender Ready!!. The 10 Steps. 10. Creating a Tender Desk. 7. 8. 9. “People” aspects Of Tendering. Policies & Standards. Presenting Professional tenders. 4. 5. 6.
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Workshop 3 – 4th April
Gill Joy, Owen Paterson
Intend Business Development LLP
Tender Ready in 10 Steps – Aberdeen
Ready!!The 10 Steps
– prepare and
& Bid Strategies
Step 7 – “People” aspects of tendering
Presenting your team and skills mix – templates for CVs, skills matrix
Overview of TUPE
Group exercise – tackling people-related questions in tenders
Step 8 – Policies and Standards for tendering
Content for policies (Health & Safety, Environment, Equality & Diversity) and sources of help
Typical questions related to policy & standards areas
Step 9 – Presentation tips for professional tenders
Tips and templates, Writing style, Tender interviews/presentations
Step 10 – Creating a tender desk
Key roles, tasks – Action Plan for your business
The purpose of your organisation (what you have been set up to do and for whom – not a vague mission statement)
Unique selling points – strategic reasons why are you better than others in the market (largest, first to provide a certain service, only provider with range of skills/services, specialist skills such as languages
When you were established, your legal status, brief timeline of how you have grown since start-up (1-2 sentences max)
Services you provide (bullet points make it easier for evaluator to check these versus their requirements)
Your capacity – number of clients, number of end users assisted (per annum or since start up). Number of public sector contracts you have already – name the clients/regions
Unique selling points – specific operational things you do that make you better (communications infrastructure, dedicated account managers to ensure clients spend less time managing the contract, etc
Provide a staffing plan including management and quality assurance support for this service, holiday plans and emergency cover
Describe your planned staff structure with information on the reporting lines of key staff for this service
Provide a copy of the job specification for the individual responsible for day-to-day management and operation of the service
I M Incharge
Director in Charge
Please tell us how you will recruit and retain staff for the support service
Please describe your planned staff structure, with information on the skills and experience of key staff for this Service, and show how it fits into your organisation
How will you deal with performance issues in relation to staff and what processes of performance management will be used.
Describe the process you will adopt to ensure sufficient numbers of staff at all levels within your organisation.
Please supply additional information on how your organisation will retain a consistent workforce throughout the duration of the contract.
How will you cover staff absence both Planned & unplanned - Short term & Long term?
If you employ 5 or more people you must have a written health and safety policy statement and a record of your health and safety arrangements. It’s about foreseeable, significant risk
Need a written document so that you and your workforce are clear about who's responsible for what. “Top dog” responsible
Subcontractors should be asked for H&S information
A written policy that covers:
• a company’s commitment to equality and diversity in the workplace;
• a company’s firm opposition to discrimination and expresses its aim of creating an inclusive and harmonious working environment where diversity is respected;
• the benefits the policy brings to the company, its employees and customers.
This policy needs to be regularly reviewed and updated.
Equality & Human Rights Commission Scotland
Equal & Diverse – Dr Donald Macaskill
Office “Switch Off” campaigns
Identify all applicable environmental legislation and check compliance
Develop sustainable procurement policy
Increase use of videoconference/Skype to reduce travel
Fuel efficiency measures
20 things guaranteed to make your tender look unprofessional…
Content not logical
Poor bid cover
Poor layout on page – not enough white space, line spacing
Inconsistent styles for similar content eg CVs, project profiles
Fonts difficult to read
Mix of different fonts and font sizes
Conflicting styles – bold, italics, underlining over-used
Incorrect or no cross references
No linked contents page/headers
Coffee stains on document (yes, it really happens!!)
Colours over-used – no “house” style
Evidence of Cut and paste
Annexes not used correctly
Graphics or images illegible
Charts meaningless – poor captions
Comments left in – especially inappropriate ones !!!
Inconsistent use of job titles or other key terminology
Over use of jargon/acronyms
Headers and Footers missing/too “busy”
Company name and tender ref missing on pages
No Compliance table – poor bid structure
We believe that our proposal addresses all the requirements of the ITT. The compliance table below identifies the main parts of the proposal where each requirement is addressed:
Over-confident/ over-selling (it’s not a brochure or website)
Not: You must agreewe are the best qualified company in Scotland to supply this service But: We are fully qualified to meet and in many cases exceed all the requirements you have specified. We have the appropriate resources already in place to deliver an excellent service
We have VAST experience in this area….. Need to scope what this means in practice (breadth and depth, years’ experience, etc)
We have a W I D E range of ...... services/ clients/ products/methods
Avoid Negative words eg.Unfortunately, impossible, unworkable….
Not: After the girls in the admin team receive an order, we complete it within 24 hours.But: When orders are received by the admin team, they are completed within 24 hours.
Keep sentences short, use sub-headings to link back to question
Business Development – tender notices/alerts and review, model texts, market research & competitor , check contract awards, partner search, compliance, bid plan, tender writing
Admin - bid writing (admin elements), filing/records, supplier profiles prepare, tender library maintenance
Technical – input to bid decision, clarify specifications, technical content writing, check subcontractors/suppliers
Management – business development, bid decision, bid strategy & business cases, partner negotiation, coordinate bid plan, commercial & legal aspects, sign-off, follow-up evaluation stage, staff training for tendering
Analyse number/type tenders published in your sector
Analyse Bid-No Bid decisions
Time & money spent on PQQs & tenders
Win ratios – trends?
Analyse client feedback for all tenders/ PQQs
GOOD LUCK WITH YOUR