With EOI, RFI, ETI becoming increasing more common, it is important for businesses to constantly improving the way they address their bidding processes.

To formulate a quality and successful bid it takes a lot of time and energy to truly zone into what the client is looking for. Through effective planning, research and convincing non-price content you will give yourself a better change of securing yourself on place on the panel.

To help with pre-submission chaos, our-in house bid management experts have put together a list of helpful pointers to assist you in preparing your next tender.

Use Correct Tender Templates

If the client has provided you with a specific tender response form, always reply directly into their templates. However, it’s often acceptable to style your tender to suit your company’s branding guidelines as appealing and professional design documents can really set your company apart.

Follow Guidelines

Carefully read the tender document to ensure you address all the guidelines. For example, some clients may seek responses to be completed in Arial 10 where others have strict page and word limits guidelines.

Address Criteria

No two tenders are the same, so it’s important to read between the lines. Analysis what the question is asking and anticipate the type of response the client is seeking. Don’t fall into the trap of recyling past response as it often gets messy and responses become irrelevant. By all means use previous responses for inspiration, but always keep your tender answers unique and fresh to ensure your answers are succinct and directly answer the criteria.

Use active language

Use clear, concise relevant information to ensure your response is readable. Avoid using too many acronyms and technical terminologies as readers may not always have an in-depth understanding of material.

Cover Experiences

It’s never a good idea to assume that the reader knows who you are. Use examples to showcase your experience to convey that you are qualified and experienced to perform the works. For example, you could use targeted case studies or weaving text into your response e.g. On the XYZ project we performed similar scope of works which included…

Be Validate

Ensure all of your i’s and t’s are across before submitting your response. This includes checking that all grammar, spelling and company information is correct. But most importantly check that all required components have been signed to ensure you don’t receive a non-conformance.

Embrace Visuals

By adding visuals such as diagrams, graphics or illustration, it enables you to reduce your word count, provides reinforcement and can transform your submission from ordinary to extraordinary. Graphics are particularly useful to explain delivery models, communicate project milestones or highly key project attributes.

Include Summaries

Don’t undervalue the importance of covering letters or executive summaries. By including a personalised one-page statement outside of the selection criteria, you can actively highlight your enthusiasm for the project, acknowledge you understand the client’s needs and expectations, briefly indefinite your unique point of difference and ability to delivery noteworthy outcomes.

Track Progress

Define your timeframes and scope of works from the get-go. A Submission Matrix is a useful tool to ensure the bid process stays on track. A simple excel sheet with a list of all submission requirement allocated completion dates and tasks status will keep you on track.

Finish On-Time

Working until the last minute creates a sheer amount of pressure and stress of one and can lead to long-term health issues. From kickoff educate all involved parties of the due date and time and set realistic timeframes all. Regularly check in on people’s progress and address situations that may arise early to minimum workflow disruption.

Always work towards submitting your tender early to allow for possible time delays and unforeseen events.

Be Authentic 

If you preach your values, company mission or include your strategic business objectives throughout your responses, make sure you demonstrate that to the client to really show them that you are a trusted partner

Seek Feedback 

If your response includes your corporate values, mission and strategic objectives make sure you demonstrate that to the client in real life confirm that you are a trusted partner of choice.

When in doubt, hire an expert who has the skills and time to deliver a compelling response. Here at ECS we have in-house specialists whom can assist with both price and non-price tender responses. For more information please contact 07 3380 5400 to discuss your next project.