Winning a tender can be challenging, as it can be a complex process. But a well-written document can mean all the difference between getting your proposal to commercial discussions or ending up in the bin.
A tender document can be called many different names, including:
Request for Tender (RFT)
Request for Proposal (RFP)
Request for Information (RFI)
Request for Quote (RFQ)
Expression of Interest (EOI)
Invitation to Offer (ITO)
Despite what the document is called, the tender response information required is generally the same. But before you start, be sure that you’ve reviewed the opportunity and identified that it is something that you want to invest your time and resources into.
Tender responses can be very time-consuming, so you must be sure it’s the business you want to go after before you start. The quality of tender request documents can vary widely, although generally, Government-issued tenders will have a number of standard components, including:
An outline of the requirements of the proposal
Details of the key selection criteria that respondents must meet
Full instructions about the tender process
Any relevant appendices, such as the terms and conditions or specific guidelines
A well-written tender request document can be your tender to win, as it will make your job of developing an appropriate response much easier. But the opposite can and does happen. I recently helped a client complete an EOI submission based on a PowerPoint EOI request that was confusing and contradictory, to say the least.
To make matters worse, the PowerPoint was in PDF and on a black background, so copying it into Word was difficult, and printing was very ink-intensive.
Another client needed to submit their tender response using the issuer's prescribed template, which was locked for editing, so there was no ability to check for spelling errors, add tables or graphs, or do any type of formatting at all.
Fortunately, most tender issuers allow for and expect group briefings and individual Q&A sessions to clarify anything that isn't 100% clear, so this is your opportunity to ensure you fully understand the requirements. Don't make the mistake of assuming you know what the issuer means — if in doubt, ask for clarification.
Here are My 11 Steps to Success for Winning a Tender:
I read it from end to end at least twice. Then, I read it a third time with my highlighter in hand.
Next, I research the tender issuer — who they are and what their core values, vision, and mission statement are. What issues have driven this tender request? What are the roles of the people who will be reviewing the response document, and where do they fit into the organisation? Understanding as much as I can about the issuer really helps me tailor some inclusions in the response document that I hope will hit a positive nerve.
If you want to know how to write winning tenders, develop the pitch first. What are my key messages? What is it that sets me apart from my competitors? What materials should I include?
Plan the response — I usually start with the deadline and work backwards from there to develop my plan. It includes when I will complete each draft, when feedback needs to be received, and any material deadlines required to have the tender response documented and completed on time.
Structure the response. Some tender responses include a template, and if so, I make sure I use it and stick to the word limits if these are included. If there is none, I follow the format of the tender request, and I always add a separate section that addresses the key selection criteria.
Write the first draft. I like to make the response easy on the eye, meaning lots of white space and information broken into chunks. I use tables and diagrams to break up the text and include pictures where relevant. Then. I send the draft out to whoever needs to review it, and I make sure they know when I need to receive their feedback.
Add Appendices — regardless of what other information is requested for the tender submission, I always include a company profile and Capability Statement in the Appendices.
Check that I’ve included compulsory information (such as business name, address, contact details, ABN).
Write an engaging introduction and a compelling summary.
Revise the first draft and issue the updated document for feedback (sometimes, you need to repeat this step).
Allow at least 48 hours for final review and formatting.
So there you have it. This process works for me, although when a client asks for my help, and there is only a week before the deadline, things can get a bit stressful, especially when the odd all-nighter is required to get the document into winning shape!
Responding to tender documents can be challenging, but the rewards can be significant for winning a tender. If you’re not confident about writing your own response, then give me a call at 0400 514579, email me at pauline@tenderwise.com.au, or fill out this form here, and let’s chat.
Writing is my business, and tender response writing is a specialty.