How to Win a Government Tender for Cleaning Services (it's not just about your experience)

One of the most common things I hear from cleaning companies who contact me after they’ve submitted an unsuccessful bid is that they don't understand how they lost. After all, they’ve been doing cleaning work well (some may even say exceptionally well) for years. And to be fair, they're often right.

That’s because most of the businesses I work with are highly capable operators. They have experienced staff, good systems, loyal clients and a proven track record of delivering quality cleaning services. But they still find themselves missing out on government contracts.

And once I read through their submission, the reason is pretty clear. It’s not their experience, their pricing or even their capability. It's simply the way they tell their story.

A Government cleaning tender isn’t just a test of whether you can clean a building. It’s an assessment of how well you can demonstrate that you understand the client's requirements, have a clear plan for delivering the required services and can consistently achieve the desired outcomes. In other words, it's not just what you've done - it's how effectively you communicate it.

One area where I see cleaning companies consistently undersell themselves is within the methodology section of a tender response.

Many submissions simply repeat the scope of works back to the client. They'll list tasks such as vacuuming, mopping, sanitising amenities and emptying bins, often in exactly the same order they appear in the tender documentation.

The problem with this approach is that the evaluator already knows what they want cleaned. What they want to understand is how you intend to deliver the service.

For example, if you're tendering for a large government office complex, a university campus or a group of public facilities, the panel wants to know how the work will actually flow on a day-to-day basis. So, when you’re developing the response, weave the delivery story through your methodology.

These details that help an evaluator visualise your service delivery model are things like:

• Who arrives first?

• What time does the cleaning team commence?

• How are the buildings divided between staff?

• What areas are cleaned daily, weekly or monthly?

• How are supervisors involved?

• What happens if a staff member calls in sick?

• How are quality inspections completed?

• What systems are used to monitor performance?

A strong methodology allows the panel to picture exactly how the contract will operate from the first day of commencement.

The most successful cleaning tender responses often include a detailed works schedule that demonstrates this understanding. Rather than simply stating that a building will be cleaned each evening, they clearly explain the process.

For example, Building A may require two cleaners commencing at 5:00 pm, with approximately two and a half hours allocated to office spaces, amenities and common areas. Building B may require a single cleaner commencing at 6:00 pm, with completion expected by 8:30 pm. Weekly deep cleaning activities may be scheduled every Friday evening, while monthly high-level dusting is programmed during quieter operational periods.

By providing this level of detail, the client can immediately see that you have invested time in understanding the site and developing a realistic delivery plan.

Another area that often separates winning submissions from average ones is the explanation of systems and technology. I know many cleaning companies who have invested significantly in works management systems but fail to explain how those systems benefit the client.

Whether you're using CBS, ServiceM8, Simpro, TrackTik or another platform, don't simply mention the software and move on. Explain how it works.

Describe how staff clock on and off at each site. Explain how supervisors monitor attendance in real time. Outline how quality inspections are recorded and how corrective actions are tracked through to completion.

Government clients want confidence that they will receive consistent service delivery and visibility over performance. Demonstrating the practical application of your management systems helps provide that confidence.

I also encourage cleaning companies to focus on outcomes rather than simply listing contracts they've completed. So, rather than just saying that you currently clean ten schools, explain what you achieved. Did you improve inspection scores, reduce complaints, introduce more efficient cleaning schedules and/or improve communication with site management? Include it in the submission so the evaluators want what you can provide for their facilities.

Government evaluators are constantly assessing risk. The more examples you can provide of challenges you've successfully managed, the lower your perceived risk becomes.

One of my favourite ways to strengthen a cleaning tender is by including thoughtful value-added services. This doesn't mean offering expensive extras that erode your profit margin. It means identifying small initiatives that create genuine value for the client.

For example, a cleaning contractor might offer an annual upholstery steam cleaning service at no additional cost during the carpet cleaning periodicals. Another may provide periodic pressure cleaning of external pathways, complimentary consumables audits, additional quarterly deep cleans of high-touch areas, or annual cleaning awareness sessions for site stakeholders.

These types of value adds demonstrate that you're thinking beyond the minimum contractual requirements. And importantly, they also help differentiate your submission from competitors who are simply responding to the specification.

At the end of the day, most cleaning companies competing for government work are capable of delivering the service. Most have trained staff. Most have suitable equipment. Most have relevant experience.

What often determines the winner is the company that makes the evaluator feel most confident. That usually means:

• ·They clearly explained the cleaning methodology.

• They demonstrated exactly how the service will be delivered.

• They provided evidence rather than promises.

• They told a compelling story about why they are the safest choice.

That's why winning government cleaning tenders is rarely about having the most experience. It's about presenting your experience in a way that allows the client to see the value you will bring from day one.

If you’d like to talk about how to improve your success rate with Government Cleaning Tenders, give me a shout, I’d be happy to chat over the phone or over email. You can contact me on 0400 514 579 or shoot me an email to pauline@tenderwise.com.au.

How should I structure my tender response submission?

Tendering for a contract is a highly competitive process that requires a well-structured and professional submission. A winning tender response isn’t just about offering the lowest price - it’s about clearly demonstrating why your business is the best choice to meet the client’s needs and offers the best overall value for money Here’s a step-by-step guide on how to write a tender response that stands out from the competition.

Cover Letter

Your tender submission should begin with a concise and engaging cover letter. This serves as your first impression, so make it count. It should include:

• A brief introduction to your business and your expertise.

• A summary of why your company is the ideal choice for the project.

• Acknowledgement of the client’s needs and your commitment to delivering exceptional results.

• Contact information for the person managing the tender submission.

Executive Summary

The executive summary is a snapshot of your tender response. It should outline the key points of your submission and highlight your unique value proposition. It should include:

• An overview of your understanding of the project’s requirements.

• A summary of how your business will meet those requirements.

• Key benefits your business offers, such as cost savings, innovation, or reliability.

Keep this section concise and focused, as many decision-makers will read this first to gauge your suitability.

Business Profile

Provide a brief overview of your company to establish credibility and demonstrate your capacity to deliver the project. Include:

• A history of your business, including years of operation and industry experience.

• Key achievements and relevant projects.

• Certifications, accreditations, or memberships relevant to the tender.

• An introduction to your team, highlighting their expertise.

Demonstrate Understanding

Demonstrating a clear understanding of the client’s objectives is crucial. This section shows you’ve done your homework and tailored your response accordingly. Include:

• A detailed analysis of the project requirements.

• Specific challenges the client may face and how your solution addresses them.

• Your approach to ensuring the project is completed on time and within budget.

Tip: Use language from the tender documentation to show alignment with the client’s priorities.

Methodology and Approach

Outline how your business plans to deliver the project, step by step. This section is your chance to showcase your expertise and organisational capabilities. Include:

• Your proposed approach to completing the project.

• Key milestones and a timeline for delivery.

• The tools, technology, or techniques you will use.

• Quality assurance measures to ensure high standards are maintained.

Pricing and Value for Money

Be transparent and detailed when outlining your pricing structure. While price is an important factor, value for money often weighs more heavily in the evaluation process. Include:

• A breakdown of costs, including labour, materials, and any additional expenses.

• A clear explanation of how your pricing represents value for money.

• Optional extras or cost-saving suggestions, if applicable.

Tip: Avoid lowballing your bid just to win the contract. This can lead to financial strain and compromise the quality of your work.

Risk Management

Clients want to know that you can handle potential risks without compromising the project. This section demonstrates your ability to foresee challenges and mitigate them effectively. Include:

• Potential risks related to the project (e.g., delays, supply chain issues).

• Strategies to manage and minimise these risks.

• Past examples of how you successfully mitigated similar risks.

Case Studies and References

Provide evidence of your past success to build confidence in your capabilities. Real-world examples and testimonials can make your tender response more compelling. Include:

• Case studies of similar projects, including details of the challenges, solutions, and outcomes.

• Client testimonials or feedback that highlight your strengths.

• Contact information for referees who can verify your work.

Compliance and Documentation

Ensure your submission meets all the mandatory requirements outlined in the tender documentation. Non-compliance can result in disqualification. Include:

• Proof of certifications, licenses, and insurance coverage (e.g., public liability, workers’ compensation).

• Signed declarations or forms requested by the client.

• Any additional documentation specified in the tender.

Appendices & Supporting Information

Use appendices to include any additional information that supports your submission without cluttering the main body. Include:

• Detailed project plans or drawings (if applicable)

• Resumes of key personnel involved in the project.

• Additional financial or technical information (if relevant).

Tips for Success

• Follow the tender instructions and ensure your submission is formatted, organised, and delivered as per the client’s guidelines.

• Keep it professional by using clear, concise language and avoiding jargon. Ensure your submission is free of errors and visually appealing.

• Customise your response by tailoring your tender to the specific needs and priorities of the client. Avoid using generic templates that don’t address the project’s unique requirements.

• Submit your tender response on time as late tender submissions are typically not accepted, so ensure you allow plenty of time for final checks and delivery.

Final Thoughts

A well-structured tender response not only highlights your expertise but also builds trust with the client. By following these steps, you can create a compelling submission that positions your business as the best choice for the project. Remember, tendering is as much about presentation as it is about capability - so invest the time to craft a winning response.

Ready to put these tips into action but need a hand to submitting a tender? Our tender writers can help wh that! Just call Pauline on 0400 514 579 to get the ball rolling!

Here's how to respond to a tender for work successfully

Whether it's your first time tendering for work or you're already a veteran in the industry, the goal remains the same — to be successful. But the tender response process can be complex and daunting to many. If you don't do it correctly, success may be hard to reach. 

However, with the right strategy, you can successfully win that contract. What's more — you'll also gain recognition that can open more doors and opportunities for your business — and all it takes is to win one major contract, whether commercial or government.

Here’s how to tender for work successfully.

Evaluate your business

Before you even look for a tender that’s right for you, the first thing you need to do is evaluate what your business can do to make you stand out from all of your competitors. Analyse your company’s turnover history, experience, goal, and what you need to do to achieve that goal. Consider whether you will be able to take on more work with your existing staff and plant or if you need to bring on more resources to accommodate more work.

Prepare your Capability Statement

Now that you know what your company is capable of, it’s time to put it all into writing. Not all tenders for work will ask to see a copy of your Capability Statement. Still, it’s a good idea to have one — and it’s helpful to send along with any general proposals, quotes, or pitches for business that you may send out.

Seek the right opportunities

When looking for opportunities, looking for the right ones for your business is vital. A question to ask yourself is if you can meet the technical skills and experience requirements of the work you have your eyes on.

Make sure also that you’re getting all those opportunities. Register with the tendering websites to get alerts when a tender relevant to your business is released. The easiest way to find the tender websites pertinent to your location is to simply do a Google search for the type of tender work you’re looking for and then sign up.

Be warned, though — some sites are subscription-based and can be pretty expensive, but most Government tenders will be free.

If you’re looking for work from your local Council, check their website; it will have a link to wherever they advertise their tenders. A question to ask yourself is if you can meet the technical skills and experience requirements of the work you have your eyes on.

Read and fully understand the tender requirements

While you may think it’s the best-suited bid submission for you based on the headline and summary of work, reading it and fully understanding it will allow you to know the requirements. Can you comply with those requirements? Are there pre-qualification requirements? What do you think are your chances? These and more are the things you need to consider to ensure success.

Write your winning tender response

Now, the fun but challenging part! Sure, you can always write a tender response yourself or hire a tender writer. But doing it to win it is a different story. Whatever industry you belong to, some elements remain the same when writing your tender.

Here are some tips for you:

• Be confident

  Your tender response should be able to demonstrate that you're confident you can do the perfect job for them. So, refrain from using vague phrases, such as "We think", "We can", or "We believe", and write more assertive terms, such as "We will", indicating that you're 100% sure of your capabilities to benefit their company should your tender submission wins.

• Keep it straight to the point

  Keep in mind that your tender issuer will be reading plenty of responses, so don’t let them get lost in information overload. Include only the most relevant information, and keep it concise and straight to the point.

• Specify what’s in it for them

  Remember that it’s not about you. It’s all about the tender issuer, so you have to make sure that you clearly state what the benefits are if they choose to offer that contract to your business.

• Avoid these tendering mistakes

• Lastly, proofread, proofread, proofread,

Submit it and win it!

Once all of these steps are done, you’re now ready to submit your awesome tender response submission. But tendering for work is everything but easy if you’re new to it. Tendering can be complex, time-consuming, and pretty daunting. I hope that these tips can help guide you through how to tender for work successfully. But if you need some assistance, TenderWise is here to help. Just give Pauline a call for a chat on 0400 514579 , email me at pauline@tenderwise.com.auau, or contact us here.

The top 10 tendering mistakes - and how to avoid them

I've written hundreds of tenders and supporting documents in my entire writing career, and I've seen people making the same mistakes over and over again. I don't really blame them, to be honest. Tender writing takes a lot of work. It requires a lot of time, effort, and, more importantly, keen attention to detail. But you can avoid those mistakes if you know what they are.

So, here's a compilation of the top tendering mistakes and how to avoid them.

Whatever it is, the way you tell your story online can make all the difference.

Not answering the questions

Trust me when I say that too many people fail to answer the questions on the response forms — then they wonder why they didn’t win the contract. Those questions are designed so the tender evaluation panel can easily compare the answers. 

Imagine how frustrating it must be to sift through the documents trying to find the answers only to find nothing. To avoid this tendering mistake, make sure that you answer all the questions clearly, and in the order that they were asked. Unanswered questions are a certain way to land a low score.

Not understanding the tender issuer’s business

When submitting a tender, you want to stand out from the rest. To achieve that, you must understand the tender issuer’s requirements. Too many people use generic submissions or just copy-paste from previous submissions. Ensure you thoroughly read all of the tender documentation, including any specifications or scope of works, so you can customise your tender submission and reinforce how you meet all of the requirements.

Not specifying the benefits for the tender issuer

Here’s another common mistake I always see — not stating why the tender issuer should choose you. You may be the best at what you do. But failing to specify what’s in it for the tender issuer on your submission is a path to failure because all they are interested in is why they should choose you. So, tell them what you can do for them and how they can benefit from it.

Wrong organisation name

Surprised? But yes, this is one of the mistakes in tendering that deserves a spot on this list because it happens all the time. Let’s be honest here — everyone copies and pastes some parts of the tender from the previous submissions. But be cautious when doing so. The last thing you want to do is submit it with the wrong tender issuer’s name on it. So, make sure that you change it whenever you copy from a previous submission and then do a document-wide search to double-check before you submit..

Heaps of waffle

As I mentioned earlier, your bid submission is just one of many your prospect will read. Unfortunately, I see too many people adding heaps of waffles and unnecessary information on their documents, ultimately missing the whole point. Your tender will stand out if you immediately get to the point and use the right words. NEVER ever throw irrelevant or un-asked information into your submission because you think it will help. It won’t. And ALWAYS reference any supporting information in the main submission.

Unclear writing

Remember, a tender is a formal document, meaning your writing must be clear. It may not be your best skill, but a few simple steps can help you avoid committing this tendering mistake. Make sure you read through the submission when you have the time to review it thoroughly -(if you rush it, trust me, you will miss something). And if you can, get someone else to proofread it for you so they can let you know if anything is unclear or just doesn’t make sense.

You wouldn’t believe how many tenders go to the rubbish bins daily, all because they haven’t been reviewed so they could correct those silly mistakes. Those are wrong spelling and grammatical errors that you can avoid if you double-check your tender submission before submitting it. Here are some simple proofreading techniques you can do to prevent this mistake.

Poor document layout

For tenders, looks matter. However, many people fail to present their submissions so that they are appealing to the reader. Poor layout and formatting can kill your chances of winning at first glance. Use headings and subheadings, break your paragraphs, and include photos. The bottom line is to design your tender so your prospect will be engaged right from the get-go.

Inaccurate or incomplete costing

One of the most vital pieces of information your prospect will look for in your bid submission is how much it will cost them if they accept your bid. Sadly, I've seen many tenders that don't have accurate costing or have left parts of the pricing schedule blank, which gives the reader the impression that you're not serious about your bid. So, accuracy is key here.

Not signing it

Believe it or not, too many people forget to sign their tenders and just submit them without a signature. That’s one of the most common and the biggest mistakes bidders often commit. There’s no excuse for not scanning your signature and then copying it into the tender submission wherever a signature is required. And if the submission requires a Statutory Declaration, make sure you execute it in front of a JP (or similar), then scan the entire document and include it with your submission.

Need help?

As you can see, it’s not really that hard to avoid these tendering mistakes as long as you know what they are. But I understand that writing tenders is not for everyone. So, if you need help, TenderWise has helped heaps of our clients win lucrative contracts. Just give Pauline a call for a chat at 0400 514579, email at pauline@tenderwise.com.au or contact us here.

FOUR Things You ALWAYS Need to Include in Your Tender submission

Tenders come in many different shapes and formats. Still, there are usually some common threads in all tender requests, so matter how specific or vague a particular question may be, there are four main areas that you'll need to respond to for nearly every tender submission.

Demonstrate Your Experience

The tender issuer wants to know that you've got the skills and expertise to get the job done, so this is your chance to showcase your awesomeness. You should include:

Your Capabilities 

Precisely what you do and how long you've done it for.

Your Capacity to Deliver 

What resources do you have (people and equipment), and how you would structure yourself organisationally to deliver the services.

The Experience of Your Key People 

Who they are, their qualifications, what they've done and how they would add value to the tender response.

Your Customers 

Make sure you profile customers with similar requirements to those in the tender documents and then reinforce the contract similarities.

Show How You'll Manage the Project

It's your opportunity to demonstrate that you've got the right systems and processes to manage whatever needs to be delivered.  It includes things like:

1. Management roles and responsibilities

2. Your Quality, OH&S and Environmental Management Systems

3. You back office processes

4. Your service standards

5. Your reporting ability

6. Any key performance indicators you want to set

Contract and Relationship Management

Include information about the person or people who will be responsible for the tender response document and contract compliance and the quality of client relationships at all levels for the scope of work. Include previous experience, qualifications, and your process for resolving complaints.

Innovation and Value Add

If you have any cutting-edge equipment or processes that you use, make sure you highlight them. Innovation doesn't need to be groundbreaking —it can focus on more efficient equipment or utilising cloud-based and mobile applications to be more productive. If you can't think of anything that you do that's particularly innovative or adds extra value, now's the time to research and refer to a tender response template most suited to your business.

Need a hand?

If you need a hand with your tender submission or if you'd like to get ready for the next one by developing some standard responses you can cut and paste from, TenderWise can help.  We've written loads of winning tenders across a wide range of industry sectors and we can help you too.  

Just give Pauline a call for a chat at 0400 514579 or contact us here.

Government Tenders - Are They Worth All the Effort?

Government tenders can be hard work. Lots of hard work, and that takes lots of time. Most businesses I work with to write tenders are really, really great at what they do, but when it comes time to submit a bid, it suddenly becomes too hard.  

Many businesses soldier on with a poorly written response to save on cost, only to find their bid unsuccessful because it didn't meet all the criteria. Let's face it — if you're going to produce a half-hearted tender response just so you can get something in, you can't expect to be seriously considered.

So the dilemma for many businesses often comes down to whether or not the reward is worth the effort and the cost — and regardless of whether you go it alone or hire a professional, you still need to put in some effort and, of course, pay the cost.

The Effort Required to Write a Great Tender Response

All tenders are different but there are usually common elements across all of them and these include:

Demonstrated Experience

It's not good enough to simply list some of the similar projects that you've worked on. It is your opportunity to really showcase your business and how well you match the tender requirements.  If you're not going to put some effort into this, don't bother going any further.

OHS&E and Quality Management Systems 

You can't just state that you comply with Health and Safety, Environmental, and Quality requirements. Most tender responses these days want to see a copy of your OHS&E and Quality Management Systems, and they'll want to know if it's ISO certified.  

If you don't have this documentation, only go further once you do. Most tender writers should be able to write these documents for you. When I write these, I always state in the tender response that the documents are not ISO-certified but have been developed in accordance with ISO principles.  

If you hire a tender writer, you won't need to put as much effort into your tender submissions response, but be warned — you'll still need to provide plenty of information to enable the bid to develop.

The Cost of Writing 

So you have two options — do it yourself or hire a professional. If you do it yourself, you won't have many out-of-pocket expenses, but you'll need to find a fair bit of time to get the job done.  

Since tenders vary quite a bit, how much time depends on how savvy you are when it comes to writing. But I'd spend around 30 - 50 hours on most tender responses I work on before I'm happy with the result.  

You must allow more time than this if you're not a professional writer. If you don't have the time, don't respond or find someone to do it for you.

Speaking of which, a professional tender writer will probably cost you around $300 — $5000 to complete your response. But this figure should include all your supporting documentation, such as your OHS&E and Quality Management Plans. Expect this to be more if you also need individual processes documented to support the plans.

And there is a third option — that is to write your own tender response. But hire a professional ISO consultant to help you through the OHS&E and Quality process. If you're a small business, you can expect the ISO certification process to take 6 to 12 months. 

Getting the documentation ready will set you back around $10,000 — $15,000, and the annual certification process will cost you another $3500 — $4500 (note that these are rough guides only; it's different for each business.

So, is a Government Tender Worth the Effort?

In my book, if you have the capability and capacity to meet the tender requirements, then yes. These figures are from the 2014/15 financial year):

• 69,236 Government contracts were awarded worth a staggering $59.5 billion

• 67% of contracts were worth < $80,000, and 18% were worth between $80,000 to $249,000

• 62% of contracts related to services and 38% to the supply of goods

If you want to be a part of this $59 billion opportunity but need help figuring out where to start with the government tenders, call me at 0400 514579, email me at pauline@tenderwise.com.au or fill out this form here. Let's chat.

Winning Tenders — The Secrets Revealed Here

What sets winning tenders apart from the non-winning ones? It's not all about the price (although obviously, if your price doesn't represent value, don't expect to win).  

Usually, it comes down to the attention you've paid to the tender requirements and how well you've been able to craft your response to meet those requirements.  

Writing a response can be very time-consuming, frustrating and sometimes downright annoying. If you're going to tackle it, though, go all in. Don't approach it half-heartedly or as if it's a chore. 

Give it your absolute best shot — if you don't, you can't expect to win!

Here are my Top Tips for Writing a Winning Tender:

Use the Issuers Template

If the tender document asks for responses to be submitted on a specific template, make sure you use it and complete it entirely in accordance with the instructions.  

Don't be afraid to ask questions if there are any issues with the template itself. I've seen these provided as PDFs (which can't be edited) and also as Word documents where the document is locked for formatting changes.    

If you encounter something like this, ask the tender issuer if you can have the template in an unlocked Word format. Make sure you read the response template and instructions carefully. 

Also, if the tender response has word or page limits but allows you to include additional information as attachments, use the opportunity to demonstrate the strength of your offer and the robustness of your business policies, methodologies, and practices.

Structure and Strategy

Think about these on your offer:

• What it is

• What is going to make you stand out from others who are responding to the same tender

• How you can present your credentials in a way that really demonstrates you meet all of the criteria the tender issuer is looking for. 

Then, include an introduction section that is clear and persuasive and describes exactly what you have to offer.

When describing your service offer in your tender response document, make sure you very clearly detail precisely what you are proposing to provide. Take advantage of every opportunity to demonstrate how your offer is innovative or adds extra value.

Selection Criteria

Always keep the selection criteria in mind when writing your response. Sometimes they are stated in the tender document's body but couched in different terms in the response template. 

Pay particular attention to the weightings for each criterion if these have been provided. It's usually a good clue as to how much effort you should put into your response for each.

As a professional tender writer, I always print them out and stick them on the wall next to my computer so they are close at hand when I'm writing a response for my clients.  

Proofread It

Spelling and grammar checks are good, but don't pick up everything. So, ensure you have enough time to proofread your submission from start to finish. Don't do this when you're likely to have distractions. 

The cone of silence is your best friend when proofing your tender submission. If possible, get someone else to proofread it to confirm it reads well and covers all the essential points you should get across.

Submit It on Time

Plan to complete everything the day before the deadline so you have plenty of time to submit your tender. Most Government tenders are submitted via a tender portal, and since the response can be quite large, it's a good idea to submit it early.  

If a tender closes at 2:00pm, assume that the tender box will be disabled at this time (and the last thing you want is for this to happen when you're still trying to submit your response - because once the door shuts, it's too late for your bid).

Wrapping Up

Follow these tips, and you're on the right path towards those winning tenders. But if you need a hand, I'm here to help! Just give Pauline a call at 0400 514579, email me at  pauline@tenderwise.com.au, or fill out the form here for an obligation-free chat about your tender requirements.