If you’re looking to bid for a key opportunity, we’ve laid out the core stages that we think that every business should take when it comes to writing a winning bid once the ITT (Invitation To Tender) process begins.
It hopefully goes without saying that, wherever possible, any supplier looking to win Public Sector contracts should carry out a level pre-engagement with the buyer, get to know the stakeholders involved in the process and run through a period of bid strategy and capture planning in the run up to the tender documents being released.
Once the tender drops, though, there are some non-negotiables that, if followed, will set you apart from the competition. Evidently, the experience and skills of the individuals running the process will always be a key factor; but we’re confident that the 5 key steps outlined below will help just about anyone drastically increase their chances of a win.
Step 1: In-Depth Analysis of the ITT Tender Pack
The foundation of a successful ITT response lies in thoroughly understanding the ITT tender pack. This document is your primary source of information regarding the buyer’s needs, project scope, evaluation criteria, and submission requirements. While it may be tempting to dive straight into writing the bid, taking the time to carefully analyse the ITT will pay dividends later in the process.
Key Considerations:
- Understanding Buyer Needs: The tender pack typically outlines the buyer’s objectives, project scope, and specific requirements. It’s essential to not just read these sections but to truly understand what the buyer is seeking. This might involve reading between the lines to identify underlying priorities or pain points that your bid can address.
- Compliance and Eligibility: The ITT will specify compliance requirements, including eligibility criteria, certifications, and legal obligations. Ensure your company meets all these conditions before proceeding. Missing or ignoring these requirements can lead to automatic disqualification.
- Clarification Process: ITTs often contain ambiguous or unclear sections. Buyers usually provide a window for submitting clarification questions. Utilise this opportunity to resolve any uncertainties. A well-crafted question can also demonstrate your company’s thoroughness and attention to detail.
- Scoring and Evaluation: Most ITTs include information on how bids will be evaluated and scored. Pay close attention to these criteria, as they will guide your response structure. Understanding what the buyer values most allows you to tailor your bid to maximise points.
By dedicating sufficient time to the analysis phase, you set the stage for a response that is not only compliant but also highly attuned to the buyer’s expectations.
Step 2: Strategic Planning and Bid Structuring
With a deep understanding of the ITT, the next step is to develop a strategic plan for your response. This involves assembling your bid team, defining your approach, and structuring your response in a way that aligns with both the ITT requirements and your company’s strengths.
Formulating the Bid Strategy:
Your bid strategy is the blueprint that will guide the entire response process. It should outline how you intend to meet the buyer’s requirements while highlighting your unique value proposition. A successful bid strategy often includes the following elements:
- SWOT Analysis: Conduct a SWOT (Strengths, Weaknesses, Opportunities, Threats) analysis specific to the tender. Identify your company’s strengths that align with the buyer’s needs and consider how to mitigate any weaknesses. Recognise external opportunities that this contract presents and be mindful of potential threats from competitors or market conditions.
- Win Themes: Win themes are the key messages or selling points that will run through your bid. These should be closely aligned with the buyer’s priorities and designed to differentiate your offer from competitors. Examples of win themes might include your company’s track record in similar projects, innovative solutions, or superior customer service.
- Risk Management: Buyers are often concerned about the risks associated with project delivery. Your bid should address these concerns head-on by outlining a clear risk management strategy. This might include contingency plans, robust project management processes, or evidence of previous successful risk mitigation.
- Stakeholder Involvement: Early in the planning process, it’s crucial to involve key stakeholders—both within your organisation and, where appropriate, externally. This might include senior management, subject matter experts, and potential subcontractors. A kickoff meeting is a good way to align everyone on the strategy, roles, and timeline.
Structuring the Response:
A well-structured response is essential for conveying your message clearly and ensuring the bid is easy for evaluators to assess. Effective structuring involves several key considerations:
- Storyboarding: Storyboarding is a technique borrowed from filmmaking and marketing that involves outlining your response before you start writing. This helps ensure that your bid has a logical flow, with each section building on the previous one to tell a cohesive story. It also helps you visualise how your win themes will be woven throughout the document.
- Compliance Matrix: Create a compliance matrix that cross-references the ITT requirements with your planned response sections. This tool helps ensure that you address every requirement and can also be used as a checklist during the final review.
- Consistent Voice and Style: If multiple people are contributing to the bid, it’s essential to maintain a consistent voice and style throughout. This not only makes the document easier to read but also presents a unified brand image. Consider creating a style guide for the bid, covering aspects such as tone, terminology, and formatting.
- Word Count and Deadlines: The ITT may impose word count limits for specific sections. Plan your content accordingly to avoid cutting important information or exceeding the limits. Additionally, set internal deadlines for each section of the bid to ensure the final document is ready for review and submission well before the deadline.
Step 3: Writing the Bid
With the plan in place, the next phase is writing the bid itself. This is where your strategy and preparation come to life, as you craft a response that clearly communicates your offer’s value while addressing the buyer’s needs.
Writing with Clarity and Precision:
Bid writing is a specialised skill that requires a balance of technical knowledge, persuasive communication, and meticulous attention to detail. Here are some best practices for effective bid writing:
- Focus on the Buyer: While it’s important to showcase your company’s strengths, the focus of your bid should always be on the buyer’s needs. Use the ITT as your guide, making sure that each section of your response is directly relevant to the buyer’s requirements. Avoid generic content; tailor your response to the specific tender.
- Use Evidence and Data: Wherever possible, support your claims with evidence. This might include case studies, testimonials, performance data, or examples of past successes. Quantifiable data is particularly persuasive, as it provides concrete proof of your capabilities.
- Keep it Simple and Direct: Avoid jargon and overly complex language. Your goal is to make it as easy as possible for the evaluators to understand and appreciate your proposal. Use clear, straightforward language, and focus on communicating your message effectively.
- Address the Scoring Criteria: Refer back to the ITT’s scoring criteria as you write each section. Make sure your response is structured in a way that maximises your score. For example, if the ITT assigns a high percentage of points to a particular aspect of the project, dedicate sufficient space to thoroughly address that area.
- Be Persuasive: Remember that you’re not just providing information; you’re persuading the buyer that your company is the best choice. Use persuasive techniques such as highlighting benefits over features, appealing to the buyer’s goals, and creating a sense of urgency or importance around your offer.
- Quality Control: Before moving on to the next stage, ensure that the content of each section has been thoroughly checked for accuracy, relevance, and clarity. This includes verifying all facts, figures, and references, as well as ensuring that the content aligns with your win themes and overall strategy.
Step 4: Review and Refinement
The final step in the bid process is the review and refinement stage. This is where you take a step back and assess the bid as a whole, making sure it’s polished, cohesive, and ready for submission.
Conducting a Thorough Review:
A rigorous review process is essential to catching any issues that could undermine your bid. Consider the following aspects during the review:
- Compliance Check: Use the compliance matrix created during the planning stage to ensure that your bid meets all the ITT requirements. This includes checking that all necessary documents are included, all sections are complete, and any specified formats or templates have been used correctly.
- Content Review: Revisit each section of the bid to ensure that the content is clear, relevant, and persuasive. Look for areas where the language can be tightened, arguments strengthened, or additional evidence provided. Also, check for consistency in style and tone across the document.
- Scoring Simulation: If possible, simulate the scoring process based on the ITT’s evaluation criteria. This can help identify sections that might need further refinement to maximise your score.
- Proofreading: A final proofreading pass is essential to catch any spelling, grammar, or formatting errors. Even small mistakes can detract from the professionalism of your bid and create a negative impression with evaluators.
- Stake
holder Sign-Off: Before submitting the bid, it’s important to obtain final approval from key stakeholders, such as senior management or subject matter experts. This provides an additional layer of oversight and ensures that everyone is aligned with the final content.
Step 5: Final Submission and Follow-Up
With the bid complete, the last step is to submit it according to the ITT’s instructions. This might involve uploading the document to an online portal, delivering hard copies, or following specific packaging and labeling requirements. Ensure that you submit well before the deadline to avoid any last-minute technical issues or delays.
Post-Submission Follow-Up:
After submission, it’s a good idea to follow up with the buyer to confirm receipt of your bid. This demonstrates professionalism and ensures that your bid is in the running. Additionally, if your bid is successful, or even if it’s not, seek feedback from the buyer to learn how your proposal was received and where improvements could be made for future tenders.
Conclusion: The Art and Science of Bid Management
Responding to an ITT is both an art and a science. It requires a deep understanding of the buyer’s needs, a strategic approach to planning and writing, and meticulous attention to detail. By following the steps outlined in this guide, you can significantly enhance the quality of your ITT responses, improving your chances of winning contracts and driving your business forward.
Bid management is a complex and often challenging process, but with the right approach, it can also be incredibly rewarding. Whether you’re a seasoned bid professional or new to the field, continuous learning and improvement are key to success. Each bid presents an opportunity to refine your skills, build on your experience, and increase your win rate.
At Bidding Ltd, we specialise in helping businesses navigate the bid process with confidence and success. Our tailored bid management services are designed to support you at every stage, from strategy development to final submission. If you’re looking to improve your bid capabilities and win more contracts, get in touch with us today.
