Professional Bid & Tender Preparation

If you need some support on a tender that isn’t even out yet, bravo – you’re one step ahead of most! Rest assured, you’re doing the right thing in trying to get ahead of the curve. BWS can support you with the market research and preparation that could be the difference between a good bid versus an excellent bid. Whilst many overlook it, bid preparation is a key part of the tendering process.

Our Bid Preparation Process

The bid preparation process at BWS focuses on making your bid competitive, accurate, and fully tailored to the buyer’s needs. Here’s a step-by-step breakdown of our process:

1. Analysis

The first step in bid preparation is to analyse your current collateral and tender requirements. We will perform a GAP analysis to understand where there are possible gaps in your existing bid library vs the possible questions on the upcoming tender. We can also have a deep dive into your previous submissions to understand the areas where we can add most value to improve your overall scores.

2. Strategic Planning

Our next step is to develop a strategic plan that focuses on enhancing your materials and tender documentation, with the aim of making your organisation ‘Bid Ready’. This means ensuring that your bid meets the basic requirements, and stands out from the crowd. Depending on the timeframes around the tender being released, there may be an opportunity to build out some genuine ‘best in class’ boilerplate responses ahead of time.

3. Interviewing Subject Matter Experts

As part of the bid preparation process, we may need to conduct interviews with your subject matter experts. Here we can gain valuable insights and information that can be used to strengthen your bid. Input from experts also ensures that your bid is technically accurate, and reflects your organisation’s expertise.

4. Aligning with Industry Standards

Throughout the bid preparation, the utmost care is taken to ensure that all details submitted align with your industry standards. This is crucial, as buyers often look for bids that demonstrate a deep and thorough understanding of the industry’s challenges and requirements.

5. Appointing a Bid Lead

At this point in the process, you will be appointed a dedicated Bid Lead to manage the process from here. Your Bid Lead will work closely with you to determine realistic timelines and desired outcomes, and are incredibly important for coordinating team members, managing the bid library, and ensuring that all elements are cohesive and consistent.

6. Communications

Where many bid preparations fall down, we thrive. BWS prioritises strong communication, providing regular updates throughout the entire process to keep you fully informed and involved. This ensures transparency and allows for any necessary adjustments to be made along the way.

What industries do we prepare bids for?

At BWS, we assist a wide range of industries with professional bid preparation:

  • Catering
  • Cleaning
  • Construction
  • Dental
  • Facilities Management
  • Ground Maintenance
  • Healthcare
  • Security
  • Highways
  • Professional Services
  • Rail
  • Utilities
  • Waste Management
  • Digital Transformation
  • IT
  • Cyber Security
  • Logistics 
  • Transportation
  • Recycling
  • Civil Engineering
  • Legal

What is Bid Preparation?

For many businesses and industries, bid preparation is a pivotal part of growth aimed at equipping that company with the necessary resources and information to submit a competitive tender. Bid preparation involves creating a tailored bid library, analysing the Invitation to Tender (ITT) documents, and developing an answer plan that dissects the requirements of each tender question, and ensures the answer is detailed and comprehensive.

At BWS, we are working with some of the fastest growing companies in their respective industries, building out robust Bid Libraries to set them up for even more success in the months and years ahead. By developing a genuine Bid Library, you are giving your business the absolute best fighting chance of success on all upcoming bids, you’re making the entire bid process much more efficient and you are making the process more cost effective. Your unique Bid Library will be built to suit your distinct requirements, ensuring you have a comprehensive library that can be used for tender responses. Your Bid Library will be 100% unique to you and your company. We will work with you to fill in the gaps in your existing Bid Library, including case studies, policy documents, boilerplate responses, Social Value and so much more.

Why work with BWS for Bid Preparation?

Understanding of Awarding Panels

Over the years we have developed a deep and thorough understanding of what awarding panels look for when it comes to bid preparation and submission. We know they seek clear, concise and compelling responses that demonstrate a strong fit between the bidder’s capabilities and the project’s requirements. Our team is adept at crafting responses that prove this.

Constant Benchmarking

We are committed to continuous improvement, which is why we constantly benchmark our bid preparation – and other services – based on the latest industry trends and feedback we receive. This ensures that our approach to bid preparation is always current and effective. This commitment to staying abreast of changes in the bidding landscape sets us apart from others.

Effective Templates

Our bid preparation templates are designed to help you encapsulate the themes and details that make your submission stand out. These templates not only streamline the writing process, but also ensure your responses are structured effectively and cover all necessary points.

Focus on success

Our ultimate goal is to improve your chances of bid success. Every aspect of our services – from analysing the tender documents to crafting the final responses – is geared towards this goal. We work closely with you to understand your unique strengths and how best to present them in the bid.


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