What is a tender?
When a government or organisation requires a service, it issues a tender, which is essentially an invitation for businesses to bid and try to win the contract. This process ensures that the most suitable provider is chosen based on criteria such as cost, expertise and the ability to meet the project’s requirements.
Types of tendering
When it comes to public sector buyers, there are typically two forms of tendering procedures:
- Open Tender: For an open tender, any supplier or service provider is eligible to submit a bid. This is one of the most common types of tendering, and will typically include an Invitation to Tender [ITT] and an evaluation.
- Restricted Tender: For a restricted tender, only selected suppliers or service providers are invited to submit bids. This tender is used when the buyer wants more complex or specialist services, and will typically include a Pre-Qualification Questionnaire [PQQ] as well as an ITT.
- Negotiated Tender: This type of tender is a negotiation between the buyer and prospective suppliers. There are no guidelines or specific stages for this type of tender.
What are the stages of the tender process?
1. Advertising the requirement
There are numerous platforms that are used to advertise tender opportunities, and keeping an eye on these platforms can help ensure that you don’t miss out on any contracts that align with your business. These advertising platforms include:
E-tendering portal
An E-tender portal is an online platform where organisations can post tenders, and suppliers can view and submit bids electronically.
Trade publications
Trade publications are industry-specific magazines or journals that target businesses in a particular sector. For businesses, trade publications are great ways to scan for opportunities in specific sectors such as construction, healthcare or IT.
OJEU
OJEU is a publication that lists public sector contracts that exceed certain value thresholds across the EU. The Find a Tender Service [FTS] can be utilised to reach a broad pool of eligible suppliers.
Specific websites
There are websites dedicated to particular industries or sectors where tenders are advertised to targeted audiences. Examples include:
- Bidstats
- Tenders Direct
- Technology Tenders
Social media
Platforms like LinkedIn are used to promote tender opportunities to a broader or more targeted audience. Our BWS LinkedIn page regularly shares tender opportunities that we think businesses will be interested in.
2. The selection stage
The selection stage often involves a Pre-Qualification Questionnaire (PQQ), which ensures that any potential suppliers meet the standards set by the company. This includes, but is not limited to, factors such as:
- Financial stability
- Contract experience
- Accreditations and Qualifications
- Legal and regulatory compliance
This stage is useful for buyers because they will be able to ascertain which businesses meet the minimum criteria, and they will be able to proceed to the Invitation to Tender stage.
If you’re struggling to complete the PQQ, our guide can help.
3. Evaluation of selection stage (PQQ)
The evaluation stage involves the reviewing of submissions to determine which suppliers can progress to the full tender evaluation stage. Those selected are able to proceed to the Invitation to Tender (ITT) stage.
4. Invitation to Tender (ITT)
When preparing the bid response, it is necessary to follow all instructions and guidelines outlined in the ITT, such as any word limits, format, or if there is any supported documentation required. Identifying your win themes and USPs is essential; these will help your proposal stand out and enhance your chances of winning the contract.
Once you have identified these aspects, you can begin writing your bid.
Every technical question on the ITT should be storyboarded, so you know how to answer it in a way that will showcase your business as the prime choice for the contract. Breaking down complex questions into smaller questions will enable you to provide thorough answers.
There will also be online questionnaires for you to complete that will require supporting documentation. Any certifications, accreditations or other relevant materials should be readily available for you to provide where necessary.
Bids can be submitted through a variety of methods, and it will depend on the buyer. You may have to submit through an online portal, by email or by postal mail. It is essential to allocate sufficient time to meet the submission deadline and ensure that your bid complies with all specified guidelines.
Writing an exceptional bid submission can be the difference between winning and losing the contract. Bid Writers are important in this process to increase your chances of a successful bid, and you will work with them to obtain the best result as the entire process is a collaboration.
5. Evaluation of tender submission
The evaluation of your tender submission is completed by an evaluation panel, who will review the financial and quality elements that were requested and review them against the requirements and criteria outlined in the ITT. Even if your bid was not successful, it is important to request feedback so that you know exactly why you weren’t awarded the contract. If there are specific areas where you scored highly, store your responses in a bid library so that you can reuse them for future bids.
6. Award of contract
Finally, after evaluating the winning bid, a contract award will be issued to the successful bidder. Typically, there is a standstill period of around ten days during which unsuccessful bidders can review the results and seek clarification if needed.
It’s important to note that certain parts of the tender process will be the responsibility of the tenderer, not the Bid Writer. For example, the pricing document is something that the bidding company will need to fill out themselves, as they are the only ones with full access to the financial information required to complete the document.
Need more information on the tender stages? We’re here to help. Contact Bid Writing Service and one of our friendly representatives will assist you.