Tips On Writing a Winning Tender Responses

Madrigal has a successful approach to writing winning tenders for our clients. Winning high-value tenders is crucial for every company to grow their business. All our consultants understand tender requirements and have a high success rate with tender responses, RFTs, EOIs, etc. We have experience and expertise in Government procurement, infrastructure and utilities projects and project management.

Madrigal ‘s 6 Point Approach to Winning a Tender

Madrigal has identified six essential elements that every tender response should have. The first five are about getting into the race – the last one is about winning it.

Your response to a request for tender (RFT) or Expression of Interest (EOI) is to provide all the evidence of how well you can deliver the service or contract. The client will evaluate your submission against the rules, procedures and criteria outlined in their RFT or EOI document. If it is a Government contract they will follow these procedures rigidly and without favour. A tender response not complying with the procedures and rules will take you out of the race. To be considered, your tender response must meet all the requirements of the RFT. First, work on understanding the rules, procedures and regulations to create a compliant tender response.

Thousands of hours of time may go into preparing a tender response and it is important that it shows. Our experience in the industry shows that if your tender response is presented badly it is perceived as lacking in care and is judged harshly. And considering the time and resources spent on drafting a tender response, you don’t want all of it to go to waste because of careless presentation.

So due attention should be given to properly presenting your tender response. You must present your documentation at least as professional as your competitors. This means ensuring the document creates a professional image for your organisation and is properly edited and comprehensively proofed. In case, the tender assessors have provided a specific format or template, then it’s crucial to follow such instructions to make sure your tender response is easily comparable.

The tender assessors are primarily concerned with getting value for money (VfM) from the provider of the service. Make sure that you provide all the information about your service provision that will help the assessment. Small mistakes or omissions may disqualify your response from the tender process and lead to losing a major contract to competitors. It is better to make sure by providing too much information than allow your tender response to be disqualified because it did not provide enough information. Also, make an effort to get straight to the point to keep your tender response succinct.

Governments and head contractors are now recognising that value-for-money (VfM) and not the price is the most important aspect of assessing service or product delivery. Many organisations try to compete on price alone, which is a dangerous strategy if your competitors can undercut your price or if they can offer additional services for the same price. Your bid should emphasise the full range of business benefits to the client.

Selling your bid to the client is not difficult if you understand what the client wants and needs. To create a convincing argument for the assessment panel you must understand what they want, what they need and how they operate. Then you can explain clearly how your company will provide the wants and needs of the client. Furthermore, try to avoid using too much jargon or industrial terms that the assessors may not be familiar with. The goal is to make an easy-to-read tender response.

Now that you are a fully complying bid how will you win against all the other fully complying bids? This is the most difficult question in every tender bid. Presenting bids that are differentiated from the competitors is about marketing and salesmanship.

Convincing the assessors that your solution is the most desirable requires your bid to contain something of a “wow” factor so your bid presentation and content needs to be creative and dynamic. If your tender response scores well on all these aspects, it has good odds of winning high-value contracts.

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