When it comes to competing for government tenders, your small business may be better placed than you think. Because government authorities need to achieve the best value for money in their procurement, small businesses can often position themselves effectively against larger bodies for a variety of contracts.
Small businesses, right down to sole traders, can provide clients with the personal touch. They can also specialise in a way that larger firms can’t always compete with, and they can offer a similarly high level of flexibility. All of these advantages explain why some larger clients prefer to work with smaller contractor
TENDER WRITING TIPS
So how should you write a tender for the best chance of success? Here are some tips:
Be prepared. Read the tender document in full, understand the conditions of the tender and make sure you have the capacity to meet its requirements. Seek advice to ensure your business structure is suitable for this opportunity.
Be informed. Attend all briefings and information sessions and ask any questions you need to clarify the requirements.
Be on time. Allow sufficient time to complete the tender and be aware of all deadlines.
Be organised. Make sure you can obtain the required insurance cover for your business — you will need to satisfy the requirements of the tender if you are the preferred respondent before the contract can be awarded, including having all insurance requirements in place. In addition, check all operation and procedure manuals are current and meet the requirements of the tender.
Be relevant. Make sure your capability statement is relevant to the scope of work that is being tendered on. Choose referees who understand the products or services you are tendering for.
Be complete. Address all the requirements and complete all documents, schedules and attachments, following the tender template format if one is provided. Once you have finished writing, ask someone else to proofread the submission to check for any errors.
It’s important for businesses to understand that tenders aren’t necessarily awarded on the lowest price, but on capability and value for money demonstrated in your submission. You should also describe how your business will manage and deliver the work and demonstrate the skills and experience of your team in carrying out similar projects. You should detail the value for money and benefits you will deliver and be clear about your pricing structure.
FINDING OPPORTUNITIES & CLIENTS
The public sector and large corporations offer trades the opportunity to compete for contracts by putting them out to tender. If you’re wondering how to win a tender contract, then you’ll first need to understand how the tender process works. This will change depending on the organisation whose work you’re bidding for.
Before considering how to prepare a tender, you’ll first need to identify tender opportunities. Often, public sector departments are likely to have preferred supplier lists, but these aren’t fixed.
If a business is putting work out to tender, then often you will hear about it by first getting to know that client. In general, they’ll have a list of preferred suppliers, so your first aim might be to get onto this list through referral or by networking.
Trade companies and small businesses will submit a proposal to carry out a particular project with that organisation. It will begin with an estimate of the cost of the materials and work involved. The competing tenders are treated as an offers based on quantities/estimated quantities or other specifications, plus a statement of the work involved.
Finding out more about how to prepare a tender document, a tender proposal or tender for contract isn’t always straightforward. It’s worth approaching others in your industry who have already done it, since the process varies widely. You should also familiarise yourself with the business or organisation offering the work.
Be realistic about what your business can currently do. This applies whether you’re trying to win work through bidding, updating your website or pounding the streets with your leaflets in hand. Customers may not approach you to quote for work again if you withdraw from work that you've committed to because you haven't been able to manage your workload.
COMPANIES CAN ONLY APPLY FOR TENDER CONTRACTS IF THEY ARE LEGALLY REGISTERED WITH RELEVANT AUTHORITIES
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