Do’s and Don’ts of Tendering

Eddie ReganSenior PASS Consultant

Do’s and Don’ts of Tendering

Know that public sector is a regulated market

• Learn the rules, before you start playing the game

• Apply the rules – don’t look for ways to skirt them

• Ask about the marking and weighting of questionnaire answers

• If weighting is not revealed, ask about order of priority

RememberThe first stage of the selection process is:

REJECTION

Do’s and Don’ts of Tendering

Questionnaires

• Remember short-listing is about disqualifying applicants

• Quantify your questionnaire answers as far as possible

• Ask about disqualifying criteria – especially turnover

• Be sure to provide all submissions and answer all questions

• When answering Mandatory Questions the answer is always:

YES

Do’s and Don’ts of Tendering

Most Common Requirements

• Health and Safety Policy

• Environmental Policy

• Equal Opportunities Policy

• Race Relations

• Quality Insurance

• Insurance

• 2 Years’ Financial Accounts

• Personnel Profiles

• References and Past Experience

• Investors In People

• Staff Turnover

• TUPE/TURER

Expressions of Interest andInvitations to Tender

• First thing to do: Read the instructions

• Second thing: Read them again

• Third: Get someone else to read them

• Finally: Before returning tenders, read instructions one more time and make sure you have complied with them

Do’s and Don’ts of Tendering

Pre-Tender Meetings• If briefings are offered – attend if at all possible

• Ask questions – preferably in open forum not in private

• Ask about tender assessment and for any weightings or order of priority

• Verify acceptability of variations

• Ask about budget

Do’s and Don’ts of Tendering

Pre-Tender Meetings

• Bring key personnel – not sales team or window dressing

• Team should know the tender and each other

• Include specialists if pre-presentation questions suggest it

• If using presentation tools – know how to operate them

Do’s and Don’ts of Tendering

Pre-Tender Meetings

• Arrive on time – but expect to run late

• Stick strictly to the given timetable

• Don’t argue with the presentation board chairperson

• Don’t interrupt own team members

• Don’t make rash promises

Do’s and Don’ts of Tendering

Basic Tips for Expressions of Interest and Invitations to Tender

• Prepare a database of the basic information likely to be requested

• Copy all documentation and store the originals safely

• Set up a team - comprised of a member of each relevant department (never do it alone)

• Check if variants are acceptable

• Do not presume that the contract notice is infallible

• Ask questions!

Do’s and Don’ts of Tendering

Basic Tips for Expressions of Interest and Invitations to Tender

• Note the ITT order of questions, do not shuffle the answers

• Do not do the most important work close to the deadline

• Do not be late in delivering the tender

• If asked for hard-copies, send the number asked for

• Stay focused on client requirement not what the company can deliver

Basic Tips for Expressions of Interest and Invitations to Tender

• Keep ‘bumpf’ separate from the requested material

• Do not hold anything relevant back

• Ensure clear and precise display

• Avoid hand-written answers

• Ensure compliance with all requirements

• Check, recheck and recheck tender - involve others.

Do’s and Don’ts of Tendering

Are your tenders addressing Government Initiatives?

• Environmental and Sustainability

• Promotion of opportunities for SMEs

• Innovation

• Wider Markets Initiative

• Partnership

• Social Issues - Employment Law - TUPE etc.

You need to clearly identify and explain the benefits of any of the Governments Initiatives in your submission

Do’s and Don’ts of Tendering

Tenderers Common Mistakes

• Fail to understand or don’t comply with the specification

• Lack sufficient capacity (small company - big contract)

• Financially unstable

• Pad out a bid with ‘bumpf’ to make it look good    

• Don’t show experience of similar work

• Tender doesn’t ‘hang together’ (put together in parts) – does your company?

• Don’t turn up to supplier meetings

Do’s and Don’ts of Tendering

Winning Tenders

• Are customer focused• Provide added value at no added cost• Are innovative• Identify and address risk• Show clearly how they will deliver continuous development and improvement• Clearly show how and why they are the Most Economically Advantageous Tender

They provide benefits that:• are demonstrable/measurable • are tangible• have identifiable monetary value

Final Pointers

• Don’t believe the PQQ/ITT is correct – ASK questions if in any doubt

• Identify and meet risk head-on and up front

• Always show how and why your tender provides good VfM

• Try to add value throughout the course of the contract

• Identify problems early and discuss

• Audit relations throughout the contract

• Be positive and professional