Tender writing can seem intimidating, even if you have done it for years. The specifications can run into hundreds of pages and you need to have an eye for details and know how to simplify complex process. The supporting documents can seem extensive, and the word count can often go over 10,000+. If your company doesn’t already have a dedicated department to handle this, making time for tendering might be challenging.
There are many reasons to consider outsourcing tender writing – but are you aware of what to expect if you choose to do so? Here is some helpful advice and direction for working with a tender writing consultancy.
To begin with, it is critical to note that the more input you and your company provide into the tender, the higher the quality and competitiveness of the tender. Most good tender writing consultants will tell you that a new contract will not fall into your lap; it requires a collaborative effort on both sides to outperform the competition. The company that the tender writing is outsourced to understands the tendering process well and will respond to each question to gain maximum points; they will not be aware of some of your organisation’s most valuable details and unique selling points. These have to be provided from your end.
Similarly, even if you outsource writing tenders or bid management, the process of developing a winning response should be collaborative; this is what large contract-winning companies do. As a result, you and some of your team will most likely need to set aside some time to participate in and contribute to that collaborative process. The time and effort required will naturally decrease as you progress and each party gets to know the other better.
Tender writing is typically outsourced in the following steps:
- Contact a tender writing consultancy and learn what value they can bring you. Are they willing to work hard with you and your strengths and weaknesses? Do you want short-term or long-term support and success?
- Determine whether they are a good fit for your company and agree on the scope of work. It could be reviewing the responses, monthly bid management, portal checking and writing responses and submissions.
- As the main point of contact, an experienced tender writer will be assigned to review the tender questionnaire and all related tender documentation to ensure that you fully understand everything required.
- Kick-off meeting with your company’s subject matter experts and key stakeholders.
- Creating and developing tender project plans, outlining key stakeholders, subject matter experts, responsibilities, actions and time frames.
- Discovery sessions with subject matter experts and key stakeholders to collect the necessary information to fully respond to the tender questionnaire.
- The tender writing company checks the portals regularly for buyer clarifications.
- Supporting material like policies, SOPs, organisation charts, diagrams, and sample KPI reports are gathered, reviewed and upgraded/created as needed.
- Tender writing companies create first drafts of each response, working with your company’s subject matter experts and stakeholders.
- Your company’s stakeholders will review the draft responses and can suggest comments and changes.
- Tender writers will incorporate feedback and draft the revised versions, although there may be more interim drafts depending on the time available and the complexity of the tender.
- Your approval of the final versions should reflect your organisation, answer all questions and demonstrate your ability to deliver on time.
- All responses are submitted to the buyer in the appropriate format, along with any supporting materials and pricing. If necessary, a meeting of learned lessons is held after the submission. Again, a good tender writing partner will want to do this so that feedback can be gathered and the quality of the next bid can be improved. This is also an essential step in increasing your ROI.
Winding Up
The preceding steps demonstrate that relevant personnel’s timely participation in the process is critical to achieving a high-quality outcome. Typically, the first outsourced tender requires the most effort because the writer starts from scratch. But as you continue working together, the writer will build on existing knowledge and material, requiring less time.
