4 simple steps to stronger tenders

Staying competitive in public sector contracts will always come down to your tenders one way or another. So it stands to reason that improving the quality of your bid responses is a key way to increase your chances of success. And as at least 10% of your score is about the social value you bring to the table, it all paints the picture that this is something worth focusing your attention on. 

You could be the most skilled, experienced supplier out of everyone who puts themselves forward. But if you can’t match that with a strong tender that demonstrates exactly what tangible, meaningful impact you’ll bring to the project, you might find yourself falling short more often than not. 

So, rather than leaving it to trial and error, we’ve put together a quick cheat sheet. For any potential public sector suppliers out there, here are four simple steps to creating stronger tenders that really show what social value you can offer.

Step 1: Do your research beforehand

To produce impactful bid responses, you need to look outside of your organisation. It’s not a case of what you think is important or meaningful. Instead, the clue is in the name. They should always be a response to what the buyer is expecting from you.

A critical first step to higher-quality tenders is performing more research. Take the time to understand the social landscape of the local area, the priorities of the buyer, and the specifics of the project itself.

Research the local council’s social value statement and priorities. What themes from the Social Value Model are they focusing on currently? What are their targets for growth over the next few years? Look over their own action plan and identify areas where you’re in a unique position to help them achieve more.

For example, let’s say they’re doing a big push in 2023 to reduce the impacts of climate change and income inequality. Maybe you’ve started a living wage policy. Or you have a commitment to go carbon neutral by 2030. These are elements where your priorities are aligned, so bring them to the forefront.

Step 2: Do your research beforehandAsk questions

One of the biggest mistakes you can make at tender is blindly assuming you understand exactly what a buyer expects from your bid. Sometimes, their priorities will be straightforward and you will find it easier to shape a relevant response. But other times, their goals and expectations can be far more complex.

If you have any doubts or uncertainties about what exactly a buyer wants or expects from tendering organisations, it’s always better to ask.

At the very least, you’re showing you’re engaged during the process. That you care what’s necessary.. So if you’re not 100% sure what’s needed, or how responses are being scored, get in touch with the buyer. Ultimately, they want to make the most informed choice. So it’s also in their best interest to offer further support and point you in the right direction.

Step 3: Do your research beforehandAvoid vague declarations

The more specific and tangible your commitments, the more trusting a buyer will be that you’ll actually see them through. Ideally, in a matter of minutes, buyers should understand exactly what you’re committing to. And how this will help them towards their own goals and targets.

As much as possible, include figures, data, dates, specific timeframes, places, and teams involved. And use these to build a detailed picture of what you’ll achieve and how you’re going to achieve it.

Let’s look at an example:

Vague: We’re going to offset any carbon involved in the construction of this local community centre by installing solar panels and planting trees in a local park.

Specific: We estimate the construction of this community centre will release around 100 tonnes CO2e. To offset this, we will install solar panels that will reduce a minimum of two tonnes each year, as well as planting 150 trees in the nearby [named] park.

When you can be more specific, it makes it easier for the buyer looking over your tender. And the less doubt they’ll have about your ability to see your promises through.

Step 4: Do your research beforehandPrepare to monitor your progress

Committing to certain social value targets is only half the job. Let’s say you’re awarded a contract: how can a buyer be sure you’re going to effectively stay on track and actually deliver your commitments?

Within your tender responses, outline how you will keep yourself accountable as work gets underway.

Identify how often you’ll check-in with your targets. How will you manage the social value data and communicate it to the buyer throughout the project duration? What staff and resources do you have on hand to complete the necessary data capture and analysis? What actions will you take if you were to fall behind on your timelines?

In some instances, a buyer will have their own social value system they’d like you to use for ongoing contract management. But at the tender stage, the more you can demonstrate a reliable process for social value data capture and reporting, the more attractive a prospect you become. 

The 10% minimum social value weighting in public procurement can make or break your ability to win contracts. So the more you can strengthen this aspect of your tenders, the higher your chances of being the chosen supplier. It’s not a guarantee, but it’s the next best thing. These four simple steps are a great place to start when elevating your bids.

Impact’s platform makes capturing the impact of your efforts simple. With decentralised data capture, real-time dashboards, and ongoing contract management, it’s never been easier to demonstrate your full value to buyers and stakeholders. To find out more, schedule a demo or get in touch with the team on 0161 532 4752.