How to Write a Tender: A Simple Guide for Beginners – Part 3 Bid Writing
Having diligently completed the foundational work of bid readiness and the strategic preparation in bid development, we now transition to the pivotal phase where we begin to articulate our responses. This stage is where our deep understanding of the client's requirements and our thorough preparatory work converge to shape a compelling narrative. It's time to crystallize our value proposition and develop win themes that resonate powerfully with the client's needs.
Crafting these responses is not just about addressing the requirements listed in the RFP; it's an art of weaving our unique strengths, insights, and capabilities into a narrative that not only answers the 'what' but eloquently explains the 'how' and 'why'. The value proposition must succinctly capture the essence of what makes our offer superior, while the win themes should consistently underline the key benefits and differentiators that set us apart. This stage is about painting a vivid picture for the client, showing them a future where their needs are not just met but exceeded by our tailored solutions.
Following the development of a strong value proposition and win themes, the next 8 steps builds upon the work done in the earlier phases, forming a comprehensive and cohesive bid document. This process not only showcases your capability and understanding of the project but also underscores your commitment to delivering value and excellence to the client.
1. Detailing the Solution:
Break down your solution into clear, manageable parts. Describe in detail how each element addresses specific aspects of the RFP and client needs.
Include technical specifics, methodologies, timelines, and any innovative approaches.
2. Evidence and Case Studies:
Support your propositions with evidence. This could include case studies, testimonials, or data that demonstrate your past success and expertise.
Tailor these examples to closely align with the client's situation and requirements.
3. Risk Management and Mitigation:
Identify potential risks associated with the project and your strategies for managing and mitigating these risks.
Show that you have a proactive approach to ensuring project success and stability.
4. Cost Proposal:
Develop a comprehensive and transparent cost proposal. Ensure it aligns with the value proposition, highlighting the return on investment for the client.
Justify your pricing with respect to the quality and scope of the services/products offered.
5. Quality Assurance and Compliance:
Detail your quality assurance processes and how you will ensure compliance with industry standards and regulations.
This builds confidence in your ability to deliver consistently and maintain high standards.
6. Drafting and Reviewing:
Draft the proposal, integrating all the elements from the value proposition to the detailed solution.
Conduct thorough reviews and revisions to refine the language, clarity, and persuasiveness of the proposal.
7. Finalisation and Submission:
Ensure that the final proposal is well-organised, visually appealing, and easy to navigate.
Double-check compliance with all submission guidelines and requirements before submission.
8. Preparation for Post-Submission:
Prepare for potential follow-up questions or presentations post-submission.
Develop a strategy for engaging with the client during the decision-making phase.
The Impact of Good Writing
Good writing can clarify complex ideas and showcase your professionalism, but it will not compensate for fundamental flaws in your proposal, such as a lack of understanding of the requirements, compliance or evidencing relevant experience. Top tips for good writing include:
Collaborate with Subject Matter Experts to ensure that your written responses are technically accurate and comprehensive.
Break down multi-faceted questions and address each part systematically to ensure a thorough response. Organise your responses for maximum clarity and impact. Use headings, bullet points, and short paragraphs to enhance readability, ensuring you prioritise the most critical elements in your answers. Align your responses with the buyer's primary concerns and objectives.
Illustrate how your solution offers added value. Discuss both features and benefits, clearly articulating how you intend to solve the buyer’s problem and where you have done this before for another business or client.
Use a clear writing style that is free of jargon and acronyms. A storytelling approach can make your proposal more engaging. Keep your writing concise and focused. Assume the evaluator knows nothing about you or your service, so that you don’t miss any important information.
Reference the bid specification directly and use the buyer’s language where appropriate. Tailoring your response shows that you have thoroughly understood and reflected upon their requirements.
Enhance with visuals where possible. Incorporating flow diagrams, images, and colour breaks up huge chunks of text and will make your submission more appealing and easier to understand. Visual aids can effectively complement and clarify complex information.
Conclusion
Writing a tender is an art that combines attention to detail, strategic thinking, and clear communication. By following these guidelines, you can create a bid that not only meets the buyer's requirements but also vividly showcases your own unique value proposition. Remember, every bid is a learning opportunity, and you will get better with more practice. Continually refine your approach based on feedback and experiences. Happy bidding!