How to Re-tender for an Existing Contract

You have to re-tender for an existing contract. What do you do? Don’t worry, this guide to re-tendering will help. It explains what to do and how to avoid some common pitfalls when re-tendering. Follow these steps to increase your chances of keeping the contract.

Re-tender for an existing contract

Re-tendering for an Existing Contract

The need to re-tender for an existing contract is a common reason for clients contacting us for help with a bid. They tend to fall into these categories:

  1. They have never had to submit a modern, more complex tender before and so are not sure how to approach it. Many clients have held contracts for years. They have won previous re-tenders which were price driven but not so complicated. This is typical of contracts involving public money falling in line with procurement rules.
  2. A friendly buyer has recommended that they engage a tender consultant. Sometimes the buyer has seen a past submission which was not up to scratch. Or the buyer knows the client’s in-house resources / skills might not be able to create a winning bid.
  3. It’s a must win tender. If they lose it, it will hurt the business.

Whatever the reason, they want to win the tender and keep the contract.

The starting point is to follow tendering best practice.

This is obvious – do everything correctly and you increase your chances of winning! There’s lots of information about this in our blog. Start with how to answer tender questions and writing positive Tenders. Also, make sure that you avoid making the most common mistakes when re-tendering.

Apart from applying best practice, the following steps will help you win the re-tender:

Don’t Assume They Know All About You

It’s common for business owners to say to me “Our customer knows all about us, so we don’t need to write everything down.”. WRONG!

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Beginners Guide to Pricing Tenders

As part of our tender consultancy service, I often discuss tender pricing strategies with clients. This beginners guide to pricing tenders covers the most common topics we talk about when aiming for the winning bid.

You know your business, its costs, competitive pricing and your competition – if you don’t, act now! I cannot tell you what will be the winning price. But this guide to pricing tenders explains some the most important issues when bidding to win a tender.

Beginners Guide to Pricing Tenders

General Pricing Strategy

Tenders almost always have price as part of their evaluation (see MEAT below). So, you must ensure that your company’s pricing is competitive in your market sector.

When undertaking a sales and marketing review with a client, pricing strategies are always on the agenda (part of the Marketing Mix). This is a much bigger topic than pricing tenders and is too broad to cover properly in this post but let’s look at some of the basics:

There are three elements to a price:

  1. Direct Costs are the specific costs incurred to provide the product or service e.g. staff, materials / sub-contractors and supervision
  2. Indirect Costs include premises, management, professional fees, administration etc.
  3. Profit is the difference between the selling price and (1) & (2)

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How to Write Tender Responses in a Positive Style (and Win More Bids!)

When you write tender responses, being positive helps you to maximise the impact of your bids. A confident tone shines through – as will any negativity. Therefore, you want to ensure that you avoid sounding negative and always be positive. You will appear confident and so encourage the markers to read your tender in an affirmative way. Hopefully leading to higher scores and therefore a win! This article explains 3 simple techniques that will help you achieve the right tone.

How to Write Positive Tender Responses

How to respond to tender questions covers all the basic steps of writing good answers to tender questions..

How to score high marks explains how to use the right language and style when answering tender questions. This includes:

  • Using benefits
  • Correct, complete and succinct writing
  • Writing in terms of ‘them’
  • Using the second or third person
  • Supporting evidence
  • Differentiating from the competition

We are now going to add some more subtle aspects to this ‘to do’ list by showing you how to write positive tender responses.

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5 Things to Avoid When Preparing Tender Submissions

5 Things to Avoid When Preparing Tender Submissions or PQQs

One of the very first posts that I wrote was on the 10 most common tendering mistakes. It shows the main errors made when preparing tender submissions or PQQs. Many of these are pretty fundamental mistakes such as missing information, which will quickly lose you marks.In this post I want to explore some more potential tendering pitfalls. These are less about omissions but more about mindsets or your approach. Make sure that you avoid them when next preparing tender submissions or PQQs.

When Preparing Tender Submissions or PQQs Don’t Make These Mistakes

1. Get ‘Tender Rage’

This usually applies to people who are new to tendering. They feel annoyed by having to tender for a contract in such a complicated manner. But most of us have got angry about the whole tendering process. I call this ‘Tender Rage’. Or ‘Getting the Grey Mist’ (there’s too much paperwork involved to get the full Red Mist!).

I can completely understand why people get it. Tenders involve a lot of effort. You have to deal with numerous complex questions and pricing schedules as well as long contracts and specifications. And let’s face it, some tenders are really badly written.

I’ve seen people compile a list of 30+ clarification questions! Not just because there are that many aspects on which they are unclear, but because they want to hit back at the tender panel.

I always try and remain calm and explain to clients why organisations tender. I also explain the tendering process. Then I recommend taking a break and starting afresh the next day. But also to make sure that the tender opportunity is for you (see next point No. 2).

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