People frequently ask for a tender template but are disappointed when we say that we don’t have a generic PQQ or tender template.
Let’s look at the reasons why:
Formal PQQs, RFQs and tenders rarely follow the same format
Businesses are all different – even in the same industry
Customers’ needs differ too
Therefore there is no ‘one-size fits all’ solution. However, there is certainly a case for developing your own tender template library.
What Tender Templates Can You Use?
If the invitation to tender (ITT) is not formatted then it is more like a formal sales proposal. See How to Write Sales Proposals for details on creating your own proposal / tender template.
There are a lot of hints and tips about writing tenders in Bid Management. This post deals with a fundamental issue (and common problem) regarding writing tenders and bid management – actually getting started with the tender response.
Writing tenders is not most people’s favourite pastime. Therefore they often put off looking at a tender until near the deadline. Also many agonise about what to write, leading to more procrastination. So tenders get left until the last minute and then rushed… normally resulting in a second rate tender submission and less chance of being successful.
Writing Tenders Top Tip – Get started as soon as possible!
You normally have 3-4 weeks to submit a tender or PQQ; this initially seems like a long time but it soon goes so do make a start in the first few days. This allows you to:
This guide to responding to tender questions also relates to PQQs, RFPs etc. If you follow these simple steps, you will improve the quality of your tender responses and your chances of winning the bid.
Responding to Tender Questions Checklist
These basic actions explain tender writing best practice when responding to tender questions and how to avoid making common tendering errors.
You should build up a tender response library. There’s nothing wrong with re-using good content. As long as it is relevant and customised to each tender. Avoid just cutting and pasting or sticking to a tender template.
Answer All the Questions
Simply put – don’t leave any gaps. If you do, you cannot get marked and that means zero points / no score.
Answer the Question
Don’t fudge an answer – if you are not sure then ask.
Also check that you have really answered what is being asked – not what you think is being asked.
Tell the Truth!
It’s often tempting to give the answer that is expected e.g. “Is your company ISO 9001 accredited?” Too many companies have responded: “The company is in the process of getting 9001 accreditation”. Buyers know this normally translates to “No, and no intention of getting it unless you really push me”.
Therefore give a positive response by adding when it is due to be completed (if you really are in the process) or state that you do not have 9001 but do have quality processes in place / would be willing to get it. Or just say no. NB if it is a mandatory requirement, then you may just have to pull out.
When trying to write good tender / PQQ / RFP responses, a good starting point is to understand what are the most common tendering mistakes – you can then make sure you avoid them!
In no particular order:
1. Incorrect Cost Schedules
You normally have to complete a pricing template; this makes it easier for the buyers to compare the various submissions. If you get it wrong, your prices may not accepted or marked properly
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