How to Avoid Reinventing the Wheel for Each Tender Submission

(and save time by developing a library of useful content)

Creating a great tender submission can be hard work. I know from experience that anything you can do to avoid reinventing the wheel for every tender is a real bonus. That’s why I recommend developing a library of useful content that you can use over and over in your tenders — with a little customisation each time, of course.

Creating a library of your response content can be a strategic way to save time and improve the efficiency of your tendering process. 

Here are ten steps you can take to help you develop and maintain a content library: 

1. Understand the standard requirements by analysing the frequent elements across different tender responses. This will include information such as your company background, qualifications, policies, skills, and experience of key staff and previous project experience. It will also usually include your answers to health and safety, environmental, quality, social, sustainability, HR, and modern slavery questions.

2. Create templates for the different sections of a tender response and customise these based on the specific requirements of the tenders you’re working on.

3. Standardise key information by ensuring that the information is accurate, up-to-date, and complies with industry standards.

4. Build a knowledge repository for storing content and organise it by categories or topics so you can easily find what you’re looking for.

5. Depending on the size of your business, you might want to invest in a Content Management System (CMS) to manage and update your content efficiently. CMS tools can help with version control, collaboration, and access control.

6. Document any lessons learned from previous tender submissions by seeking feedback from successful and unsuccessful bids to improve your content continually.

7. Incorporate case studies and success stories that demonstrate your company's capabilities and track record, and make sure you tailor these examples to fit the requirements of different tenders.

8. Regularly update content by conducting periodic reviews to ensure its accuracy and relevance.

9. Get someone else (such as a professional tender writer) to review your content for readability and comprehensiveness.

10. Get my tender submission tips — just shoot me an email and they’re all yours, completely free of charge. 

My Final Advice

By implementing these strategies, you can streamline the tendering process, reduce response time, and increase the consistency and quality of your submissions. Keep in mind that while a content library can be a valuable tool, customisation for each specific tender submission is crucial to address the unique requirements of each opportunity.

And don’t forget, if you need a hand with your tender or library content, I can definitely help. Just call me on 0400 514 579, shoot me an email at pauline@tenderwise.com.au, or fill out this form here.

Happy tendering!

Pauline :)

How to Take the Stress Out of Tender Writing

There’s no doubt about it — tender writing can be pretty stressful, especially when you have a tight deadline, and you’re time-poor. But there are some things you can do to reduce stress and optimise your results.

Check out these suggestions.

1. Understand the Requirements

Carefully read and understand the tender documents, including all specifications, requirements, and evaluation criteria. Make a checklist of the key points you need to address in your response.

2. Plan and Organise

Break down the tasks included in the Response Schedules into smaller, manageable sections. Create a timeline and allocate specific time for each section to avoid last-minute rushes.

3. Collaborate

If you have a team, assign certain sections to individual staff members based on their experience. However, this option has the downside that it will impact their day jobs, so you’ll often end up with an inferior, half-hearted response. The other alternative is to use the tender writing services of a professional (like me).

4. Gather Data

Gather all the information you’ll need to include in the response, based on the requirements set out in the tender documentation. Make sure you support your response with relevant data, statistics, and examples.

5. Develop a Library of Reusable Content

Time is a precious commodity, so if you invest time now to develop a library of reusable content, you’ll save plenty of time (and stress) with your next tender.

6. Customise Your Response

Even with a library of content at hand, it’s uber-important to tailor your tender response for each tender so you can clearly understand the requirements and how well you meet them.

7. Highlight Your Strengths

Clearly articulate your unique selling points and what sets your company apart from your competitors. Showcase your experience, expertise, and success stories relevant to the tender.

8. Be Clear and Concise

Write clearly and concisely, avoiding unnecessary industry jargon, so your response is easy to read and understand.

9. Review and Revise

Review your response multiple times to catch any errors and improve clarity. At this point, it’s a good idea to get someone else to review your tender submission so you can get a fresh perspective on how well it reads.

10. Always Keep an Eye on the Deadline

Plan your time so you can comfortably meet the submission deadline and avoid any last-minute stress by submitting ahead of schedule. A word of warning about this: every tender portal has a countdown to the deadline. Even if you’re in the middle of uploading your submission when the deadline passes, the portal will slam shut and kick you out. So, allow plenty of time for this part.

Final Thoughts

Above all, you should approach the tender response as an opportunity to showcase your strengths and win new business. Focus on the positive aspects of your proposal rather than dwelling on potential challenges. If at any time you have any doubts or need clarification on certain aspects of the tender, don't hesitate to ask for more information.

Remember that the process of responding to tenders can be iterative, and each submission is an opportunity to refine and improve your approach. Following these tips and systematically approaching the task can reduce stress and increase your chances of submitting a compelling tender response. 

But if the tender writing task is too daunting or you don't have the capacity to write an awesome response, I'm here to help. Just give me a call at 0400 5145 57, shoot me an email at pauline@tenderwise.com.au, or fill out the form here. A chat costs you nothing :)

Happy tendering,

Pauline

Should I get a Professional Tender Writer to Review and Edit my Tender?

Tenders can be stressful — and very time-consuming. In addition, it’s not much fun if you don’t have a knack for writing a compelling story. So, it makes sense that engaging a professional tender writer can offer several advantages for businesses looking to win contracts through the tendering process. 

Below, I’ve listed ten reasons to consider engaging a professional rather than doing it alone.

1. Expertise and Experience

These professional writers are experienced in developing compelling and persuasive documents. They understand the intricacies of tendering processes and can navigate the requirements effectively.

2. Time efficiency  

Tender responses often have tight deadlines. So, working with an experienced tender writer allows your team to focus on their core competencies while the writer efficiently manages the tender response process, saving you valuable time.

3. Quality Assurance 

Professionals are skilled at producing high-quality, error-free documents. They can enhance your business credibility and demonstrate a commitment to excellence in the eyes of the tender issuer.

4. Customisation 

A professional writer can customise each tender response to address the unique requirements and preferences of the issuer. This tailored approach increases the chances of success in the competitive tendering environment.

5. Persuasive Writing Skills 

Developing a persuasive tender response requires a specific set of writing skills. Professional tender response writers are adept at presenting information in a clear, convincing, and engaging manner, maximising the impact of your proposal.

6. Compliance and Detail Orientation

Tender documents often come with strict guidelines and compliance requirements. Professional writers pay close attention to details and ensure the response meets all stated criteria, reducing the risk of non-compliance.

7. Risk Mitigation 

Engaging a professional can help minimise the risk of errors, omissions, or misinterpretations in the tender response. It can be crucial in avoiding potential issues that may arise from incomplete or inaccurate submissions.

8. Strategic Approach 

Experienced tender writers can help you develop a strategic approach to highlight your organisation's strengths, unique selling points, and value proposition, giving you a competitive edge in the bidding process.

9. Increased Success Rate 

Ultimately, the goal of engaging a professional is to increase your chances of winning tenders. Their expertise can significantly contribute to creating a standout proposal that resonates with the tender issuer and positions your business as the preferred choice.

10. Partnership 

All professional writers will take a partnership approach with you, going the extra mile and providing you with a base set of documents that can be the building blocks for future tenders.

Final Thoughts

Engaging a professional tender writer can be a strategic investment to enhance your tender submissions' quality, competitiveness, and success. 

If you need a hand, I'm here to help! Just give me a call on 0400 514 579, shoot me an email at pauline@tenderwise.com.au, or fill out the form here.

Happy tendering!

Pauline :)

Should I Expect to Pay a Success Fee to My Tender Writer?

Tender response writers take different approaches to charging for their services. But should you expect to pay a success fee to your tender writer? And if so, how does it work?

Personally, I charge a fixed fee based on the value I provide and the estimated number of hours that will take me to thoroughly review the requirements and conditions and develop a comprehensive response.

My Thoughts About It

Whether you should expect to pay a success fee depends on the terms you've agreed upon. The reason I don't charge it is because there are many factors that influence whether or not the tender will be successful.

Besides, not all of them are in my hands — the depth of your experience and how you price your services are just two examples. As a professional tender writer, I strongly believe in doing the best I possibly can for my clients. Of course, that means getting paid accordingly. 

But once we agree on a fee, I won't stick my hand out looking for more because you've won. It's because it's my job to ensure you have the best chance of success. If it interests you, you can read what my clients say about me here. 

I invest my time in you before providing you with a quote for my services as a tender response writer. Additionally, if you don’t have the skills, experience, or resources to meet the tender requirements, I recommend you look for a more suitable tender. Do that instead of pursuing one you don’t have a great chance of winning.

I pay close attention to what my competitors do, though, usually through client feedback. So, I know many tender writers will charge a big chunk of bucks to write your response. Most of them will even add an additional hefty fee for success. 

The success fee might be a percentage of the expected value of the tender over the life of the term. It may also be just an arbitrary amount that the tender company puts forward.

My Advice

My strong advice is to ALWAYS talk to two or three professional tender writers and get a few quotes before you decide. You'll find an extensive range of approaches and prices. One recent example is a client who received quotes ranging from $2,000 to $11,000 for their tender. 

My fee for that tender was $4,500. The company that quoted $11,000 wanted an additional $15,000 if the client won the tender.

Success fees may align the interests of the tender response writer with your success, as they have a vested interest in helping you win the tender. However, it's essential to strike a balance reflecting the effort and expertise in the writing process. 

As I've already mentioned, your writer should do their utmost to help you win - BECAUSE THAT'S THEIR JOB.

If you're positively inclined towards a quote that includes a success fee, ensure that a written agreement or contract clearly outlines the payment structure, including the success fee. It will help avoid any potential misunderstandings or disputes later on.

A Final Note

Before hiring a tender writer, discuss payment terms openly and come to a mutual agreement. If the writer suggests a success fee, ensure you understand the percentage and the conditions it would apply. 

If you're uncomfortable with success fees, try to negotiate a different payment arrangement that suits your preferences and budget better.

That's it from me for this blog! I hope you've found it helpful. Don't forget, if you need a hand with your tender, I'm happy to chat at any time (and a chat costs you nothing). You can contact me by phone at 0400 514 579, email me at pauline@tenderwise.com.au, or fill out this form.

Happy tendering!

-Pauline

Does Your Revenue Drop Over Christmas/New Year?

Here's How You Can Use that Spare Time Productively

Christmas is that time of year when many businesses slow down, and unfortunately, so does your revenue. And while it’s important to recharge, the quieter period is also a great time to invest some time in preparing your business for the year ahead.

Here are a few things you can do to get ahead of the game in 2024.

1. Investigate tender opportunities

There are always loads of tender opportunities out there, no matter what time of year it is. So, now is the perfect time to start lining them up so you can win some lucrative business deals in the New Year. 

If you’re unsure where to start, check out where to find the best opportunities for your business.

 2. Add Some Polish to Your Resume

While we’re on the subject of tenders (and what else would I be blogging about!), check that your resume is up to date. On top of that, ensure it shows you and your skills in the best possible light. 

Even if the tender doesn’t ask for them, I always recommend including them with the tender response to reinforce the skills and experience of the core team. If you need professional help to make them look awesome, give me a shout.

The same thing goes for your key staff, as it’s pretty common these days for tenders to ask for brief resumes for your company’s leadership team. 

3. Create a Capability Statement for Your Business

If you don’t have a Capability Statement for your business yet, it’s time to get one. You can use it for many purposes, including:

• As part of a business pitch

• A downloadable document on your website

• A printable brochure

• As part of a response

• As a support tool for your tender submission. 

Of course, if you need a hand, I can help.

4. Get Ready for Your Next Tender

You can do plenty of things to put yourself in a great position for your next tender.

It includes:

• Updating key information such as your organisational chart, company history, experience and health, safety, quality, and environmental management systems.

• Creating a library of content so you can respond faster to tender opportunities

• Catching up on industry trends and/or becoming a member of any relevant trade or industry groups

5. Do some strategic planning

Review your business strategies and set your strategic goals for the coming year. Consider your achievements and challenges from the past year and plan accordingly. Reflect on the successes and failures of the past year. 

What worked well? What could be improved? Use this information to make informed decisions for the future.

6. Update your business processes

Use the downtime to evaluate and update your business processes. Streamlining your operations can lead to increased efficiency and productivity. So, make sure you check out any technologies that could help improve your operations.

Wrapping Up

These are just a few things you can do during your quiet period on Christmas or New Year to ensure your business is in a great place to make the most of what 2024 has to offer. 

And don't forget, if you need a hand with anything tender or business-related, I'm your girl, so just give me a call at 0400 514 579, shoot me an email at pauline@tenderwise.com.au, or fill out the form here.

In the meantime, happy holidays and all the bes

Pauline

A Word About "Best Value for Money" as a Key Evaluation Criteria

Many tenders I work on include "best overall value for money" as a key evaluation criterion. It isn't just about price — it's about how well you can deliver the products or services required, what value-adds or innovations you bring, and how well you meet the tender requirements.

Here are some of the things you need to reinforce in your submission whenever you see this in the evaluation criteria:

1. Technical Requirements and Performance Standards

It's about how well you can meet the technical requirements and performance standards. If you exceed expectations, you'll probably be considered better value, so make sure you talk up your capabilities.

2. Innovations and Creative Solutions

Showcase any innovations or creative solutions that you can bring to the table in your tender submission. It’s a good idea to talk about your continuous improvement approach. If you can demonstrate that your solution will provide cost savings or better outcomes over the long term, you’ll inch ahead of the other submissions.

3. Total Lifecycle Costs

The evaluation panel will definitely consider total lifecycle costs. So, even if your upfront cost may be higher than your competitors - if your ongoing operating, maintenance or operating costs are lower, ensure you demonstrate overall costs over two, three, and five years.

4. Reputation and Experience

Your reputation and experience will also be considered as part of the criteria for value for money. So, the more you can demonstrate your proven ability to deliver contracts of a similar size and complexity, the more appealing your bid will be.

5. Social and Environmental Sustainability

Most tenders these days include social and environmental sustainability in their evaluations. The evaluation panel will likely incline positively towards bidders who have ISO accreditation. So, if you’re not already purchasing from social and sustainable suppliers, it’s time to get on to it.

Final Thoughts

Ultimately, the concept of best value for money is all about optimising the balance between quality, cost, and performance. It ensures the winning business provides the best possible outcome for the tender issuer's needs in the long run. 

If you're stuck with how to position your business, I'm always here to help. Just give me a call at 0400 5145 579, shoot me an email at pauline@tenderwise.com.au, or fill out this form.

That's it from me for now! Happy bidding!

Pauline

EOI, RFQ, RFI, RFT, ITO, ATM - What the Heck is with All Those Tender Acronyms?

In the world of tendering, there are many different types of requests, and all of them come with tender acronyms that can be a bit confusing if you're not a specialist tender response writer. Here's the low-down on them all.

1. EOI 

An EOI is an Expression of Interest. Agencies usually use it to assess the interest and capabilities of potential suppliers, and it is a preliminary step before they invite short-listed suppliers to participate in a more comprehensive RFT.

2. RFT

An RFT is a Request for Tender. It's usually more robust than an EOI and outlines the contract scope, specifications, tender conditions, and detailed requirements. An RFT can be issued independently and doesn't need to follow an EOI.  

When the department issues an RFT, the first and only request, it's usually public rather than closed, which is the case with RFTs issued to short-listed suppliers following the EOI process.

3. RFP

An RFP is a Request for Proposal. It's very similar to an RFT, and the two terms tend to be used interchangeably. Technically, though, an RFP emphasises the value-added aspects of the proposal, allowing you to showcase your creativity, expertise, and innovative solutions to meet the tender requirements.

4. RFQ

An RFQ is a Request for Quote. It's usually issued when the issuer mainly seeks pricing proposals for specific services or products. It will include some scope and specification details. The response documents will ask for some basic information about your business, but the primary evaluation will be based on the quote you provide.

5. RFI

An RFI is a Request for Information. It's very similar to an EOI in that it also gathers information and insights from potential suppliers about your capabilities, products, services, and industry trends.

6. ITO

An ITO is an Invitation to Offer. It's also very similar to an RFT and is a formal invitation to suppliers to submit offers or bids for providing goods, services, or projects.

7. ITT

An ITT is an Invitation to Tender, and it is just another RFT term.

8. ATM

An ATM is an Approach to Market. It's specific to the Federal Government and is a formal announcement published on the AusTender website to notify potential suppliers about procurement opportunities.

Wrapping Up

So there you have it! There are many different terms and tender acronyms, but one thing they all have in common is they seek specific information. It's essential to read the requirements carefully and respond appropriately.  

If you need a hand with your submission, I'm here to help. Just call me at 0400 514 579, shoot me an email at pauline@tenderwise.com.au, or fill out this form.

Until next time, and good luck with all of your tender submissions!

Pauline

How Does a Tender Writer Charge for Their Services?

How much does a tender writer charge? Every writer is different, and I’m sure there are various approaches to pricing amongst the professional ones that you can find through existing client referrals or by conducting a Google search.

Most tender consultants price their services based on factors such as the size and complexity of the tender, the deadline for submissions, the quality of the information you can provide and any ancillary services you may need from them (such as the development of professional resumes or a Capability Statement). 

Some common ways that a tender response writer may price their services are:

1. A fixed fee

It is probably the most common way of charging and how I charge for every tender I complete. Prices for an average tender usually sit around the $4000-$5000 area, but don’t be surprised if you find others quoting closer to $10,000.

2. By the hour

Some may charge you based on the number of hours they work on your tender response submission. It is a straightforward method, and you’ll pay for the actual time spent on the project — but this can lead to uncertainty about the final figure you’ll pay the tender bid writer. And in my experience, most businesses prefer the fixed-fee approach.

3. By the day

Similar to hourly rates, a tender consultant may propose a fixed daily rate for their services. It can be useful for longer engagements or when the scope of work is a little unclear at the outset. Obviously, with any hourly or daily rate, you'll need to have a high level of trust in the person or business providing the service.

4. Retainer-based

Some businesses know they will be bidding for a large number of tenders, and they want to ensure the tender response writer they are comfortable with can consistently meet their needs. In these cases, the business pays a recurring fee to retain the tender consultant's services for a set number of hours or days per month.

5.Value-Based

Some of these professional writers for tenders determine their fees based on the value they believe they will provide to your business. This approach isn’t widely used because the definition of value can vary widely between you and the consultant.

6. Outcome-based

No tender writer will provide services solely based on the outcome, but many will charge an upfront fee as well as an outcome fee if the submission is successful.

7. Subscription-based

This model is where you get ongoing access to their expertise through a regular fee that gives you advice, guidance, and support on an ongoing basis.

8. Tiered pricing

Some tender consultants offer different levels of service or packages at varying price points. Clients can choose the package that best fits their needs and budget.

Final Thoughts

As you can see, the pricing methodologies used by tender consultants vary widely, and it's a good idea to check with 2 or 3 tender writers before you decide. 

But it's not all about price — make sure you also check each business's credentials and read what their clients say about them (here's what my clients say about me).

That's it for this blog. As always, feel free to reach out if you need a hand with your tender. It won't cost you anything to call me at 0400 514 5709, email me at pauline@tenderwise.com.au, or fill up the form here.

Happy Tendering!

Pauline

How to Make Your Tender Response Really Stand Out

Tenders can be gnarly little beasts. In a highly competitive and increasingly sophisticated bidding world, making a good first impression on the tender evaluation panel is essential. 

It requires a combination of careful preparation, a compelling presentation, and a focus on addressing the specific needs of the tender issuer.

Here’s How to Ensure your Tender Response Really Stands Out:

1. Add an eye-catching cover page, and ensure it encapsulates a brief statement summarising your unique selling proposition (this should be no more than ten words). If you’re unsure how to design a nice cover page, check out Canva.

2. Create a compelling cover letter that includes the key points about why your business is a great fit for the tender requirements (the cover letter is actually the last thing you should write, but it’s the first thing - other than your cover page - that the tender evaluation panel will read.

3. Tailor your tender submission to the requirements of the response schedules. The biggest mistake I see time after time when I review my clients’ tenders is that they have tried to fit existing content into places where it just doesn’t belong. 

   Take the time to read each question carefully and then respond directly to the question asked. 

4. Write like you’re talking to someone. Don’t use overly complicated language and avoid industry jargon — the evaluation panel may not include anyone who understands tech-speak.

5. Demonstrate why your company ticks all the boxes in the tender response document without overdoing it. Keep reinforcing how your skills and experience combine to be a low-risk option for the tender issuer. 

   Highlight the expertise of your core team, including their qualifications and the relevant experience that they have.

6. Provide a Capability Statement. It outlines the strengths and competencies of your business. It is always an excellent document to add as an Appendix (as long as the tender conditions allow additional supporting information to be included in your response). Include plenty of evidence, examples, case studies, and testimonials if you have them.

Final Thoughts

A standout tender response shows a deep understanding of the tender issuer’s needs, presents a tailored solution, and demonstrates your capabilities and commitment to delivering value. 

If you need a hand to create a great response, I’m always here to help. Just call me on 0400 514 579, email me at pauline@tenderwise.com.au, or fill out this form.

Happy tendering!

Pauline

Where to find the best tender opportunities for your business

I first wrote this blog waaayyyy back in January 2017. A lot has changed since then — we’ve experienced a pandemic that caused loads of people to lose their jobs and many businesses to close, bushfires have been raging across the globe — and Donald Trump came and went. 

And the tendering world has changed dramatically (but not because of Donald Trump!)

Where to look for your next tender opportunities

Registration on many of these sites is free, and once you've completed the process, you'll start receiving regular emails containing opportunities that may interest you.

VendorPanel 

VendorPanel includes public tenders from a wide variety of Government and commercial organisations.

Eprocure

Eprocure is similar to VendorPanel and, again, is used by various Government and commercial organisations. to advertise their tenders.

AusTender

If you want to find Federal Government tenders, this is where you should head to. All open Approaches to Market (ATMs) are published on AusTender by Australian Government agencies.

QTenders

If you’re looking for QLD State Government tender opportunities, QTenders is the place to go.

eTendering

ETendering is where you’ll find most NSW State Government tenders,

Buying for Victoria

If you’re looking for VIC State Government tenders, head over and register on the Buying for Victoria site.

SA Tenders and Contracts.

This is the best place to find SA State Government tender opportunities to register for.

Tasmanian Government Tenders.

If you’re looking for TAS State Government tenders, you’ll find loads of them on this website.

Tenders WA

Most WA State Government tenders are listed on the Tenders WA site. For local Government tenders, many WA Local Council tenders are advertised through WALGA.

Tenders Online

Most NT Government tenders are listed on the NT Government’s Tenders Online site.

Tenders ACT

If you’re looking for ACT Government tenders, this is the place to register.

Paid Websites

There are also paid websites such as Tenderlink. They list tender opportunities for an annual subscription, and if you are a member, you can get a regular feed of tenders that may be relevant. Some local councils and Government Departments still post opportunities through Tenderlink, but you can also access them for free by visiting the Council website and searching for current tenders. You’ll then get a link to the relevant place on the Tenderlink website where you can register for free, but you won’t get updates for new tender opportunities.

Happy tendering!

That’s it from me, and if you need a hand, I’m always here to help - my tender writing services are here when you need me. Just give me a call at 0400 514 579, shoot an email to pauline@tenderwise.com.au or fill up the form here.

It's Time to Have a Chat About Cover Letters

Cover letters should be the last thing you think about when you're completing your tender. But yours will probably be the first thing the evaluation panel reads when they start looking at your tender.  

It helps to set the scene about your business and why you are a good fit for the tender requirements. And in a sea of competitive bids, it may well also be another reason for the tender team to keep reading.

Usually, when I'm writing a tender response submission, I'll do a nice cover page and then put the cover letter immediately after that (before the response schedule cover page). That way it's pretty hard to miss, and I use it as an opportunity to highlight the benefits you would bring to the contract.

Here's what I almost always include:

• A reference to the submission.

• An overview of the business.

• A paragraph relating to relevant experience.

• Health, safety, quality, and environmental practices and approaches.

• What sets the business apart from its competitors.

• An overview of what's included in the submission (useful if you have lots of Appendices and supporting information).

• A note confirming you are committed to making the contract a success for the tender issuer, your business and stakeholders.

You should write your cover letter on the company letterhead and have it signed by the most senior person in the organisation. It should be no more than two pages maximum. Also, if the tender documentation provides details of the person to send the submission to, address it to that person, but if no details are provided, address it to the Tender Evaluation Team. 

A Note from Pauline

If you need a hand with your tender submissions or cover letters, remember I'm here to help. From developing your tender response from scratch through to reviewing your submission and offering suggestions to improve it, I'm always happy to assist. 

Just shoot me an email at pauline@tenderwise.com.au, give me a call at 0400 514 579, or fill out this form. A chat costs you nothing and might be just the boost you need to start winning more tenders.

Is story telling important in tender response writing?

When it comes to a tender response, what you say is incredibly important. But there are good ways and not-so-good ways to create a convincing submission. The pretty standard approach is to state a whole pile of facts without embellishing or putting them into context. But interesting storytelling about your business is an excellent way to do it.

Now, I’m not talking about War and Peace here, but people (including the team on the tender evaluation panel who will be reviewing your tender submission) usually prefer to read in the same manner that they like to hear — that is, by reading a story written by someone passionate about their business.

So when it comes to writing about your experience, for example, don’t just list the things you’ve done. Write it as if you’re telling a stranger about your business. As a storyteller, tell them all the great things you’ve done for your clients, and if possible, link them back to the tender requirements. Talk about the challenges encountered during each project and how you were able to overcome these. And make sure you explain how and why the project was successful.

The same approach is relevant to just about every aspect of the tender response. So here are a few examples on how to tell a compelling story for your tender submission.

Expertise

Instead of: “Joe is a licensed electrician with 15 years’ experience”, try this: “Joe is a highly skilled electrician with more than 15 years’ on-the-job experience providing a wide range of services including proactive and reactive maintenance, urgent repairs and compliance checks. He has worked for clients in the education, commercial, retail and industrial sectors and specialises in all areas of switchboard maintenance and RCD testing”.

Contribution to local community

Instead of "We support a number of local charities.", use this storytelling approach — "We are a locally based business and proudly support our local community. It includes volunteering at school fundraising events, providing free electrical services at the local Salvation Army store, and sponsoring the local skate park. In addition, our Managing Director coaches the local under-12 football team".

Location

Instead of simply stating your address in your tender response, say something like — “We operate from a 2000-square-metre facility that houses our office, warehouse, and workshop. Our warehouse is fully stocked with a wide range of maintenance spares, and our fleet of late-model vehicles also carries sufficient spare parts to ensure that 95% of our services are completed on the first visit.”

You get the picture — or in this case, the story :)

So yes, storytelling is important in tender response writing. Your goal is to develop a complete picture, showcase the awesomeness of your business and create a compelling proposition for the tender evaluation team.

I live and breathe tender writing, and I absolutely love what I do, so if you need a hand, just call me on 0400 514 579, contact me here or shoot me an email at pauline@tenderwise.com.au.

In the meantime, happy tendering :)

Pauline

Tender Responses Traps That Can Catch You Out If You're Not On The Ball

I’ve written hundreds (in fact - although I’ve never counted - I reckon I must be getting close to a thousand by now) of tender responses, and one thing I’ve learned over the years is that there are plenty of tender traps that can catch you out if you’re not on the ball.

These usually come in the form of information requests that are hidden in the guts of the tender documentation but not explicitly included in the tender submission process and schedules. Yeah, thanks a lot for that, Mr. Tender Issuer!

Let me give you a few examples:

1 Hidden Mandatory Requirements

I once worked on an ATM (Approach to Market) tender with several mandatory requirements. One of these was the inclusion of a “valid and satisfactory Statement of Tax Record, or a receipt demonstrating that a Statement of Tax Record has been requested, from the Australian Taxation Office for the Potential Supplier”.

A receipt for the request for the Statement of Tax Record was received from the ATO and duly attached to the tender submission as part of the submission of tender documents.

What this sneaky little tender issuer (ok, that’s probably not a very polite way to refer to one of the Australian Government’s largest federal departments) did, though, was to reference (in a rather obscure manner, in my humble opinion), a clause in the Conditions of Participation. 

This clause, which was pretty obscure, stated that the response would be excluded from consideration if the Statement of Tax Record wasn’t received within four days of the closing date.

Fortunately, I checked with my client, who had received the Statement of Tax Record just before the bid submission was lodged. So, I was able to swap out the request receipt with the actual statement. My point is that this could have been easily missed, and it would have resulted in my client missing out on a lucrative tender.

2 Not including key requirements in the response schedules

Another example relates to a recent tender I completed for a construction company in the Northern Territory. The RFT document included a clause stating that an ASIC Company Search and a Bankruptcy Clearance Search were to be included with the tender response. But neither of these was included in the tender response schedules - so again, this requirement could have been very easy to miss. 

The point I’m making here is that it’s super-important to thoroughly read every clause in the RFT document and Conditions of Tendering so you can pick up any hidden surprises like the two I’ve just outlined.  The last thing you want to do is put in a heap of effort only to find you’ve been excluded from the evaluation process because of an avoidable omission.

I know how easy it is to overlook these things while preparing those tender responses. So, if you ever need some tender assistance, just give me a shout so I can provide feedback on what you’ve missed and fix it for you. Don’t hesitate to contact me — call me on 0400 514 579 or shoot me an email at pauline@tenderwise.com.au.

In the meantime, happy tendering!

Pauline

How long does it take to know if your bid submission succeeded?

Waiting to find out if you’ve won that bid submission can be a painfully slow process. Some tenders will get evaluated, and the successful one (or tenderers in some cases) will be notified in just a few weeks, while others can take months….and months.

Why? Well, it depends on a number of factors, including: 

• How quickly the issuer needs to make a decision

• How complex the tender is (obviously, the more complex, the more information the evaluation panel will need to wade through)

• Whether the issuer wants more information from the short-listed candidates (including asking you if you want to update your pricing)

The good news is that if the tender issuer communicates with you, you’ve probably made the shortlist. Being asked for your best and final pricing is always tricky, given that you’ve probably already given it your best shot, and sharpening the pencil a bit more could be an easy way for you to price yourself out of business.

Some of them will let all respondents know who has won the bid submission, and some will also provide you with feedback so you know exactly how you rated against your competitor. If you find out that you haven’t been successful but haven’t been given any details why, always ask for feedback.

If you were left hanging and you don’t know if you’ve been successful or not, don’t be afraid to reach out to them and ask for an update. You can also check the tender website on which the tender was listed, as some of these will list the successful tenderer/s once selected.

Another option — if a local Council issued your bid submission — is to check the Councillor's monthly meeting minutes (these are always published on the Council website). You may have to trawl through a few months worth of minutes, but they will usually include a brief overview of each tender received, how they rated and who was successful. 

At the end of the day, no two tenders are the same, and there’s usually no hurrying the outcome. One of my clients recently waited nine months to find out they had been successful. It was worth the wait, though, as they were awarded three contracts with $18 million.

So be patient, hope for the best and always seek feedback so you know what you could do better next time. And remember, if you'd need an external pair of eyes to take a peek at your bid submission and provide feedback, I'm happy to provide a high-level review completely free of charge and obligation. All you need to do is shoot an email to pauline@tenderwise.com.au or call me on 0400 514 579.

TenderWise is ranked in the top 20 tender writing blogs in the world!

I was pinching myself when I learned I made it on Feedpost's top 40 global tender blogs list! I made it to number 16 in the world — so it's time to get busy doing more tender writing so I can make it into single digits and maybe even claim the top spot!

I obviously love to write, and there are so many things to write about when it comes to tenders. I understand that not everyone has the skills or the time to develop an excellent tender response so they can win lucrative Government or commercial contracts. And in the eight years I’ve been doing this, I’ve helped my amazing clients win businesses worth millions of dollars — including one land management company that has recently picked up 54 contracts worth $18 million.

Finding out last night that I’d made the top 40 and then checking the list to see I’d made it to number 16 made me realise just how darn important it is to get my message out there as a tender writer. I have to admit that — like many businesses — I’m so busy doing core business stuff that the old blog posts tend to take a back seat. Tenders always have submission deadlines, so it’s not like I can put one off while I take time to conjure up some musings to write about.

But the thing I’ve realised about blogs— particularly when they’re about a subject that you’re passionate about — is that they shouldn’t take long to write at all. Once you have a specific topic, don’t procrastinate, just sit down and get what’s on your mind onto that screen, then hit the publish button, and you’re done. Of course, all professional tender writers must check for errors and follow the steps for success before you send your post online for everyone and anyone to read and critique!

And with artificial intelligence like ChatGPT so freely available, anyone can get some inspiration and content ideas in literally seconds. A word of advice, though — it’s crucial to develop your own unique brand voice, so don’t just do a cut and paste, or you’ll end up with something that doesn’t really sound like you, and over time you’ll end up with lots of repeated content.

So that’s it from me — job done! This blog has taken me about 10 minutes to write and publish, and I’ll be adding to my blog page a lot more frequently now that I have that number-one spot in my sights!

Happy blog tender writing, and if you need a hand, just give me a shout! You can shoot me an email to pauline@tenderwise.com.au or call me on 0400 514579.

Wishing you all loads of business success.

Pauline