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Tender specifications are probably the most important part of any bid proposal. You need to ensure that you fully understand what you are reading when it comes to the tender documents.
Basically, the tender specifications are there to provide you with a detailed description of the overall contract. It will outline the purpose of the contract, what is required and the solution the buyer is seeking. It will also go into detail about what is required from you, the supplier, to win the contract.
In this blog, we go through some of the common tender specifications you could see when responding to a bid.
Here is a breakdown of some of the common tender specifications that you can expect within a tender document:
This is where the buyer will briefly outline the intent of the contract. This will highlight what will be involved in the contracts, and the services it will require. There will also be a general description of the contract. This is to give you context of why the buyer issuing the tender, and what they are expecting from you.
This tender specification will define, in detail, what the requirements are for the contract. But it will also highlight what you will need to do to meet them. This will outline the following:
You may find that the tender specification is split into two sections: functional requirements, and performance requirements. This will be down to the buyer, and how they want to establish their specifications.
Functional requirements – define the desired result of the contract, highlighting what the overall goal is. The buyer will be looking to see if you put forward any innovative solutions that will meet their requirements effectively.
Performance requirements – goes into detail about the inputs and outputs of the solutions that will be put into place. For example, it will look at the standards of the products. Ensuring it meets to the relevant European Standards (or equivalent).
With some tender specifications, you may find that there are mandatory requirements. These will be essential criteria defined by the buyer that you will need to meet when responding to the tender. If you do not, you may be rejected early in the process. An example of this would be security regarding company information. If your services require data handling, then the buyer will want reassurance that their data is well protected.
The buyer will clearly highlight the length of the intended contract. They will also inform you if it is a recurring contract, so that you can tender for it again. You will also need to state what your exit plans are. This is the plan you will have in place when the contract is coming to an end.
This is to ensure that your services/products are in accordance with the Programme for Government commitments. Buyers will want to see detailed plans to ensure their sustainability targets are met.
For this tender specification, the buyer will be looking to see your management plans for the duration of the contract. Will there be a need for regular meetings? Is there a requirement for regular reviews? These are just some of the questions you will need to answer.
So, by now you should probably have a better understanding of what tender specifications are. But also, what the buyer is looking to see within your tender response.
Here is a recap of some of the tender specifications you could come across:
Now you know what to expect from tender specifications, you can begin to prepare your bid proposals.
Understanding tender specifications is one thing but knowing how to respond to them can be tricky. Why not consider a professional bid writer to help you with your response? By outsourcing to professionals, you could improve your chances of winning contracts.
We have over 60 years of bid writing experience and an 87% success rate. Whether you’re completely new to tendering or aren’t seeing results – we can help. There are four bid writing packages available:
Once you’ve found a tender you’d like to go for, send it over to us. One of our Bid Writers will write the tender response for you. We’ll provide a full Tender Writing breakdown and even submit the bid on your behalf.
Tender Mentor can give your tender response a once-over before you submit it. Our Bid Writing Team will analyse your response, notifying you of any errors and opportunities for improvements prior to submission.
During the Tender Ready service, our team will create professional policies, procedures, and case studies in your company branding. If you already have this content, we will review everything carefully to ensure that nothing is missed. Once the programme is complete, you’ll have access to three days’ worth of bid consultancy. This can be used for bid writing, tender reviews, or general advice and guidance.
The Tender Improvement package can help those who have tendered before but aren’t seeing results. Our Bid Writers will assess your previous responses and work with you to develop improved content.
Get in touch to find out how we can help your business grow.
There’s no shortage of websites offering multi-sector tendering opportunities and leads.
Ideally, you should be searching for a sector-specific site that posts all unique, public and private sector opportunities.
You’ll also get an email alert when new and relevant tenders are uploaded to your sector.
If you want to streamline the process even further, you can sign up to Discover Elite via your chosen portal. With this service, a dedicated Account Manager will find live bids on your behalf. They’ll speak with you weekly to discuss opportunities that may interest you. This is especially helpful for those with little time to spare due to busy schedules.
Our support doesn’t end there! Our creative content agency, Vocal, are on hand to help.
The Vocal Team are not afraid to stand up and be heard. And we make sure our clients aren’t either! From small, micro-businesses to large organisations, we are vocal about the things that make your business unique.
Our creative service is dedicated to growing your business through striking and thought-provoking content. We’ll take your bid and give it a complete makeover. With professionally designed tender documents, you’re sure to make an impression on the buyer!
Our team specialise in six areas, including:
If you’d like to know more about what we can do for your business, introduce yourself to the team!
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