TENDER MANAGEMENT COMMUNITY SERVICES Top Tips for Tender Writing

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Small changes make a big difference • You can’t change anything by 100% • But you can change 100 things by 1%

• Tenders are often won by small margins – as little as 2 or 3 % • How can you make those small changes?

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Read the Specification • Highlight the key points • Make a list

• Tailor your solution to the specification

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Provide the Best Solution Ask yourself the question ‘Why us?’ • Why should they choose us instead of someone else?

• If I was the client, would I choose our solution? • What makes us different?

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Use ‘Hot Words’ • Pick out the key words that the specification uses • List them • Use those words in your response • This removes doubt and provides confidence

• Evaluators will respond positively TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Avoid ‘Cold Words’ • Jargon • Acronyms / Abbreviations

• Slang • Clichés

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Use Plain English • Improve readability • Simple language – think GCSE level English

• Short words (approx. 80% two syllable words) • Short sentences – 18-25 words

• One theme per sentence TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Avoid creating ‘Negative Automatic Thoughts (NATs)

• Statements that create doubt and uncertainty • e.g. ‘We don’t know how many staff may leave rather than accept the new contracts’

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Create ‘Positive Automatic Thoughts’ (PATs)

• Eliminate doubt, create certainty and confidence • e.g. ‘We are confident that the majority of staff will accept new contracts.’

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Use the ‘Active’ rather than ‘Passive’ tense • Passive - All carers will be offered an assessment • Active - We will offer all carers an assessment

The Active statement conveys a more positive message. You are making it happen.

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Make use of bullet points • Reduces the number of words used • Breaks up pages of unbroken text – improves readability

• Draws the eye to key points • Conveys positive, active messages

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Bullet Point Example We will support carers by • Assessing their needs • Developing comprehensive support plans • Reviewing these regularly • Encouraging co-production (note the use of ‘ing’ words to demonstrate positive action)

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Write Positively

• Avoid saying ‘if successful…’ • Write as if you have already got the contract and are describing how you will deliver it

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Write Confidently Avoid using • We anticipate • We hope • We aim • We expect These create NATs Instead say ‘We will’ (PAT)

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Write Accurately

• Spelling and grammar are important. • Bad grammar conveys a lack of professionalism (NAT)

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Write concisely

• Avoid ‘waffle’ • Be economical with words • Make every word ‘earn its place’ on the page

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

Write clearly • Make it easy for the evaluator to read and understand • Address points in the order that they make them • Set out the page with headings, paragraphs, bullet points and visuals • They will like you for this and may sub-consciously score you higher

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS

TMCS – THE experts in 3rd sector tendering 28-30 Grange Road West

Birkenhead Wirral CH41 4DA 0151 678 6599 www.tmcs-cic.org.uk [email protected] Twitter @TMCS_CIC

TENDER MANAGEMENT COMMUNITY SERVICES – WINNING PUBLIC SECTOR CONTRACTS