Why Us – FAQ’s

Choosing a company name is the first step in developing a strong identity and brand. It’s also going to be the first thing new Customers and Contacts see.

TEBCOS INDIA (Tender Bid Consultants) as it communicates clearly what we do without much need to explain the type of business we are.

Over the last 2 years, the name has grown in strength, reinforced by the values we have developed as a business and our key message to Clients is that we are here to Support them. Whether that’s in finding Opportunities on our Monthly Tender Search Service or in Writing, Reviewing, Compiling and Submitting their Tender Responses. We provide a straightforward Service which is easy to understand and we needed a name that would reflect that.

Through a range of Services we provide an end to end Bid & Tender Support Service – it’s all in the name!

A good strategic plan can save a lot of wasted time and energy, by enabling you to focus your resources on suitable opportunities which fit with your business and its objectives and capabilities.

Sales and Marketing Teams have strategies, plans and budgets – the same should apply to the Bid & Tendering part of your business, even if you don’t have a department in-house.

Be clear on what sort of opportunities you want to go for, set clear criteria for the selection of those opportunities to avoid chasing after Contracts which you will never win.

It may be that your business has the time to go after the long shot opportunities but think what it will do to Team Morale when you repeatedly lose out to others.

Setting up a library of key tender documents with accreditations, certificates, previous submissions, previous high scoring answers and case studies can deliver significant savings in time.

Once you have decided on an opportunity take the time to do your research, do you know the Client, is there an existing relationship, if not – go on their website, look them up on social media and work out what makes them tick. What are their priorities? Sit down in a Group – even if it is just two of you. This will help get ideas flowing for what you can offer, what sets you apart and which key messages do you really want to get across in the Bid Response.

With this approach, by the time you come to sit down to start writing you will already have so much content and value to get across rather than staring at a blank screen working out to fill 1000 words!

Putting a clear Bid Strategy in place when tendering can improve direction, clarity and focus therefore have a significant impact on your Win Rate.

If you’d like support on putting together an effective Bid Strategy, get in touch today to sign up to our Quarterly Bid Strategy Audit. This will be beneficial for Clients who are and aren’t on our Search Service.

With many years of experience winning Clients work, we know how best to produce and coordinate a successful and winning tender. When receiving a tender opportunity that is of interest to you from either our Search Service facility or an independently found source, it can be daunting as to what to do next. This Blog sets out our advice on how to go about setting up a winning approach:

• Download the documentation and store it in a separate folder on your computer system, namely it clearly. If only a hard copy of the tender is available make copies and distribute amongst the team who are going to be involved in the completion of the tender or forward this to our team here at Bid and Tender Support if you need further support

• We recommend that you thoroughly read all the document through to assess whether the tender is right for your business. Read the contract carefully and make sure you can fulfil all the requirements. Think about your turnover, experience, years trading, accreditations and affiliations e.g. ISO 9001, CHAS and NICEIC and think from the offset about not only your ability to complete a compliant bid but the chances you’ll be able to win the contract in terms of competitiveness of offering

• When making the decision to go ahead with the opportunity, get all relevant departments to agree on their ability to deliver in the timescales for the bid and the project.

• Once you have decided you are going ahead – work through each piece of the tender which requires a response – allocate responsibility for completion to the most appropriate department/team member. Agree a timeframe for returning drafts and organise review dates at the start of the process.

If you require any help or support in finding the right opportunities, producing a professional and compliant tender submission or assistance to gain accreditations, we can help, so please do get in touch.

1. Identify the client’s need and think from the client’s perspective. What is it they need and how can this be addressed and tailored?

2. Don’t bid for everything – make sure that the opportunity is winnable, deliverable and profitable. You don’t want to waste time and effort.

3. Answer the questions in the order they are presented, this makes the process less daunting.

4. Ask questions and seek clarification ensures you get the details correct and demonstrates you are keen.

5. What can you offer that separates you from the crowd, stand out and reflect your strengths.

6. Be consistent with text styles, formatting and layout. This gives a professional tone.

7. Get the price right with clear fees and justification. Present your pricing layout clearly.

8. Be imaginative and creative, this makes the buyer’s job less tedious. Use graphics and pictures to enhance and add interest.

9. Use testimonials and pull out quotes from customers, this can be extremely advantageous.

10. Always ask for feedback. Find out your strengths and weaknesses so you can address these next time.

If you are looking to grow your business, bids and tenders can give you access to a wide range of opportunities and contracts you can’t quote for directly. So why don’t more people do it?

Finding the tender opportunities is the first hurdle. Many SMEs won’t have a dedicated Bid Manager, so it will fall to employees in other roles to fit it around their existing responsibilities. Often this means it is pushed to the end of the pile and often neglected as the employee’s main job function takes priority. Furthermore by the time they do look, they have missed the deadline to register their interest and when that happens a few times over it is all too easy for them to think ‘why bother’ looking in the first place.

But, assuming our brave warrior has overcome hurdle number one and registered interest for an opportunity, hurdle number two is perhaps the greatest threat to SMEs for the fear it invokes leaves many running for the hills, that fear is piles of paperwork. Tender documents can be intimidating, and you never know on registering if you are going to be facing a one-page simple questionnaire or a multi-document, multi-media exam on every aspect of your business, past, present and future. Plus a few scary looking legal documents to polish them off too.

Key tips for successfully tendering as an SME:

  • Start looking for opportunities on council websites local to you as they will view local business responses positively
  • Qualify the opportunities, make sure you meet the minimum requirements for suppliers before spending weeks writing your response e.g. if it is a £5million tender, chances are they have specified somewhere in their documentation that only suppliers turning over four times that will be considered, so if you only turned over £20,000 last year it isn’t the one for you. Rules like that are usually pretty solid pass/fail so don’t waste your time, go back to the drawing board and find something you are more suited for to invest your time into.
  • Start at the beginning. I don’t think I’ve ever seen a bid without some sort of instructions on how they want suppliers to respond. If you start to panic at the sight of all the different documents and it all becomes a big blur, start with those instructions list the actions you need to take and work through them methodically so you know you aren’t going to lose points by missing something they have asked for.
  • If all else fails, get help! If you have tried but repeatedly failed at bids and tenders, getting outside resource to either
  • It’s all in the Name
  • Why do I need a Bid Strategy?
  • First Steps in Tendering
  • Top 10 tips in tendering
  • Tendering to Grow your Business – for SMEs
  • Writing Successful Bids
  • Simple guide to Tender Process
  • Bid Writing Services
  • liaisoning Services(Are you the weakest link?)
  • Training and Development
  • Tender and Bid Search Services
  • Top 10 tips for Starting a Successful Business
  • Important points, when bidding for work contracts!
  • Finding the Right Bid Opportunity
  • Personal Development

Regardless of the size of Contract you are submitting your Bid, Tender or Proposal for there are some fundamental rules to follow to ensure a successful outcome. The biggest issue faced by Bid Teams and Writers is often Lack of Resource. As organisations we know what we need to do win work, what sets us above our competition and how our solution benefits the Clients but due to a lack of resource both time and human this knowledge is often lost in translation as the Bid is put together. Information is sent in from various areas of an organisation without clear structure and when pieced together the flow and sell of the solution is lost.

By following some basic writing tips, teams can maximise their quality scores and ensure the knowledge held by the business ends up reaching the Bid document.

  1. Spend time planning – ensure the Client Requirements are fully understood and identify clearly how your solution fits those needs.
  2. Clear Structure and Signposting for Key Points and Marks – Start with Headings and Sub-Headings based around the Evaluation Criteria to ensure your Bid is relevant and will score highly
  3. Understand your Audience – know your Client, understand their current service delivery, where is the pain for them and then build your solution around that pain.
  4. Assess the overall document for how well it reads, how easy it is to score against the criteria and if the information presented is easy to digest after the first read through.
  5. Spend time checking the submission is Compliant – at PQQ stage marks are there to be lost rather than won. By not spending time checking the Compliance of your Bid ‘Pass/Fail’ answers can end your Bid Process before your solution has even had a chance to be appreciated.
  6. Quite often when we work so closely on a document we become word blind and the obvious mistakes and omissions become lost in the body of text we have created. By allowing time in the Bid Process for thorough checking and assessment prior to submission these faults can be identified and resolved. At Bid & Tender Support we work with a wide variety of Clients to help them work smarter, carrying out effective checks and assessments to maximise the quality score of their submission as well as weeding out errors and non-compliance. By providing an external support service we challenge Bid Teams and Writers as well as supporting smaller organisations without an in-house Team.

The key to success is to wait for a tender opportunity that is right for you. Tendering for a contract that you’re not going to have chance of winning wastes valuable time and will reduce your confidence in going for future opportunities that you could have won. Waiting for the right opportunities will raise your success rate considerably, creating huge benefits for you and your business.

After registering interest and accessing the tender documentation, take the time to read the documents thoroughly noting key Client requirements in order to complete a bid/no bid assessment. The decision to bid or not to bid for a contract should be a carefully considered process balancing the opportunity, against a realistic evaluation of the likelihood of success.

Points to consider:

• What are the mandatory requirements (for example financial stability, quality accreditations) and can you meet them?

• Can you show relevant experience?

• Do you need to partner?

• Is the contract the right size for the business? It is risky to bid if a tender value is more than 25% of turnover, and many Clients will    exclude Suppliers on that basis. Do not overstretch the business to the point where service or quality issues will arise.

• Do you have sufficient resource to respond professionally within the deadline? Maybe outsourcing the bid writing is something to be  considered?

Once you have confirmed you have a suitable opportunity to bid for you need to create a response plan to ensure you meet the Client deadline. The Submission deadline is extremely important and missing it will simply mean that you will be disqualified. In order to prevent such a disaster, do not leave things to the last minute. Plan the process well and make sure that you allow for all potential problems. Factor in time for proof reading your final response, and gathering any sign off from others in the company where relevant. Also be aware of the submission requirements, information on how to submit the tender can be found on the tender documentation and increasingly more Buyers are requiring proposals to be electronically submitted rather than posted, however if they do require a hardcopy, printing and delivery times will have to be factored in.

Remember to keep your application simple, yet professional and address exactly what the buyer asks for using a consistent writing style.

Buyers will usually specify the exact pricing information to be included in the proposal and how it should be presented. Normally this will take the form of a table or spreadsheet, requiring a detailed breakdown of the cost elements to be provided and an indication of how they are calculated.

What is a bid writing service?

Outsourced Bid Writing Services provide professional Bid Writers, Bid Managers and Bid Administrators who prepare documents for submission by a company to win contracts or apply for funding.

Why use a bid writer?

Bid writing can be a difficult and time consuming task. The response process requires effective communication, writing skills, immense attention to detail and a big commitment of time and energy. Bids and tenders can be highly valuable and therefore too great a risk for your company to put on the desk of someone already drowning in their usual day to day work.

Outsourcing your bid writing requirements and using a specialised bid writing company can alleviate the stresses of completing complicated and intricate tenders. Using outsourced Bid Writing Services to prepare and submit a bid can immensely improve your Company’s potential in winning the contract while leaving your team to focus on their day to day duties.

What do you get?

Experienced Bid Professionals are flexible in their approach, knowing that every bid and tender can vary in requirements. They are commercially focussed and understand the operations which impact businesses. Their expertise and experience at working on bids means they can work quickly through large quantities of client documentation to establish the required response format and information. The experience of a Bid Professional in navigating complicated online tender submission portals can also prove to be a worthwhile investment.

Bid Writing Services may vary in what they offer from a simple proof reading service to a full project management service. Be sure to understand clearly what responsibilities each party will hold before signing up. Your Bid Writer/Manager should be able to clarify services quoted with you if this isn’t clear on the quotation.

If you would like to consider outsourcing your bid writing requirements, why not Contact us on 01908 382414 or via email [email protected] and find out how we can alleviate your bid writing stresses.

Sector: Training and Development

Business Size: Medium Business

Client Description:
Our Client is the UK’s leading bite-sized training company with a toolkit of 120 sessions which can be delivered virtually and as part of an ILM Accreditation. These accessible, action-packed 90 minute sessions give amazing flexibility to build tailored training days to targeting exact needs.

Problems Faced by Client – Why they needed our help:
In July 2014 the organisation’s Director wanted to adopt a more effective approach to identifying and winning Public Sector Work. They had limited time and expertise in-house so Contacted Bid & Tender Support to see how we could work together. Their Business Development Team are focused on growing the private sector work.

Their offering is quite specific and is a high value service and therefore its positioning with the Public Sector needed careful consideration.

Services Provided – Meeting their needs:
We have helped our Client build a Bid Library with a Contract Reference Database. Over the past year we have worked on a wide range of opportunities for them, assisting with identifying suitable opportunities, managing the Bid Process, liaising with the end client, attending Bidder Events, collating and writing content and organising electronic as well as printed submissions with couriers.

Outcome of our Work – Improved Win Rate, Gained Accreditation etc.:
We have developed a strategy for selecting opportunities with the highest chance of success, weeding out those that are outside the direct remit of the organisation. We have worked the organisation to secure a number of Frameworks, the BILD Quality Mark and have recently helped them submit 2 applications for Industry Recognition Awards.

Using our services we now have the resource to manage and submit 5 to 6 bids a time.

Following a successful initial trial last year, and with increasing demand for a service which identifies suitable Bid Opportunities, we are pleased to announce the launch date of 1st February 2016 for our new Search Service.

Our Search Service will take computer generated results and apply another level of sorting conducted by our in house Bid Consultants to identify suitable opportunities to forward onto our Clients for their consideration. This process includes scanning the market against key search parameters to find Contracts and Frameworks which are worth you submitting a Tender for.

Our Service will save you time and help you grow your business, increasing your win rate through the selection of appropriate Tenders.

We apply a filter process, which is determined by your turnover, target markets, previous experience, specialisms and growth strategy.

We will provide you with regular updates on our Search work and as soon as an opportunity meets your criteria we will send it onto you to make the final ‘Bid-No-Bid’ decision.

Please call us on +91-9910535222 or by emailing [email protected], to find out more information.

The Entrepreneurial Revolution is upon us, with so many going alone and setting up new innovative businesses. Working for yourself can be incredibly rewarding and liberating, but on the flip side the responsibility, pressures and stress of getting it right can be too much for many with 95% of businesses failing within the first 3 years.

At Bid & Tender Support, we believe there are fundamental things to get right to ensure that you remain in the 5% that survive those initial few years of trading:

1. Work out your offering based on what people want – sounds obvious but even if you have an idea, it needs to be something others want to and need to buy whether it is a product or a service

2. Cash is King – from the one word go, keep a close eye on your Cash Flow. Structure your income to include upfront fees, deposits, monthly subscriptions or staged payments – anything to keep the cash coming in regularly rather than large chunks of money on completion of work – if the Project runs over you could end up working a long time with no money

3. Keep checking and trimming costs where you can – assess what you actually need to start off with and be careful not to get side tracked by clever deals which draw you in to something you may not need just yet. Even those £20 subscriptions every month add up!

4. Budget both Income and Expenditure in advance so you can see where your business is coming from, this will help with resource planning, growth, financing and marketing.

5. Focus on Sales and Marketing in a planned and continuous manner – rather than just when you are quiet. It’s too late then! If you don’t convert those Leads into Sales – one of your Competitors will!

6. Find ways to increase profits, cash is important but being profitable is what enables us to invest, improve and grow.

7. Test and Measure everything – See what works – if it doesn’t earn its keep, question its place in your business this goes for equipment, IT Systems, services, products and staff

8. Be Open to Learning from others, from courses and from your own mistakes

9. Don’t discount – instead offer added value propositions – so people get more for their money. This way they value what you do instead of seeing it as something which is cheap.

10. Get a Coach – This may seem an extravagance in the early days but starting a business can be quite lonely and going from a role where you were accountable to someone to having no one to answer to is also daunting. By using a Coach you have an external perspective to your ideas plus someone who you are accountable to which can only help drive success through the setting and measuring of goals and achievements.

Outsourcing is often described as a “Partnership”, although it is rarely, if ever, a partnership in a legal sense. But like any long-term relationship, an outsourcing agreement will work best if it is to the benefit of both parties. A mutually beneficial relationship normally requires that each party understands the other’s aims.

However, because outsourcing can be entered into for various reasons, the understanding of each party’s aims is not always easy. It would be worth understanding why the your potential client or customer is outsourcing in the first place (for example, it could be to save money, get better expertise or phase out a system).

Outsourcing is now a familiar concept, although the term has been used in a number of different contexts and is divided into generations.

First Generation – When the provision of services is first outsourced from the customer to a service provider (you)

Second Generation – When a provision of outsourced services is transferred from the first service provider to a second service provider (you)

Contracting-in: – When the customer brings the provision of the outsourced services back in-house.

Looking at Outsourcing as a whole it can be divided into 3 elements:

1. A transfer of the internal resources – This could be assets and most probably staff. The considerations affecting the transfer element of the outsourcing process are primarily those, which affect any sale of a business or its assets. However, there are several features, which distinguish an outsourcing-related transfer from the usual business sale.

In an ordinary business sale, the principle objective of the seller is to obtain the highest price at the lowest risk. The seller is not concerned with the use the buyer makes of the business and if it fails, it would not normally adversely impact on the seller.

In the case of outsourcing, the buyer is usually providing a service to the seller. The price paid is reflected in the price payable for the services.

An Organisation with a poor win rate will often attribute this to the quality of the submission or pricing, however, quite often the failure is in identifying a suitable opportunity to Tender for which has been selected based on its alignment to the businesses experience, capability, capacity and strategy for growth. By only going for opportunities that are well aligned to the business and its’ objectives means that the likelihood of winning is increased further.

Time and resource play a big part in bringing together the Overall Business Strategy, and the Bid Strategy into a Business Plan that actually works day to day for those identifying bids and submitting responses. With so many Portals out there, some specialist, and some generalist, it can be a mine field to navigate through actually finding relevant, let alone suitable, tenders.

By applying a few simple rules and setting clear search parameters, companies can save not only time in the Search process, but also time and money by avoiding submitting a Bid which they have very little to no chance of winning. Our top tips for conducting an effective Search:

  • Set out Clear Search Terms for the Type of Work you actually want to win i.e. fits your capability and is going to be profitable work
  • Calculate a realistic Annual Contract Value, which you should be aiming for, on average aim for no more than 25-30% of your annual turnover. For example if you turnover £1million per annum, do not Tender for Contracts worth £5million per annum, it is highly likely you would fail at the initial Financial Evaluation Stage.
  • Be clear on your Target Market/Sector to help refine searches down to specific areas, i.e. Public Sector, Schools, Oil & Gas
  • Set geographical limits within the resource capability of your company. Are you Nationwide, International or do you just deliver within a Region?
  • Identify your strengths as a business (in terms of experience) and select opportunities within those areas so you know that you have the Case Studies, References and Examples to support your relevant experience on similar contracts.

If after applying these tips, you still find you are struggling to find the right opportunities, or are unsure how to make sure your searches are aligned to the business strategy and objectives, then please give us a call, we can help you put in place a process that actually works, and delivers the results you need to grow and succeed.

With our knowledge, vast experience of tendering, as well as our expertise in searching for relevant tenders, you will be in a better position to win that bid!

Here at Bid and Tender Support we promote and champion Personal Development Training within our own Company and within our Client’s Organisations. This approach brings great benefits not only to our company but to employees, by creating a culture where employees feel valued.

We have found that training our staff improves their skills and productivity which enables them to do a better job in less time leaving more time for our senior employees to concentrate on other important issues that arise on a daily basis. Being able to trust in our staff to do a professional job is imperative to our success. It is what gives us a competitive edge and is exactly how we advise Clients they gain a competitive edge. Never stop investing in people!

It’s important to recognise the benefits that training has on employees, investing in staff makes them feel valued and creates a sense of belonging which will increase loyalty, this is essential when Tendering for Contracts. Your employees will ensure you deliver that Contract. Business training promotes confidence, problem solving, planning and helps individuals to understand how they work best, this can increase the chances of their progression within the company and ensures that the Company has the best chance of success and growth thus promoting job security.

Overall, offering further development within a business and being interested in your employees’ abilities and job satisfaction can only make for a happier, in control and more content individual and thriving business.

Here at Bid and Tender Support we promote and champion Personal Development Training within our own Company and within our Client’s Organisations. This approach brings great benefits not only to our company but to employees, by creating a culture where employees feel valued.

We have found that training our staff improves their skills and productivity which enables them to do a better job in less time leaving more time for our senior employees to concentrate on other important issues that arise on a daily basis. Being able to trust in our staff to do a professional job is imperative to our success. It is what gives us a competitive edge and is exactly how we advise Clients they gain a competitive edge. Never stop investing in people!

It’s important to recognise the benefits that training has on employees, investing in staff makes them feel valued and creates a sense of belonging which will increase loyalty, this is essential when Tendering for Contracts. Your employees will ensure you deliver that Contract. Business training promotes confidence, problem solving, planning and helps individuals to understand how they work best, this can increase the chances of their progression within the company and ensures that the Company has the best chance of success and growth thus promoting job security.

Overall, offering further development within a business and being interested in your employees’ abilities and job satisfaction can only make for a happier, in control and more content individual and thriving business.