If you're going to tender for a contract around the Rugby World Cup - make your tender count.
Requests for Proposals (RFP) and requests for Expressions of Interest (EOI) will usually describe the goods or services needed and the circumstances in which they will be used, while seeking proposals to meet those needs at a reasonable cost.
Price is hardly ever the only consideration in selecting the contract or bid winner. Additional criteria will be set out in the RFP or EOI document. These may include: your ability to meet any minimum royalty or licensing fee guarantee; RWC 2011’s environmental and economic sustainability goals; Maori or Pacific Island participation and social responsibility. Whatever the specifics, there are some general principles to adhere to if you want your bid to be successful:
#1 Answer every question thoroughly.
Make a list of all the RFP’s requirements and follow each with a full description of how your proposal meets it. Don’t just rely on assertions or promises – provide evidence of your abilities, capacity and experience. Show how you can, and will deliver on time and on budget.
#2 Understand and write for your audience.
If you know who will be evaluating your proposal you can set the right level of technical detail in the bid. But the golden rule is, wherever possible, use plain English.
#3 Use a glossary if it helps.
Even if you know the evaluation group will include technically-literate people, not everyone involved in the process will be. Include a glossary that defines your terms, and avoid the technical people having to act as translators.
#4 Be consistent.
Throughout your proposal, always use the same terms, units, currencies and quantities. Ensure they match those in the RFP or EOI. Follow the order and hierarchy established by the RFP and keep the format the same for each section.
#5 Show sustainability.
Communicate initiatives you have taken to make your business more sustainable, whether through waste reduction, energy conservation, emissions reduction or even social programmes, and explain how it fits with RWC 2011’s sustainability objectives. It could be what separates your bid from the rest.
#6 Use design to differentiate.
You can template your documentation in advance to save time. But ensure the document looks as though it has been designed from scratch for this bid.
#7 Demonstrate understanding.
Most tenders will include relevant information on overall objectives and plans, as well as key issues. If not, you should be able to find them quickly on the organisation’s website. Ensure your bid takes account of these and clearly articulates how your business will help achieve them.
#8 Don’t assume they know your business.
Even if you know people on the evaluation committee or you’ve worked with them before, make sure your proposal includes a full picture of your business including relevant experience and expertise. The winning bid has to be selected on the basis of what’s included, not information that’s not in your bid.
#9 Make doing business with you easy.
The tender will have set out specific needs. Have you shown that you can meet them? And try not to apply conditions. Conditional bids are rarely selected.
#10 Develop and stick to a timing plan.
Make a clear note of the close-off date and time for submissions. Then draw up a timing plan that allocates adequate time for each section of your proposal to be completed. This is best done as a ‘critical path’ to submission date. One tip is to look for ways to do jobs in parallel rather than having to wait for one to be completed before starting another.
All RWC2011 tenders will be posted on the tenderlink website. Click here to sign up. It's FREE.
