Winning tenders isn’t just about responding to an opportunity when it comes along, it’s also important to be ready for that opportunity in advance. If you’re only getting started when the tender is released, you’re already on the back foot and your time will be limited.
Public sector tenders are competitive and forward planning and preparation gives you more time to think strategically, spot red flags early, have appropriate time available and avoid the panic that comes with tight deadlines.
Preparing for a Tender
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Build your bid library
A bid library is a place for you to keep past responses and resources that support your bids, so ensure you collate all your key information in an organised fashion in one place. Ensure you have strong examples to demonstrate your ability, up-to-date policies, plans and procedures, team CVs, training evidence, and testimonials etc. These don’t need to be polished at this stage but having a central library means you’re not starting from scratch with a tight deadline to meet. For example, if safeguarding is a frequent requirement in your sector, make sure you’ve got your policy reviewed and approved in advance.
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Understand your market
Use tools like Contracts Finder, Find a Tender, local authority procurement portals, or our own Open Tenders account, to get an understanding of which buyers are active in your sector. Look at who they’ve awarded contracts to, what they typically ask for, and the size and scope of previous tenders.
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Track pipeline opportunities
Public sector buyers publish Pipeline Notices and Preliminary Market Engagement Notices to understand the market before they publish the tender. These are valuable chances to understand upcoming needs and release dates and even influence the final tender specification. Ensure you have a process in place to track these opportunities as they come to market.
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Update your accreditations and policies
Don’t lose marks (or fail the initial pass/fail stage) because of outdated insurance documents, expired ISO or industry certifications, or missing anti-bribery policies. Create a checklist and diarise reviews periodically.
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Do a capability gap analysis
Ask yourself ‘If we won a large public sector contract tomorrow, what would we need to deliver it? Are there skill gaps in the team? Would we need a supply chain partner? Are our systems and processes scalable?’. Identifying gaps early means you can strengthen your offer over time, not in a rush.
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It’s not just what you say, it’s what you show
Being prepared shows professionalism, maturity and reliability, all traits that buyers are actively looking for. If your submission shows you’ve planned ahead, can evidence past performance, and have thought about how you’ll deliver, it sets a strong tone from the outset.
Whilst good preparation doesn’t guarantee a win, a lack of preparedness will almost guarantee a struggle. The more you do now, the less you’ll scramble later.
If you are looking for more help, take a look at our other blogs, visit our YouTube channel - there’s a great webinar on how to make the ‘go, no go decision’ on a bid - or get in touch, we’re always on hand to help.
