How do you write tenders?

I have been asked several times how I write tenders.  In one case, while proceeding to give the definition of a tender document, my associate got a strange look on his face.  I realised I hadn't answered his question.  Upon asking him "What do you want to know?" He told me he wanted to know what my process was.  Ah, I thought, he's after my trade secrets!  That's okay I gave them to him, and I'll share them with you now.

But first things first, I really think defining the word tender as it applies to 'request for tender' or tender documents (as opposed to the tender feelings you sometimes get during an episode of lassie or when looking at a cute puppy for example) is a valuable exercise.  

Tender: An offer made in writing by one party to another to execute certain work or supply certain commodities at a given cost

The Websters New Universal dictionary of the English Language (1972)

Also the following definition could also apply: to make a formal offer, to present formally for acceptance.

So how does this apply to what I do?  Well, I have spent the last 16 years writing these very documents.  In writing government application or selection criteria documents, the candidate is in effect making an offer in writing to execute certain work, in a formal way.  How does this apply to tender writing?  Well, many government departments use selection criteria when evaluating your bid, and will stipulate the criterion, and I am familiar and at ease with these.  The problem most clients have with tender writing is two fold;

1. The language is so formal and significant in style that it is difficult for the reader to determine the actual needs and wants of the vendor;

2. Most clients, having inspected drawings, dealt with suppliers and discovered that a tender opportunity has arisen are simply too busy with business operations to take the time to write the document themselves, nor do they have the inclination or expertise to do so effectively

Which is where I come in.  I am familiar with government terms and jargon, and have experience in writing tenders successfully and capably.  

So how do I approach the writing of a tender?  Well the first thing I need is to see the request for tender document.  As I am familiar with this, I can usually get an idea very quickly, scanning over clauses and requirements of the overall length and complexity of the task ahead.

From here I estimate the amount of time it will take me to collect and assess the information from the client, and then write the document.  Once the client accepts the quote, I proceed to re-read the request for tender document in great detail.  From here I create a summary of information required including clauses and criterion to be addressed and what evidence I will need to substantiate the claims made in the document.  For example if a criterion states that technical expertise is required in the form of experience in a similar field or organisation, I will ask the client for names of clients and the type of work completed for each client.  In this way statements can be proven with evidence and will be given greater weight than general statements about how great Acme Environmental Services is.  Of course you are going to say that!

From here, a first draft is emailed to the client and sections where information has not been provided in full are highlighted.  Please keep in mind however, that this is a collaborative process, and without the essential information provided by the client there is no point in engaging my services. 

Speaking recently to an associate in the refrigeration and mechanical services industry I gained valuable insight into the client's perspective.  He told me "I am working currently on the air conditioning and refrigeration for the renovation of a large building.  It's a $1.5 million dollar job.  I can understand the request for technical documetns as I know what to look for.  But by the time I have examined the drawings and looked through the technical specification document the last thing I want to do is write the tender."

So there you have it.  If you are now asking yourself what my prices are, these vary, depending on the size of the project.  But to give you a general idea, the writing of professional tender documents for smaller jobs (less than $500,00) is usually around the $900 mark while larger, more involved  projects with extensive request for tender documentation (150 pages or more for example) are closer to $2500  which includes many, many hours of my time spent painstakingly reading, assessing information, collecting information from the client and writing the tender which is as long as it needs to be.  Once finalised the tender is provided to you not only in email form, but also as a CD, printout and receipt which is posted.

From there it's up to you to flourish and prosper, as you undoubtedly will!