Bid Writing Bonus: Tendering Preparation and Management

Bid Writing Bonus: Tendering Preparation and Management

Tender preparation and management is a complicated process, involving a great deal of documentation, research and evaluation. It is a critical part of the business and procurement process and needs to be done carefully and accurately. From the vendor (supplier) perspective, preparing to tender can be daunting, especially if you are new to the tendering process.

In this blog, we will cover good practices for tender preparation, how to manage the tender process, our free learning resources and how you can outsource the entire process to a bid writing company.


What Do We Mean by Tender Preparation?

Tender preparation is the process of preparing a tender in response to a tender request from a buyer. This includes researching and developing a proposal that outlines the capabilities and competitive advantages of the company. This also includes outlining the terms and conditions of the bid, and any other details required to complete the tender submission.

The intention of the tender preparation process is to ensure that the bidder is best positioned to win the tender.


Good Practices for Tender Preparation

Develop a strong understanding of customer needs

Vendors should understand the customer’s needs by asking questions and researching the customer’s organisation, goals, and objectives.

Prepare comprehensive cost proposals

Proposals should include detailed estimates of labour, materials, design, and other costs.

Stay organised

Vendors should create bidding guidelines and an organised filing system for tracking bids (including your own internal and external deadlines).

Research competitors

Vendors should research competitors to identify their strengths and weaknesses and anticipate potential competitive tactics.

Set up a clear timeline

Set up a timeline for submitting responses, preparing deliverables, and reviewing document changes. Ensure you deliver on time and within budget, while staying within the legal framework.


What Do We Mean by Tender Management?

Tender Management is the process of managing the bid submission process, from preparing proposals to submitting bids and negotiating with potential buyers. It involves processes such as preparing tender documents, responding to queries, and collecting financial information and other tender related documents. The vendor should also be actively involved in monitoring the progress of tenders and updating them as and when needed.

The ultimate aim of tender management is to win the bid and secure lucrative contracts.


Good Practices for Tender Management

Prepare a detailed set of documents

Ensure you have all the necessary documents to submit your bid, including the tender submission document, technical specifications, financial estimates, and any other required documents.

Continue to research the organisation and tender requirements

Researching the organisation’s background, its products and services, and the requirements of the tender is part of your tender preparation. However, it is equally important to continuously review your own offering and the requirements of the tender.

Develop a comprehensive tender proposal

Develop a comprehensive tender proposal which clearly demonstrates the benefits of your offering and meets the tender specifications.

Request clarifications when required

Don’t be afraid to ask for clarification if there is something in the tender that you don’t understand or feel needs further explanation.

Follow-up after bid submission

Following up after a bid is submitted is often necessary to help differentiate one’s bid from competitors. Even if your bid is unsuccessful, it is vital that you follow up with the buyer and understand where mistakes were made to improve for the next tender.


Our Free Learning Resources

If you have any more questions then Tender VLE will have the answers for you.

Join the UK’s first-ever virtual learning environment to offer a range of free tender-related videos. Whether you have years of tendering experience or are starting out from scratch, Tender VLE will have something for you.

Think there’s something missing? If you can’t find the answers you’re looking for, then tell us more about the content you’d like to see!

See something you like? Contact our team for a quick chat and start your Tender VLE journey today.

Don’t Have Time to Prepare or Manage Your Tender? Here’s our services!

Tender Writing

Once you’ve found the perfect bid for your business, send it our way. Our Bid Writers can take care of the whole thing for you they’ll even submit it on your behalf. They’ll let you

know what they need from you, providing you with a full Tender Writing breakdown.

Tender Ready

Our Tender Ready 4-week programme is perfect for businesses that have never tendered before. A Bid Writer will work with you to ensure you have everything in place to tender successfully. Tender Ready offers your business:

  • A 12-month subscription to one Hudson Discover
  • Access to Global Bid Directors and Senior Bidding Professionals.
  • An Organisation-wide Bid library, including 3 case studies, 5 CVs and policies.
  • Additional flexible benefits. 

Tender Improvement

If you’ve been tendering but aren’t seeing success from your current efforts, our Tender Improvement package can help. Our Bid Team will assess your previous responses and tender documents. They will work with you to improve for future submissions. This package includes a 12-month subscription to a Hudson Discover portal and additional tendering development services. 

Tender Mentor

If you’ve written your tender response and need it double-checked for errors, Tender Mentor can help. A Bid Writer will proofread your work for any inconsistencies, grammar, or spelling mistakes. They will also ensure it’s in line with the specification before you submit it. This is a great way of improving your skills and understanding of how to polish your tender.


Additional support:

Do you only require assistance with PQQs or SQs? We can help!

Submit the relevant information regarding the work you need, and we will provide a quote for the work agreed upon.

We provide support at all levels of the bid writing process, so if you simply need it proofread before you submit it, we can also help with that!


Our other divisions:


Wanting to impress a buyer? Our creative content agency Vocal is always on hand to help!

Our Vocal team are never afraid to be heard – we’re a loud bunch!

From micro-businesses to large organisations, we provide ways to make your business stand out from the crowd. We can transform your bid into a professionally designed tender document!

Vocal specialises in:


Our online virtual learning environment for Education, Enterprise and Home Learners is currently being used to power our platforms – Tender VLE and Procure VLE (Coming soon).

We believe in learning at your own pace, wherever you are!


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