Where A+ Bids Begin...

It's your daughter's examination day and you haven't recovered from the stress you both went through practically studying together, burning the midnight candle... Hmm.. the nerves... It’s like you are the one writing the exam.🤦🏽‍♀️

On the way to school, you remind her; "Sweetie please ensure you read the instructions well before you start" and she gives you that shrug, the one that means “huh, does it really matter?"

So because you don't want to take chances, you emphasize again, and then she is forced to respond reluctantly; "Ooookay mum, I'll read the instructions."

It's just simple logic that if the most brilliant student doesn't read, understand, and follow examination instructions, they are setting themselves up for failure... aren’t they?

When it comes to bid writing and responding to RFPs, one vital part a vendor cannot ignore is what we call ‘Specifications’.

Specifications are the instructions that accompany an RFP, detailing exactly what the client wants. Specifications describe the output or desired outcome that the client wants to achieve. It's expedient for vendors to understand fully the specification of a tender so as to structure their response to meet the requirements that have been spelled out.

Many vendors wonder why they don't win bids, sometimes it's just because they don't take the client’s specifications seriously.

As a vendor, ensure you take time to read, analyze and digest the specifications before you start writing the bid, so you can fully understand what is expected of you.

If there are aspects of the specifications you find ambiguous or unclear, you must seek clarity from the contracting authority. Don't be reluctant to ask questions as this will help you get the correct information that would aid you in preparing your best response. Not to worry, unlike in exams, you are free to seek clarity before the bid deadline.😃

Oftentimes, specifications cover different aspects such as design, dimensions, materials, output levels, quality, and timescales; all these should be fully understood and form the basis of your bid document.

Other aspects you can find in tender specifications include;

• Restrictions: These are little aspects such as document word count, page numbers, and font sizes, and they are included to guide the format of your bid submission.

• Scoring Criteria: Where the scoring criteria are provided as part of the tender package, you must pay close attention to this critical document. The scoring criteria identify the vital elements which will be used to assess and score your proposal. They are great for helping you focus on the important bits, also saving you the time you would have wasted putting together unnecessary details.

When next you are working on a bid response, remember to pay close attention to the exam tender specifications. You stand a much higher chance of winning a bid when you follow the tender specifications to the letter.

Do you find RFPs overwhelming? Do you want to discover how you can easily craft winning bids?

If you need help developing RFPs, bidding, supplier management, sourcing, bid evaluations, and contracting to grow your business, then click here to visit Efemini Academy to explore our range of online procurement courses.