If you wish to be a winner in an IFB, a successful tender response is the key. However, it is not easy to write a perfect tender response. The following tips may help you.
Meet the Purchaser's () When writing a tender response, you need to constantly remind yourself of the importance of doing exactly what the purchaser asks for. If you are not sure about the purchaser's intention, you'd better ask them directly and align your tender response with the purchaser's () You need to present the documents in a simple way for the purchaser's evaluation. Overly complex presentations will not be impressive to the evaluation group. Anyway, what the evaluation group expects is that the proposal can be presented in a consistent way so as to make the assessment process easier and quicker.
Choose a Good Writing Style
As for the writing style, a formal tone should be combined with a subtle selling tone. The former used in the writing is to provide the information required, while the latter used in the writing is to persuade the purchaser to choose you. Of course, it is difficult to do well. Anyway, a tender response which is too obvious for selling will () the purchaser with information. Similarly, an overly formal tender response with excessive use of jargons or () will confuse purchaser.
Make a Good Design of the Tender Response Format
The overall design of your tender response proposal will be helpful to show the purchaser your company's professionalism. With a simple design of a header and a footer, plus your company's name or logo in the header, your tender response proposal may look professional and will be () to the evaluation group. The page number and proposal title should be contained in the footer. Throughout the document, a consistent font, text size, alignment and numbering sequence should be maintained. Paragraphs should be short and concise with bullet point. () and appendices should be used for detailed information. The front cover of the proposal is the first thing the purchaser sees, so it should clearly () the bidder by including all information, such as name, logo, title of the contract or tender and any reference codes.
Divide the Proposal into Sections Clearly
In each tender response proposal, there are a number of common sections, including contents, introduction, management summary, understanding the requirements, solutions and pricing. Each section has its functions. For example, management summary summarizes the main points of the tender; understanding of the requirements demonstrates the tender's full understandings of the purchaser's business environment, () and values; the solutions illustrate the procedure of product/service delivery, the personnel involved in the contract, and each person's (), previous experience, role and responsibilities. Of course, a successful tender response proposal includes more than the above-mentioned sections and other information is also indispensable, such as case studies/customer references, staff CVs, added value, () offers, standards and policies.
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