The closer you get to the end of your service contract, the more likely a tender opportunity is about to hit your inbox. In the current environment, contract extensions and roll-overs are rare. Don’t say you didn’t see it coming!
As an incumbent provider you need to be humble and realistic about what you are currently delivering well and those areas that need improvement. Both of these areas need to be addressed in your tender response. A response that speaks to only one of these areas will not provide you with a positive outcome.
Whilst it can be daunting to take a slice of humble pie, a well written and structured tender response will translate your areas for improvement into strengths for your client. Being honest about what you can realistically deliver will strengthen your relationship with your client.
To put your organisation in the best position to win, it is imperative to plan ahead and look at your performance against contractual KPIs across the term of the contract. It doesn’t have to be time consuming and you won’t need to cut down a forest to document it.
Set yourself regular reminders at least 12 and 6 months out from the likely bid release time to evaluate and ask yourself (and the colleagues around you) the following questions:
Are we currently delivering on all of our contractual KPIs?
Where are the areas we need to improve on, and what short, medium, and long-term actions can we take to improve performance?
Are there any pain points for the client? If so, what actions can we take to address them?
Are there KPIs we are currently not meeting that are out of our control? If so, what opportunities do we have to discuss these with the client?
Keeping in mind that probity conditions will kick in as soon as the tender is released (at the latest), maximising early discussions with your client about how you can meet their needs will greatly assist your tender response development. Map out the client’s journey to ascertain a clear understanding of the direction they are heading and get thinking about how you can meet their current and future requirements.
Simple actions like this will help you maximise the short time you have to transcribe your response on to paper.
by Lauren Jesberg, Senior Tender Specialist