Working with External Bid Writing Teams

Essential Client Input to Support Tender Preparation

To achieve the best possible outcome, clients play a vital role in shaping the bid team’s understanding of their organisation, strengths, and strategic goals. Below, we outline the critical areas where client input is invaluable in supporting bid teams as they prepare tenders, ensuring compliance, alignment, and ultimately, competitive advantage in the public sector procurement space.

As an APMP-qualified consultancy specialising in bid management, Roemer Barnes Consultancy recognises that successful tender preparation requires collaboration between clients and external bid teams. Navigating the intricacies of public sector procurement and UK procurement legislation demands a strategic, well-organised approach. However, even the most experienced bid professionals require specific input and insights from clients to develop compelling, compliant tenders that align with procurement criteria and maximise scoring potential.

Understanding Organisational Priorities and Strategic Goals

At the heart of any effective bid is a clear understanding of the client’s objectives and strategic vision. By sharing information about organisational goals and priorities, clients enable bid teams to align the tender with these aims, providing context that elevates the response. This alignment is particularly important in public sector procurement, where tenders are often evaluated not just on technical and financial compliance but also on added value—such as social value contributions and alignment with broader policy objectives.

Clear communication about organisational priorities ensures that the bid articulates value effectively, positioning the client’s services in a way that resonates with evaluators and supports high-scoring responses. In addition to broad strategic objectives, any insight into specific outcomes desired from the contract enables the bid team to craft responses that directly address these expectations.

Access to Subject Matter Experts (SMEs)

The technical expertise and operational knowledge of SMEs within the client organisation are essential in preparing a tender that meets the requirements of UK procurement legislation. SMEs can offer detailed insights into the technical and procedural aspects of services, enabling bid teams to build responses that are factually accurate and legally compliant. For example, SMEs in finance, HR, or service delivery can provide crucial information on staffing, budgeting, quality control, and resource allocation, each of which must be addressed in a manner that aligns with public sector standards.

SME input also helps ensure that the bid is authentic, demonstrating a clear understanding of the nuances of service provision. Including SMEs early in the process enables the bid team to capture specific, value-adding details that reflect operational reality, ultimately enhancing the bid's credibility.

Clarification on Compliance and Regulatory Obligations

Public sector procurement demands strict adherence to regulatory requirements, and the implications of non-compliance can be severe, often resulting in disqualification or diminished scoring. Clients must provide a comprehensive overview of their existing compliance and regulatory frameworks, covering areas such as GDPR, environmental standards, health and safety policies, and any specific industry regulations.

Given that the bid team may not have an in-depth understanding of all applicable regulations specific to the client’s industry, it is essential for clients to clarify these obligations, particularly where sector-specific or recent legislative updates apply. This support ensures the bid team can frame responses that reassure evaluators of the client’s compliance readiness, increasing the tender's appeal and integrity.

Insight into Past Performance and Relevant Experience

Public sector tenders frequently assess an organisation’s track record to evaluate their capability to fulfil the contract effectively. As such, past performance is often a key evaluation criterion. Client-provided case studies, performance data, and lessons learned from previous contracts are valuable assets in demonstrating reliability, expertise, and continuous improvement.

Clients should support the bid team with tangible examples of past successes, ideally those closely aligned with the current tender’s objectives. These examples should be recent, relevant, and, where possible, include quantitative evidence of outcomes achieved. By providing this data, clients help bid teams create strong, evidence-based responses that build trust and underscore the client’s suitability for the contract.

Social Value and Sustainability Information

Increasingly, public sector tenders require responses that address social value, environmental sustainability, and economic impact, reflecting the UK government’s emphasis on social responsibility within procurement. To develop robust responses in these areas, clients need to communicate their organisation’s social value commitments, sustainability initiatives, and community engagement efforts. Specific data on workforce diversity, community investment, environmental practices, and supply chain ethics will strengthen the bid’s social value propositions, often forming a key component in competitive scoring.

Clients can further enhance these sections by sharing details of any existing or planned initiatives that align with the procuring authority’s own social value objectives. For instance, where tenders reference the Public Services (Social Value) Act 2012 or local authority targets, tailored responses reflecting the client’s commitment to these principles can be compelling differentiators.

Clear Communication and Regular Access

Finally, a structured communication framework between the client and bid team is crucial to ensure clarity, accuracy, and adherence to deadlines. Clients should be prepared to provide access to relevant stakeholders, schedule regular update meetings, and allocate time for query responses. Access to decision-makers can help resolve critical questions quickly, reducing delays and preventing information gaps in the bid.

Timely communication allows the bid team to verify details and make necessary adjustments, ensuring that the final submission is as accurate, aligned, and compelling as possible. A proactive, collaborative approach not only strengthens the bid’s content but fosters a more efficient process that can prevent last-minute challenges.

Summary

Strong client involvement is essential for external bid teams to prepare winning tenders in the public sector. By providing clear direction, access to expertise, and timely insights into compliance, past performance, and social value commitments, clients empower bid teams to craft high-quality responses that resonate with evaluators.

At Roemer Barnes Consultancy, we work closely with our clients to build this essential foundation of collaboration, ensuring that every tender is positioned for success in a highly regulated and competitive landscape. A well-prepared tender, underpinned by thorough client input, stands out in the public sector arena, maximising the chances of contract award and fostering long-term partnerships.