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UK charities and voluntary sector organisations often find themselves competing for public sector contracts to sustain and expand their vital work. However, the bidding process can be daunting, especially for smaller organisations, those new to tendering or those with limited financial resources. This guide aims to demystify the process and help you prepare effectively for public sector bids.
Being bid-ready is not just a nice-to-have; it's a crucial aspect of successful tendering. Proper preparation can save you precious time, reduce stress, and significantly increase your chances of success when opportunities arise, even when you engage professional services to help. Think of it as laying a solid foundation before building a house – the stronger your groundwork, the more robust your final structure will be.
Before diving into the nitty-gritty of bid preparation, it's essential to understand the UK public sector landscape. The tendering process typically involves using two key platforms: Contracts Finder (https://www.contractsfinder.service.gov.uk/) for lower value contracts and Find a Tender (https://www.find-tender.service.gov.uk/) for higher value opportunities. Familiarising yourself with these platforms and their common procurement procedures will give you a head start in navigating this complex terrain.
Contracts Finder is used for opportunities worth over £12,000 (including VAT) with the government and its agencies. It's particularly useful for smaller contracts and is an excellent resource for small and medium-sized enterprises (SMEs) and voluntary organisations. On the other hand, Find a Tender is the go-to platform for high-value contracts in the UK, typically those above £139,688 including VAT.
Now, let's dig into the key elements of bid readiness. First and foremost, be very clear about the legal structure of your organisation. This often impacts on how you need to bid, depending on whether you are a charity, Community Interest Company, or some other type of structure, such as a group of organisations bidding together. Ensure you have up-to-date financial information at your fingertips. This includes your latest accounts, cash flow projections, and any relevant financial ratios. Next, review your policies and procedures. Are they current and comprehensive? Pay particular attention to areas like health and safety, equality and diversity, and data protection – these are often scrutinised in public sector tenders.
Another crucial aspect is having a portfolio of past projects and references ready. This evidence of your track record can make or break your bid. Take time to reflect on your organisation's unique selling points. What sets you apart from other charities in your field? What distinguishes you from other organisations who are bidding? For example, as a charitable organisation you operate on a not-for-profit status which means you give back to the local community. And if you are locally-based, you are probably more aligned to your local community and community projects. Being able to articulate this clearly and concisely can give you a significant edge.
One of the most valuable tools in your bid-ready resource is a well-organised bid library. Think of this as your tendering treasure trove – a collection of key documents, case studies, and boilerplate responses that you can draw upon for future bids. Include items like your mission statement, organisational structure, staff CVs, and project summaries. Regularly update this library to ensure the information remains current and relevant.
Remember, successful bidding is a team sport. Develop your bid team by identifying key people who can contribute their expertise to different aspects of the tender. This might include financial experts, project managers, and service delivery specialists e.g. those with lived-experience of the type of service you are bidding to provide. Don't be afraid to consider external support if you lack certain skills in-house. Bid writing consultants can provide valuable insights and help polish your submissions.
Lastly, embrace the spirit of continuous improvement. Whether you win or lose a bid, there's always something to learn. Seek feedback on your submissions, analyse where you excelled and where you fell short, and use these insights to refine your approach for future tenders. This iterative process will help you become more proficient and successful in your bidding activities over time.
Becoming bid-ready is an ongoing process that requires dedication and attention to detail. By preparing thoroughly, building a strong bid library, developing your team, and learning from each experience, you'll be well-positioned to seize opportunities when they arise. Every successful bid not only secures funding but also allows your organisation to further its mission and make a positive impact in your community.
Ready to start your bid-readiness journey? Begin by familiarising yourself with Contracts Finder and Find a Tender. With these tools at your disposal and the insights from this guide, you'll be well on your way to mastering the art of public sector tendering. Good luck, and may your next bid be a winning one!
We have developed a ‘bid ready’ checklist to help you gather the information you need to prepare for your bidding adventures. Click here to download your guide. You need to sign up for our newsletter but you can unsubscribe at any time.
Ready to start your bidding journey? We have decades of bid experience and can help.
Ocean City Bids is a professional bid agency based in the UK, covering all industries and with extensive experience and expertise in healthcare, social care, recruitment, life sciences and telecoms. We provide a range of services to support your business to bid for contracts, and to win. Contact us on bid@oceancitybids.co.uk for a friendly, informal discussion about your bidding needs. www.oceancitybids.co.uk
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