Improves Your Success With Tenders & Proposals

Do your eyes glaze over when you think about policies, processes, systems, procedures, accreditations, records and evidence?

Well that may be the case for most people but these are absolutely essential if you are to win tenders. In fact you will struggle to even pre-qualify to tender for an opportunity if you do not have these in place.

Most public sector opportunities are attracting over a hundred expressions of interest and completed pre-qualification questionnaires. The difference between success and failure is almost always down to one single point.

The average tender list is around six so there is a lot of work involved in reducing the list of applicants and customers want to find a quick and fair way of arriving at their preferred list of bidders.

One of the easiest ways of doing this is to either make it compulsory for applicants to demonstrate that they have all of the policies, processes and procedures in place or to award a reasonably high proportion of marks for these.

Failure to score top marks in these generic requirements almost certainly means you will not pre-qualify. Unfortunately, many small and medium enterprises fall at this hurdle because they have gaps.

Listed below are the requirements that you will commonly see in a PQQ and it is recommended that you have these in place and up to date so that you can respond properly:

Quality Management

A quality policy and management system complete preferably accredited to ISO9001 and audited by an independent third party

Procedures for assuring the quality of goods and workmanship for suppliers and subcontractors

Defects policy

Customer complaints policy and procedures

Guarantee schemes

Awards received for quality

Performance records (KPIs)

Health and Safety:

A health and safety policy and management system preferably accredited to ISO18001

CDM Regulations procedures

Risk assessments and method statements

Instructions for handling hazardous materials

Accident frequency rate or accident incident rate records

CV of Health and Safety Advisor

Organisation chart demonstrating reporting lines, roles and responsibilities

Records for inductions and training

CSCS cards

Examples of a typical construction phase health and safety plan

Awards for health and safety from ROSPA for example

CHAS accreditation

Performance records (KPIs)

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Environmental and Sustainability:

A sustainability policy

Sustainable development policy

An environmental policy preferably accredited to ISO14001 and audited by an independent third party

Sustainable procurement policy and procedures

Fair trade purchasing policy

Carbon reduction policy including carbon footprint records and targets

Waste management procedures and records

Site waste management plans

Social Value:

Social value policy

Evidence of initiatives and achievements particularly training, job creation and local suppliers

Performance records (KPIs)

Equal Opportunities and Diversity:

Equal opportunities and diversity policy and procedures

Recruitment and employment records and statistics

Records of training and communication to staff

Evidence of monitoring applicants, promotions and grievances

Training and Development:

Training policy and procedures

Investors in People accreditation

Records including number of apprentices and trainees employed

Business Continuity:

Business continuity policy and procedures including disaster recovery procedures

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