A few months ago I wrote a blog post discussing coaching in the public sector. I promised to follow up with a post on the tendering process. Well finally a tender has been released that I can use as my motivation to get around to doing just that!
Public-sector organisations are great customers. They have to be fair, honest and professional in the way they choose suppliers and in any dealings with them. Most are also long-standing, stable customers, and have to pay in good time and in line with agreed contract terms. You may also find that trading successfully with the public sector can give real credibility to your business with private-sector customers.
Although there are clear benefits from doing business with the public sector, it is important to realise that bidding procedures are tough. This is because the public sector must award contracts on the basis of getting value for money for the taxpayer. Bids for public-sector contracts will not be considered just on the lowest price quoted, but overall value based on the service offered
I’ve already explained the benefits of monitoring the www.etenders.gov.ie site. You can set up an account and set up alerts that will send you messages when a tender comes out in your area of interest. So if you find one, how do you go about bidding? Firstly you register your interest. The site will then send you on more information, or at least the contact details of the person you can get more information from. Once you have all the information, the bidding process begins.
Bids in the public sector often take the form of four distinct areas upon which you are marked:
1. Understanding of the need and method of delivering the services
2. Ability to carry out the need
3. Previous experience
4. Cost
I’ll explain each section individually below.
Understanding of the need and method of delivering the services
Before you can service any client you need to understand their true need. Often times a tender will give you a background to the organisation and why they are tendering, but this isn’t enough information. You need to go out and research exactly what the organisation is facing in a wider context. This means looking at it, the market it is in, who its clients are and what’s happening on a socio-economic level with them. Only when you have this information can you realistically feel you have an idea of what is truly the need for the tender.
Once you have presented what you feel the organisation’s true need is (keep this factual, not emotional) you will present how your service will solve this need. Structure this well and think in terms of processes. Exactly what is your coaching process? How does it map out over a timeline? How does your process address the core need that you’ve already addressed? This is a key aspect of your proposal. It normally comes first at creates the initial impression for the user.
Ability to carry out the need
This point and the next address resources and experiences. Questions you may be asked, or may wish to volunteer, can include information about when your company was formed, what experiences you have had providing the items the contract is for, details of where the buyer can get references from, and details of your company’s finances.
I often regard this section as the security blanket of the customer. What they are looking for is evidence that you are in a financially secure enough position to carry out the contract without any future issues and that you have performed the services before which is the best evidence that you will be able to do it again in the future.
You will often be asked for evidence of your financial position. If your company is new and you have not got a set of audited accounts, there are other documents you can provide to prove your financial standing. Ask the buyer what documents they will accept.
Other things you need to consider are whether you have insurances that match the clients needs. For example, do you have professional indemnity insurance? If not, why not? What are your policies of work? Do you have a contract that you use with your clients? Does the Freedom of Information Act impact on your work, if so, how do you manage that?
Previous Experience
If you are asked about previous experience, you should tailor your reply to your audience and emphasise the experience that is most relevant. Develop stories around each project, explaining the problem, how you went about solving it and what the result was. Then provide references to the projects you are most proud of, ensuring they are of course entirely independent references.
Cost
Cost, especially in these times, is obviously of paramount importance. You need to seriously consider how to price your service. Is it the same service you normally provide? Then that should be the basis of your price. Is there subtle differences? Consider the impact of those in your costings.
Next you need to consider whether you should have a public sector discount. Consider the fact that payment is guaranteed, the length and magnitude of the work, the benefits to your business afterwards to be able to use this client as a reference etc. Are these worth a discount in cost for your services?
I believe the above should give you some food for thought. Better yet, but the ideas it has created into action and win yourself some business – there’s a tender out right now! Avondhu Blackwater Partnership is aiming to deliver Career and Life Coaching to individuals based in North Cork. Time to bid for your first public sector contract? Then start here today: http://www.etenders.gov.ie/Search/show/Search_View.aspx?ID=JAN139137
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