Why are Policies and Procedures Important to Tenders?

Aug 26, 2021Bid Management, Bid Writing, SME Champions, Tender Process, Tender Writing

Policies and Procedures are a key component of many bids. They’re also something that smaller businesses sometimes struggle with, usually because time and resources are tight, and putting policies and processes in place can take a lower priority. If you’re serious about bidding then you will need to start giving them some time and energy, though. Here’s why.

Compliance

Tenders will often require you to either supply a copy of your policy or to check a box to confirm that you have a policy in relation to certain issues. Common requests are for things like a Health, Safety, & Environmental Policy, or your customer service policy and/or code of conduct for working in customer’s homes.

If you’re not able to provide these, then you won’t be submitting a compliant bid unless you are able to offer alternative information to support – for example, we have seen tenders where you could either upload your H&S policy or answer supplementary questions.

Commitment to Excellence

policies and proceduresHaving a policy or procedure for a particular area or issue shows that your business has made a commitment to improvement and excellence in that area. Policies and procedures help to lay out expectations for your staff and give you a benchmark for performance. These then act as a shortcut for the client, letting them know what issues you believe are important. For example, if you have put together a Net Zero Carbon policy that sets your targets and outlines how you are going to achieve those, it will give you an advantage over company’s that only have an environmental policy.

This is especially true if your policies and procedures are based on legislation or industry standards. For example, your Modern Slavery policy may ensure that your company meets all the requirements of the Modern Slavery Act (2015). This sort of attention to detail can really help bring a bid to life. For example, see the difference between, ‘We have a social value policy, and ‘Our ISO9001 Social Value Policy & Procedures have been developed in alignment with the Seven Pillars of Social Value from Social Value UK, and the Government’s new Social Value Model.’

Clarity

Policies and Procedures can be a big help when writing tender responses that relate to how you will do things for the client. They give a structure and level of certainty to the client, reassuring them that you have considered what issues might occur and have a plan in place for how to deal with them. They also help cut down the time needed to write a response, as rather than having to create a new response for each tender, your bid writer can use the policy or process as a basis for the response.

This comes in particularly handy for those frequently asked questions about things like complaint escalation, staff training, creation of RAMS, etc. If you have a policy and process in place, you have the base content for an answer – although we must stress that you should double-check that your process aligns with the requirements of the bid and always, always, bespoke the bid to the client you are bidding to.

Need Policies and Procedures?

This is an area that we frequently support our clients with. If they come to us without a policy needed for a tender, we can help them create one. If their processes are a little out of date or not up to standard, then we can help review and refine those, to help you score more highly.

If you’re in need of support with policies and procedures, we’d be happy to help. To find out more about how we can work with you to improve your paperwork and your tender scores, get in touch today.

Adrian Corcoran

Adrian Corcoran is Managing Director and Founder of Bid for Success. Passionate about working with great businesses to win them new work, she and the Bid for Success team are here to help you with your bidding and work winning needs.

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