How to structure a bid response

What is a bid response?

A bid response is what you submit as part of the buyer’s Invitation to Tender (ITT) process. Simply put, it is a proposal that outlines your solution to the challenge the buyer currently faces.

For example, if a public authority requires reactive maintenance for properties in its district, a maintenance contractor would outline how they can offer reactive maintenance and why they’re suitable.

Your bid response will typically address questions released by the buyer’s procurement team, all of which are designed to understand your company’s history, capabilities, processes, values, and pledges to the community. It’s a golden opportunity to demonstrate why you are the best person, or organisation, for the job.

It will also include compliance documentation (more on that later), preliminary quotes, and, in some instances, requested attachments (CVs, an organigram, policies, a business continuity plan).

Some of the most common bid types are:

• Tenders: A formal process where potential contractors and suppliers submit bids. Available in both the public and private sector.
• Proposals: An in-depth plan, outlining how the project will be carried out, is created.
• Quotes: The simplest type of bid, where you name your price to complete a particular service.

Why is a well-structured bid important?

Before we address the above question, it is important for us to think about why structuring any document correctly is important. Taking the time to properly structure your bid writing is the only way to clearly convey your message, offer, or solution.

In the case of a bid, this is crucial. Why? Because a well-structured bid increases your chances of success, whilst a poorly structured bid could exclude your organisation from the process.

A correctly organised and structured response not only shows your expertise, but it makes it easier for the procurement team to locate the required information. If the reader must work to find the value in your message, it may set a bad tone and influence their perception of your company; after all, they’re only human!

Proper structure demonstrates professionalism, competency and, ultimately, that you care. It could be the difference between a pass and fail, which you surely don’t want to risk in a competitive process like bidding.

What needs to be included in a bid response?

No two tender processes, or bid responses, are the same. Requirements will vary significantly across sectors. However, there are some key features that all bids must include:

Responses that directly answer the question

You must answer the question directly and confidently, ensuring you do not veer off track. It is often helpful to break down each question into sub questions, referring to any additional bullet points they may have included. There’s a reason the procurement team is asking for something, so give them exactly what they are asking for.

Supporting evidence

Making claims in your bid response is essential, but what good are these claims if they are not supported with evidence? The reader needs to know you are who you say you are, and you can deliver what you promise. The only way to convince them is by backing up claims with evidence. Think past successes, statistics, case studies; these all assure the reader that you can do what you say.

People, processes, systems

Following this structure when answering questions can be extremely helpful as it ensures that you highlight the relevant personnel who will be involved, the process which will be followed, and the internal systems which are in place.

Compliant answers

It is extremely important to guard against accidental noncompliance, whereby your solution does not meet the mandatory requirements. Some examples of noncompliance in the process include:

• Not submitting the bid in the correct format
• Not including a word count when requested
• Exceeding the word count
• Not answering the question
• Not using the correct font and size
• Not providing requested supporting information

The dos and don’ts of a bid response

Dos

• Remain compliant
• Answer all questions thoroughly
• Include supporting evidence
• Set yourself apart from your competitors
• Include proof of past successes

Don’ts

• Briefly read the entire contents of the tender pack and the terms and conditions
• Leave certain sections unanswered
• Make a bid too word heavy with no variation
• Give a bland, untailored response or rely too heavily on AI
• Assume the reader is already familiar with your organisation, product, service, or field

How to structure a bid response: Example question

Q. Please outline your health and safety policy. Also include the person responsible for enforcing and updating it within your organisation.

Introduction to the Health and Safety Policy

Outline your commitment to maintaining a safe and healthy environment for all employees, contractors, visitors, and stakeholders. Mention the policy’s alignment with relevant laws and regulations.

Policy Overview

Briefly outline the main objectives of the policy, such as preventing workplace accidents, ensuring employee well-being, and complying with legal standards. Define who the policy applies to (e.g., all employees, contractors, visitors). Mention any specific areas or operations that the policy covers, including:

• Key Components of the Policy
• Risk Assessment and Management
• Safety Procedures
• Training and Awareness
• Accident Reporting and Investigation
• Health and Well-being Programs

Roles and Responsibilities

Outline the responsibilities of senior management in ensuring the policy is implemented and followed. Clarify the expectations from employees to comply with safety procedures and report hazards. Name the individual or group responsible for overseeing health and safety within the organisation. Include their role in monitoring compliance, conducting audits, and updating the policy.

Enforcement and Policy Updates

Describe how compliance with the health and safety policy is monitored (e.g., regular audits, inspections). Mention any disciplinary actions for failing to adhere to the policy. Explain the process for regularly reviewing and updating the policy. Identify the person responsible for this task, such as the Health and Safety Officer or a designated committee. Clearly state the name and title of the person responsible for enforcing and updating the health and safety policy.

Conclusion

Reiterate the organisation’s commitment to maintaining a safe and healthy workplace.

Bidder response checklist

Print the below checklist and use it for your next tender. This will ensure you submit a compliant response. A “Fail” submitted in any of the boxes will result in a non-compliant bid, so it is important to conduct a thorough check prior to submission.

Struggling to structure your bid? Contact the experts!

BWS’ consultants work across various fields in the public and private sectors, coordinating and structuring winning bid responses. We have secured £3b for our clients to date – evidence of our team’s ability to deliver compelling bids. If you require support on your next bid or would like us to notify you of relevant procurement opportunities, contact us.