Deciding not to bid is a perfectly good outcome. The aim is to put your effort into the tenders you have a realistic chance of winning and can deliver well. Work through these questions with the notice and the tender documents in front of you.
1. Is this genuinely our kind of work?
Read the specification, not just the title. A contract that's 80% outside your core service will be hard to win and harder to deliver.
2. Can we meet every condition of participation?
Conditions of participation are pass or fail. Under the Procurement Act 2023, failing one means you can't ultimately be awarded the contract, however good the rest of the bid is. Check each one against what you actually hold.
3. Can we prove it?
Meeting a requirement and evidencing it are different things. Check that you can supply the certificates, policies, financial information and examples of comparable work the buyer asks for. Insurance is a common gap. Buyers can ask for proof that cover will be in place by the contract start, so talk to your broker early.
4. Is the size right?
Work out the value per year and compare it with your current turnover and capacity. Think about cash flow too: how and when the buyer will pay, and what you'd need to spend before the first payment arrives.
5. Do we have time to do it properly?
Count the working days to the deadline, and remember the earlier clarification deadline. Then ask who will write the bid, and what they'll stop doing to make time for it.
6. Can we score well on what's being measured?
Look at the award criteria and their weightings. If quality carries most of the marks, you'll need strong, specific answers backed by evidence. If price dominates, check that you can compete without making a loss.
7. Are there risks in the contract?
Read the contract terms, service levels and any requirements to take on existing staff. If something is unclear or significant, get professional advice. A clarification question to the buyer can also resolve uncertainty before you commit.
8. Is it the best use of our effort?
Compare it with the other opportunities you could pursue. One well-prepared bid usually beats three rushed ones.
Warning signs
- A condition of participation you can't meet by the deadline.
- A deadline that leaves no time for clarification questions.
- Requirements so specific they don't match how your business works.
- A contract value far beyond what you've delivered before.
A simple way to decide
Rate each question 0 (no), 1 (partly) or 2 (yes). Treat any 0 on questions 2 or 3 as a likely no-bid until it's resolved. This is a planning aid to structure your thinking. It isn't a prediction of whether you'll win.
Want a second opinion?
A Bid Readiness Check compares a tender's stated requirements with your evidence and shows the gaps. A Tender Brief gives you a clear summary to start from. If you're still getting to grips with notices, start with how to read a tender notice.
Sources
- Guidance: Conditions of Participation (GOV.UK, Cabinet Office).
- Procurement Act 2023, Part 3, Chapter 2 (legislation.gov.uk).
This guide is general information, not legal advice. Each buyer's tender documents set the actual requirements.