How to Write a Winning Bid

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You have to respond to an RFP or other type of bid request. While it’s not always enjoyable, it’s easier when you have a solid, strong chance of being selected. Therefore, the key is ensuring you’re not just responding to RFPs but learning how to write a winning bid!

Almost anyone can respond to an RFP but not everyone can respond with a bid that gets chosen as the WINNER.

What strategies should you follow to increase your chances of winning?

READ THE RFP CAREFULLY

Knowing how to write a winning bid begins with reading the RFP and its attachments VERY thoroughly! The reason is that you may encounter questions that don’t make sense or are repetitive of earlier questions.

READ THE RFP – AGAIN

Seriously, this is important. Analyze it and become familiar with every aspect of the RFP. Identify the person in your organization who is best-suited to respond to each question or section. Follow all RFP instructions; if it asks for double-spaced type on 25 pages – do it.

DO YOUR HOMEWORK

If possible, use your professional and personal networks to learn all you can about the client. You’ll know better how to write a winning bid if you research the client’s history, successes, failures, leadership and decision-makers.

ASK QUESTIONS

Submit your questions to the client and read all answers that are distributed to all bidders.

GATHER THE WRITING TEAM

Identify people in your organization who can help write the winning bid and answer the RFP questions. Ensure they can commit to drafting, editing and finalizing. Don’t give a writing assignment to someone who’s leaving for a two (2)-week vacation in the middle of the writing process.

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TELL YOUR STORY

Now, the hard work begins! Sell your company.

  • Kick off the writing process with a session in which you identify discriminators and “themes” that set you apart from your competitors.
  • Next, describe your organization’s experience and explain “where we’ve done this before” by backing it up with evidence.
  • Use quotes or “testimonials” from happy clients and statistics that, for example, show you contributed to saving your client money or doubled the number of unique visitors to their website.
  • Illustrate the relevance of a project you’ve successfully completed to the client’s upcoming project.
  • Include resumes of the personnel your organization would assign to the project and highlight their accomplishments and skillsets that would benefit the client.

CHECK YOUR WRITING

Schedule a checkpoint to review the written content and identify the gaps. But, what if you find several gaps, such as questions nobody can answer? This is likely a red flag and a warning – hit the pause button. In this instance, ask your supervisor to evaluate whether writing the bid is still a good use of resources.

PROOF IT AND FORMAT IT

Find a “fresh set of eyes” in the office to read the bid. Find a co-worker who is a talented editor or can format the bid professionally. Ensure that your contracts manager or an attorney reviews all forms, terms, conditions and legal clauses in the RFP.

SUBMIT…and…WAIT

Some clients evaluate bids slowly. Be patient! If you aren’t selected for the work, you should receive notification within a few weeks. Consider asking the client for a “debrief” to learn how to write a winning proposal.

At The Bid Lab, we work with clients who don’t have the time, resources, or experience to manage, write and build their bids. If your organization faces a similar challenge – call us. We’re experts on both sides of the equation: how to write an RFP and how to write a winning bid. Bids and RFPs are our business – all day, every day!