Structuring your bid

Winning public sector contracts requires more than just meeting requirements—it demands a compelling, well-structured bid that demonstrates value, reliability, and compliance. This guide will help you create a bid that stands out by covering key sections, best practices, and strategic insights.

Executive Summary

The executive summary is your opportunity to capture the buyer’s attention. It should concisely outline how your company meets the public sector’s needs and what makes you a strong candidate.

• State your unique value proposition: Explain what differentiates your business from competitors.
• Align with the buyer’s objectives: Show a clear understanding of their needs and priorities.
• Provide a high-level overview: Briefly mention your experience, service quality, and compliance with public sector standards.

This section should be persuasive, engaging, and tailored to the specific framework or contract.

Company Overview and Capabilities

This section establishes your company’s credibility and capability to deliver. Provide key details such as:

• Company history and size: How long you have been in business, your workforce size, and operational reach.
• Core services and specialisations: Clearly define the services you provide and any niche expertise relevant to the contract.
• Experience with public sector contracts: Highlight past work with government bodies, NHS trusts, or local councils.
• Certifications and accreditations: Include relevant qualifications such as ISO 9001 (Quality Management), Cyber Essentials (IT Security), or Investors in People (Workforce Development).

This section reassures buyers that you are a proven, trusted supplier.

Service Delivery Model

Buyers need confidence in how you will deliver services efficiently and effectively. Break down your approach with the following:

1. Operational Process: Explain how your team delivers goods or services, including timelines, key stages, and performance monitoring.
2. Resource Management: Outline how you secure skilled personnel, equipment, and technology to meet contract demands.
3. Quality Assurance: Detail how you measure and maintain high standards, referencing industry best practices.
4. Compliance: Demonstrate adherence to GDPR, health and safety regulations, and environmental sustainability commitments.
5. Ongoing Support: Show how you provide aftercare, customer service, and issue resolution.

To strengthen this section, use case studies to illustrate successful service delivery in similar contracts.

Meeting Evaluation Criteria

Public sector contracts are awarded based on strict evaluation criteria. To increase your chances of success, address the following:

• Service quality: Explain how you ensure consistency and exceed performance benchmarks.
• Value for money: Provide cost-effective solutions without compromising quality.
• Innovation and efficiency: Highlight any technology, processes, or methods that improve service delivery.
• Sustainability and social value: Demonstrate how your company supports local employment, reduces carbon footprint, or engages in community initiatives.

By directly aligning with the evaluation criteria, you position your bid as a strong contender.

Pricing Strategy

Public sector buyers seek value, not just the lowest cost. Your pricing section should:

• Provide a transparent breakdown: Outline direct costs, labour, materials, and any additional charges.
• Justify your pricing model: Explain how your cost structure ensures quality, efficiency, and long-term benefits.
• Offer flexible options if possible: Show scalability or alternative pricing models that cater to different budget requirements.

If applicable, demonstrate cost savings over time or added benefits that justify your pricing.

Structuring Your Bid: Key Sections to Include

A well-structured bid should be clear, concise, and easy to navigate. Ensure it includes:

1. Cover Letter – A personalised introduction summarising your intent and value proposition.
2. Executive Summary – A compelling overview of your bid and why you are the best choice.
3. Company Background – Key information about your business, experience, and credentials.
4. Service Delivery Approach – A detailed explanation of how you will fulfil the contract.
5. Quality Assurance & Compliance – Proof of regulatory adherence and service excellence.
6. Pricing Breakdown – A transparent and well-justified pricing proposal.
7. Case Studies & References – Real-world examples and testimonials that reinforce your expertise.
8. Appendices – Supporting documents such as policies, insurance certificates, and certifications.

Final Thoughts: Positioning Your Business for Success

Public sector bidding is competitive, but a well-prepared bid sets you apart. Remember to:

• Tailor each bid to the specific framework or contract.
• Ensure clarity, structure, and readability.
• Provide strong evidence of past success and compliance.
• Demonstrate both cost-effectiveness and long-term value.

By following this structured approach, your business will be well-positioned to secure public sector contracts and build long-term success.

‍Delivering Value Beyond Price

While price is an important factor, public buyers are increasingly looking for more than just cost efficiency. They want added value through innovation, service quality, and social impact.

Showcase how you integrate technology, such as AI-powered tools, to improve efficiency and deliver additional benefits. Demonstrating your use of cutting-edge technology can set you apart from the competition.

Social value plays a critical role in public contracts. Highlight how your services contribute to promoting diversity, supporting local employment, and ensuring environmental sustainability. These elements are increasingly important in decision-making processes.

Don’t just focus on delivering core services. Highlight any additional support you offer, such as training programs or development opportunities, which can provide long-term value to your clients.

Key Areas to Emphasise:

• Innovation
• Enhanced Service Delivery
• Social Value Contributions

Key Message:
Social value often accounts for 10%-20% of a bid's evaluation. While it’s unlikely that social value alone will secure a contract, ignoring these factors could cost you valuable points in the bidding process.