How to write a brilliant bid in 11 simple steps

Introduction

Bidding isn’t rocket science, but if you’ve never done it before it can feel like you’ve been dropped into another language. SPD, MAT, portals that crash just when you need them most… aye, it’s a lot.

This wee guide is here to give you a clear, simple roadmap. No jargon, no mince, just the basics you need to get started.

Read it once, share it with your team, and keep it handy the next time you spot a contract you fancy going for.

Step 1: What even is a bid?

Think of a bid like a job application for your business. The buyer puts out a call (the “tender”) saying what they need. You respond with answers, evidence, and pricing to show why you’re the best choice.

Bids can take different forms:
- One-off tenders: A single contract for a defined piece of work.
- Frameworks: Long-term agreements (often 4 years) where you’re invited to compete for “mini-competitions”.
- Dynamic Purchasing Systems (DPS): Open lists you can join at any time, where opportunities pop up regularly.

Quick tip: If you can write a decent CV, you can learn to write a bid. It’s no rocket science, just a bit of graft.

Step 2: Where to find contracts

The good news? You don’t need to ken anybody in the council to find public sector work. It’s all published on portals:

- Scotland: Public Contracts Scotland (PCS).
- Rest of UK: Find a Tender (FTS), Contracts Finder, Sell2Wales, eTendersNI.
- Other routes: Private portals (e.g. Constructionline), social housing frameworks, or even buyer websites.

Quick tip: Register early and set up alerts. The portals are free, but aye, they’re a wee bit clunky.

Step 3: Should you bid? (Bid/No-Bid)

Not every opportunity is worth the hassle. Save yourself a rammy by using a simple traffic light system:

- Green: You meet the requirements, have the track record, and the contract fits your plans.
- Amber: You can bid, but it’ll be tight. Maybe you’re short on evidence or resource.
- Red: Away and bile yer heid. If you don’t meet the basics (turnover, insurance, experience), don’t waste your time.

Quick tip: Saying “no” is sometimes the smartest move.

Step 4: Get your house in order

Before you bid, buyers expect you to have your paperwork sorted. That usually means:

- Policies: Health & safety, equality/diversity, environment/Net Zero, GDPR/data protection.
- Accounts: Normally 2–3 years of financials.
- Insurance: Public liability, professional indemnity (sometimes employer’s liability).
- Case studies: At least 2–3 solid examples with dates, client names, and evidence.

Quick tip: These aren’t bells and whistles. They’re the basics. Nae policies, nae chance.

Step 5: SPD/PQQ vs tender (past vs future)

You might see both stages, or just one:

- SPD (Single Procurement Document): Used in Scotland instead of the old EU “ESPD”. It’s basically a pre-qualification stage, where buyers check your finances, policies, and past performance to see if you’re eligible.
- PQQ (Pre-Qualification Questionnaire): The same idea, but more common in England, Wales, and NI.
- Tender/ITT (Invitation to Tender): Looking forwards. This is where you set out how you’ll deliver this contract — your methodology, team, innovations, and value-add.

Quick tip: SPD/PQQ is about proving you can do the job. The tender is about proving you’ll do it better than anyone else.

Step 6: How bids are scored (MEAT → MAT)

Procurement loves acronyms. Once it was MEAT – Most Economically Advantageous Tender. Now it’s MAT – Most Advantageous Tender.

The shift matters. It used to be about price and quality. Now it’s about value, which includes:
- Quality.
- Price.
- Social value.
- Sustainability.

Theory: Quality first, then price.
Reality check: Let’s be honest, buyers say quality first, but price still gets the last word.

Quick tip: Write like quality is king, but price like your granny’s watching the pennies.

Step 7: Writing winning answers

Good answers follow a simple flow:

Benefits → Relevance → Features → Evidence

- Benefits: What’s in it for the buyer?
- Relevance: How does this meet their needs?
- Features: What will you actually do?
- Evidence: Where have you done it before?

Quick tip: Don’t just say “we’re brilliant.” That’s mince. Prove it with numbers, testimonials, and case studies.

Step 8: Social value (Scotland did it first!)

Scotland led the way with Community Benefit Clauses long before “social value” became trendy. Now it’s a big scoring area UK-wide.

Examples include:
- Hiring apprentices or local staff.
- Using local suppliers.
- Cutting carbon emissions.
- Supporting community projects.

Quick tip: Social value is about leaving things better than you found them. And aye, Scotland showed the rest how it’s done.

Step 9: Deadlines and portals

Deadlines are immovable. Miss them and you’re oot. Work backwards from submission and leave time for reviews.

Portals are their own special kind of torture. They freeze, time out, and reject files at the worst possible moment.

Quick tip: Assume the portal will greet. Build in at least an hour for the upload.

Step 10: After you submit

What happens next?
- Clarifications: Buyers may ask follow-up questions.
- Presentations: For higher-value bids, you might be invited to present.
- Waiting game: Feedback can take weeks (or months).

Quick tip: Silence doesn’t mean failure. Procurement runs on its ain time.

Step 11: Win, lose, learn

Nobody wins everything. What matters is what you learn.

- Win: Celebrate (preferably with a wee dram).
- Lose: Ask for feedback. Build stronger responses next time.
- Always: Update your bid library.

Quick tip: It’s a marathon, not a sprint. Every bid improves your chances.

Final words

Bidding can be tough, but it isn’t impossible. Start small, get the basics right, and build up your confidence.

And remember: Scotland led the way on social value, so you’re already ahead of the game.

Want to go further?
We’re Three Sixty – Business Growth. We help businesses work smarter, write winning bids, and grow. Think of us as your bid team, without the payroll..