This case study outlines how BWL's Professional Bid Services Team helped with bid support for Construction. Mechanical and Electrical contractor for a South Wales Fire & Rescue Service tender.

Client:

Construction, Mechanical, and Electrical Contractor

Client's employer industry:

South Wales Fire & Rescue Service

Client contract value:

c£600k

Scope of works:

In November 2020, a long-term Construction, Mechanical, and Electrical Contractor client approached BWL for bid writing support. The client intended to bid for a South Wales Fire & Rescue Service tender for General Building Maintenance Services.

The tender covered four lots as follows: 1 – Minor Projects, 2 – Painting and Decorating, 3 – Plumbing Services and 4 – General and Reactive Maintenance. The contract was issued under the NEC 3 Term Service Contract.

The tender was issued as a two-stage process, with a pre-qualification questionnaire (PQQ) followed by an invitation to tender (ITT) for shortlisted contractors.

BWL assigned a Bid Consultant who has worked with the client before to provide consistency of service. The Bid Consultant reviewed the PQQ and advised the client what information/content would be imperative to be shortlisted for the ITT. The Bid Consultant also assessed whether there were any areas of the bid at this stage which would preclude the client from bidding.

After reviewing the PQQ, our client made the decision to bid on Lot 1, as this aligned to their core business strategy. The Minor Projects within Lot 1 required works from various traders, including but not limited to Carpenters, Joiners, Electricians, Plumbers, Painters, Site Managers, Site Supervisors etc. This meant a stringent plan for managing subcontractors and services was needed in the tender response.

The Bid Consultant reviewed the client’s previously completed PQQs in our cloud-based facility to collate information which had been used for previous bids, including case studies. The Bid Consultant then requested additional information from the client, in order to meet the PQQ’s requirements and ensure that the evaluation criteria was completely met.

Once the responses for the PQQ had been drafted, the Bid Consultant liaised with the Bid Director for a quality check and proofreading. We conduct quality checks on all stages of a bid to ensure accuracy and compliance with the buying authority’s specification, and to identify opportunities for continuous improvement. Post-review, the PQQ was sent to the client for a final check before submission.

A month later the client was notified that they had been successful with their PQQ return and were invited to tender for Lot 1. The Bid Consultant who completed the PQQ also worked with the client to complete the ITT, to provide consistency of service.

The same processes for the PQQ were also applied to the ITT. The Bid Consultant conducted a thorough review of the tender documentation, including the terms and conditions which had not been previously issued with the PQQ. The Bid Consultant also checked for any changes to the ITT following the completion of the PQQ.

The Bid Consultant then developed a request matrix to ensure the client could review all requests, gather the information, and return before the allotted completion schedule. As with the PQQ, the Bid Consultant reviewed previous submissions for the client and our bid library to check what information could be tailored for the ITT.

Once the client sent across the information, the Bid Consultant reviewed the data and created a storyboard for each response for the bid writing phase. This ensured that all areas of the buying authority’s specification was addressed in each response.

The Bid Director was again involved in reviewing the responses with the Bid Consultant to ensure the highest standards of quality. After an internal review, the responses were sent to the client for their final review before submission.

Several months later, the client informed us that they were successful with their ITT return for Lot 1, and thanked BWL for the bid support services. The client secured a 2 year + 2 year extension contract valued at circa £600,000.