TENDERING FOR VIDEO PROJECTS


As part of the procurement process some organisations put their supplier contracts out to tender.  Interested suppliers can then submit their applications detailing costings, delivery schedules, experience etc

Tendering for potential video projects is yet another way of finding work.  Video Project tenders are easy to find on line. Alternatively you can sign up with specialist agencies to receive updates on any tenders that may be of interest to you.

There are two types of tenders. You might be tendering for a one-off project OR to be included on a framework.  A framework means you are tendering to be included on a roster of companies. All of whom are capable of doing the work at an agreed price.

Step 1-Identifying the right tenders

It is essential that you only apply for tenders that you have reasonable chance of success. Preparing tenders can be an expensive process, it is time-consuming and could put pressure on business resources.  You need to be realistic about your chances of winning the contract, so ask yourself the following. Does your business meet or exceed the requirements, such as skills and experience, stated in the tender ? Can your business afford to risk the money, time and resources, especially in the event that you don not win? If the answer to all of these questions is yes then proceed.

Step 2-Expressing an intention to tender

Usually the first step is to register your interest. This lets the buyer know that you are interested in submitting a tender.  Take note of the deadlines. The sooner you express your interest the earlier you can get started on creating a high-quality bid. If you decide not to proceed, you are under no obligation to submit a tender and you can opt out at any time.

On the tendering platform you can ask questions and ultimately you will submit your application here.  Any questions that are submitted by yourself or rival companies are visible to everyone concerned. Don’t be afraid to ask numerous detailed questions as this could help you submit a good tender.

Step 3-Pre-Qualification Questionnaire (PQQ)

The PQQ is designed to exclude suppliers that are under-qualified or don’t have the ability or experience to be considered.  This will reduce the number of companies bidding for a contract. Ultimately the client wants to know if your company is capable of doing the work, has the experience producing similar work, and will charge a fair, transparent price for the work. Additionally your business must be financially secure and have the necessary insurance and accreditations.

Step 4- Invitation to Tender (ITT)

If you succeed in being shortlisted you will be sent an Invitation to Tender. As this stage it is a given that all of the rival companies bidding have passed all the required criteria.  To win the contract you will have to demonstrate that you can offer something better, unique, of great value with added value.

The evaluation criteria will be published, detailing the specifications and how proposals are going to be evaluated, along with the weightings of each criteria. The client will check that you have submitted all the information required and that nothing is irregular. Scoring will be done by an evaluation team. To win a contract you will need to achieve high marks across the board. If successful you will either be awarded the tender or be invited to meet an interview panel for the final selection stage.

Summary

Writing a tender application is an art form and is not something that should be taken lightly.  It is important to submit detailed, accurate answers. Don’t exaggerate your capabilities or experience as you will probably get found out. Often they seem to be written in another language! So it is important to respond in the appropriate language. Our advice? Get help! There are many specialist tender writing agencies out there who will analyse, advise, write, create, compile and submit your tender on your behalf. They know the market, they know how to write tenders that satisfy the tendering client.

One of the biggest problems we encounter during the tendering process is that the application process and documentation is sometimes not designed for the procurement of creative services, but instead aimed at materials or equipment such as copier paper or laptops.  This means that some questions may be irrelevant or hard to answer. In fairness this is usually due to the fact that they may have been copied and pasted questions from tenders designed to procure paper clips into a document aimed at procuring video services. Another issue is that it is not that straightforward to score creative ability as it is subjective. One person may love a particular video, the next person on the evaluation panel hates it!

Quoting is a real problem with creative services as it is rarely possible to compare apples with oranges. Please read this excellent article written by Jason Grech

In summary the tendering process can be something a lottery. It is very time consuming and can be costly if you hire a tendering agency to help you.

Think carefully before you go down this route. Good Luck!


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