Boilerplate Bids: How to use them in procurement

Understanding Boilerplate Bids

Boilerplate bids are standard sections of text used in proposals. They save time and ensure key information is included. But they need careful use to be effective - we have produced a number of standardised Bid Templates that follow the same guidelines.

Definition and Purpose

A boilerplate bid is a pre-written section of text or standard response used in many proposals. It covers standard info about your company or product. The main goal is to save time when writing bids. You don't have to start from scratch each time.

Boilerplate text often includes things like company history, qualifications, and past successes. It can also cover standard processes or approaches you use. The idea is to have ready-made content for common questions or requirements.

Key Components

When preparing bid responses, particularly for large tenders, it’s essential to cover specific components that evaluators expect. This structured approach ensures that all critical areas are addressed effectively, setting a solid foundation for the proposal.

An Executive Summary provides a high-level overview of the proposal, outlining the key benefits, approach, and the unique value your organisation brings. Its purpose is to capture the evaluators’ attention by highlighting key selling points upfront.

The Introduction to the Organisation establishes credibility by offering a brief background on your organisation, covering relevant experience, mission, values, and unique selling points. This section is designed to reassure the client that you’re a reliable partner with a strong foundation in the field.

Understanding of Requirements section, you demonstrate that you’ve grasped the client’s needs by summarising their objectives and any challenges they face. This section is crucial in showing that you’re aligned with the client’s goals and committed to fulfilling their brief.

The Methodology and Approach section is where you outline how you intend to deliver the project. This includes a detailed description of your approach, covering timelines, techniques, and methodologies. The goal is to present a realistic, structured plan that aligns with industry best practices.

Project Management follows, focusing on your organisation’s capability to manage the project effectively. This section details resource allocation, project timelines, risk management strategies, and quality control measures, all aimed at giving the client confidence that the project will be executed smoothly.

Experience and Case Studies is essential for building trust through evidence of past successes. Here, you share examples of previous, relevant projects, often using case studies to showcase positive outcomes. This reassures the client of your team’s expertise and proven ability to deliver.

Your Team and Key Personnel section, you showcase the skills and qualifications of the team members who will be working on the project. Profiles typically include roles, experience, and expertise, helping to assure the client that a capable, experienced team is dedicated to their project.

The Innovation and Added Value section is where you go above and beyond by describing any innovative solutions, cost-saving measures, or unique approaches. This helps demonstrate that you offer more than just the standard solution and can add extra value to the project.

Sustainability and Corporate Social Responsibility (CSR) is increasingly important. Here, you outline your commitment to sustainability and social responsibility, addressing any specific client policies or targets. This section shows that your organisation’s values align with those of the client.

The Compliance with Regulations section provides reassurance about your adherence to relevant standards and regulations, such as data protection, safety, and quality management. This assures the client that your organisation is fully compliant with industry and legal requirements.

Your Financial Proposal and Pricing is an essential part of any bid. Here, you provide a detailed breakdown of pricing, including any cost-saving strategies, to offer transparency. This section is about making your proposal financially attractive and demonstrating value for money.

The Risk Management section addresses potential challenges by outlining key risks and the strategies in place to mitigate them. It’s designed to demonstrate your organisation’s proactive planning, helping to assure the client of minimal disruptions.

In the Quality Assurance section, you detail the standards, checks, and continuous improvement measures in place to maintain high standards throughout the project. This section reassures the client that quality will be consistently upheld.

Terms and Conditions are outlined to set clear expectations for the contractual agreement. Here, you describe terms such as contract duration, service levels, and warranties, ensuring that the client understands the service commitments.

Contact Information provides accessible communication points by listing key contacts responsible for the bid. This typically includes project leads or team contacts and facilitates easy communication for follow-up questions or clarifications.

By covering these key components, you address every aspect of the client’s expectations, creating a well-rounded bid response. This structure not only helps meet the client’s requirements but also presents your organisation as a capable, professional partner.

Preparing a Boilerplate Bid

It doesn't have to be complex! Using Microsoft Word for bid writing templates

A well-designed template is easier to find than you'd think. Microsoft Word has a variety of options, both in the app and on the Microsoft Word Store.

How to Find the Right Template

1. Open Microsoft Word: Start by opening Word on your computer.
2. Search for Templates: In the search bar at the top, type "Business Proposal" or "Sales Proposal." You’ll find plenty of ready-made templates.
3. Choose a Template: Look for a layout that fits your needs. Some templates are designed for specific industries, while others are more general.
4. Download and Open: Once you find a template you like, download it directly in Word and open it to start customising.

How to Customise Your Business Proposal Template

• Replace Placeholder Text: Every template will have placeholder text (e.g., "[Company Name]"). Simply click on these areas and type in your own business details.
• Edit Sections: Templates are organised into sections (such as "Introduction," "Services," "Pricing"). Edit or remove sections as needed to fit your proposal. Use the proposed best practice sections we include within this article.
• Add Branding: Insert your company logo and use your business colours to personalise the template and make it look professional.
• Adjust for Specific Clients: Tailor the proposal by adding details specific to the client you’re targeting. Highlight how your service solves their problems.

Benefits of Using Microsoft Word Templates

• Saves Time: The basic structure is already done, so you can focus on the content rather than formatting.
• Professional Look: These templates are clean, organised, and ready to use, giving your proposals a polished appearance.
• Fully Customisable: You can change fonts, colours, and images to match your brand, as well as modify any section to suit your needs.

Key Tips

• Keep It Simple: Avoid cluttering the template with unnecessary information. Focus on clear and concise content and white space is fine.
• Proofread: Make sure your final proposal is free of errors before sending it to a client.
• Bid Review Process: Have a colleague or expert third party review your proposal to offer suggestions on how it can be improved.

Reviewing and Updating Bid Templates & Boilerplate Responses

Integrating boilerplate content into your bid process requires careful planning and ongoing refinement. You'll need to set up systems for incorporating standard text while still customising each proposal.

Integration into the Bidding Cycle

Start by identifying key stages in your bidding process where boilerplate can be used. Create a library of pre-approved content for common sections like company background, qualifications, and standard procedures.

Train your bid team on when and how to use boilerplate text. Set up a system to easily insert relevant sections into new proposals. This could be a shared document repository or dedicated bid software.

Make sure to leave placeholders for client-specific details. Flag these clearly so nothing gets missed during customisation.

Risks and Mitigation

Using boilerplate bids can save time, but it also comes with potential drawbacks. Being aware of common pitfalls and following best practices helps you manage risks effectively.

Common Pitfalls

Relying too heavily on boilerplate content can lead to mistakes. You might forget to update key details like dates, names, or project specifics. This oversight can make your bid look sloppy and unprofessional.

Generic language may not address the unique needs of each client. Your bid could seem impersonal and fail to stand out from competitors.

Overusing boilerplate text can result in a lack of innovation. You might miss chances to showcase new ideas or solutions that could set you apart.

Legal risks can arise if you don't carefully review and update terms and conditions. Outdated clauses might not comply with current regulations or match your company's current policies.

Best Practices for Risk Avoidance

Create a thorough review process for all boilerplate content. Assign team members to check different sections, ensuring nothing is overlooked.

Customise your boilerplate for different types of projects or clients. This approach allows for quicker, more relevant adaptations.

Use placeholders for key information that needs updating. Highlight these areas in a distinct colour to make them easy to spot during review.

Keep a log of when each section was last updated. Regular reviews help keep your content fresh and accurate.

Train your team on proper use of boilerplate materials. Make sure everyone understands the importance of customisation and thorough checking.

Consider using software tools that can help flag outdated information or inconsistencies in your bids.

Performance Tracking

Track how well your boilerplate bid performs in different situations. Look at win rates and feedback from clients or procurement teams. Use analytics tools to spot trends in which parts of your bid are most successful.

Make a spreadsheet to log key details:

• Bid submission date
• Client name
• Project type
• Outcome (won/lost)
• Feedback received

This data will help you spot patterns and improve your boilerplate over time.

Adapting to Changes in Requirements

Stay alert to shifts in your industry and client needs. New regulations, tech advances, or market trends can impact what clients look for in bids.

Set up Google Alerts for key terms in your field. Join industry groups and attend events to stay informed. Review competitor bids when possible to see how they're adapting.

Update your boilerplate at least twice a year. Focus on:

• New skills or certifications
• Recent project successes
• Updated company stats
• Fresh client testimonials

This keeps your bid template fresh and ready for new opportunities!

What to check when including boilerplate responses in a bid

Check that boilerplate content fits the current bid. Update any outdated information or irrelevant details. Ensure the language matches the tone and style of your customised sections.

Be careful not to overuse boilerplates. Balance pre-written content with tailored information to show you've put thought into the specific opportunity. If you have any questions relating to boilerplate responses, contact us using the link below!