1. Session 6: TENDER WRITING: HOW TO WRITE A WINNING TENDER
Giulia de Leva & Alessandra Porcacchia
Ega Professional Congress Organisers

2. EGA EXPERIENCE Long-term experience with:
Session 6:
TENDER WRITING: HOW TO WRITE A WINNING TENDER
EGA EXPERIENCE
Long-term experience with:
Tender to be appointed as PCO for the organisation of events (congresses, meetings, conventions, etc)
Tender to be appointed as long term PCO for International Scientific,
Technical or Professional Associations
Tender to be appointed as long term PCO for EU Directorates-General events
Tender to be appointed as provider of services to the EU

3. Technical or Professional Associations
Session 6:
TENDER WRITING: HOW TO WRITE A WINNING TENDER
Tender to be appointed as long term PCO for National and International Scientific,
Technical or Professional Associations
lobbying with International Board/decision makers (national representatives
in the Board)
location of PCO headquarters in Europe
destination of congresses around the world
good expertise of the locations where conferences will be held
low prices
Tender to be appointed as long term PCO for Directorates-General of EU
lobbying with EU DG
PCO office branch in Brussels
best quality/price ratio
Tender to be appointed as provider of services to the EU
good capacity of negotiating onsite services

4. HOW IMPORTANT IS A TENDER RESPONSE IN THE OVERALL SELECTION PROCESS?
Session 6:
TENDER WRITING: HOW TO WRITE A WINNING TENDER
HOW IMPORTANT IS A TENDER RESPONSE
IN THE OVERALL SELECTION PROCESS?
The challenge in writing a tender response is to submit a proposal that emphasises the strengths and added-value benefits and differentiates it from other applicants.
The evaluation normally gives scores to:
CLARITY AND CONFORMITY
CASE STUDIES (if any)
TECHNICAL QUALITY
-PRICING
Among those criteria of selection a starting point to structure the tender response is to take into consideration the SCORE SYSTEM in the overall selection process.

5. HOW IMPORTANT IS A TENDER RESPONSE IN THE OVERALL SELECTION PROCESS?
Session 6:
TENDER WRITING: HOW TO WRITE A WINNING TENDER
HOW IMPORTANT IS A TENDER RESPONSE
IN THE OVERALL SELECTION PROCESS?
The TECHNICAL QUALITY of the tender which is submitted to the scoring system means the capacity of understanding the requirements and giving proper answers,
i.e. good comprehension of client’s expectations.
PROJECT MANAGEMENT AND AVAILABILITY
The clear description of the working method for the execution of tasks is scored and
it’s crucial for the evaluation commission
- Human resources (Work team, Curricula)
- IT resources
Work team tasks and activities
Schedule
PRICING
The contract is normally awarded to the tender offering “the best value for money” corresponding to the offer with the best quality/price ratio. In offers presented to International Associations low prices are considered a plus

6. TAILORED VERSUS GENERIC TENDERS:
Session 6:
TENDER WRITING: HOW TO WRITE A WINNING TENDER
TAILORED VERSUS GENERIC TENDERS:
IS THERE ALWAYS VALUE IN A TAILORED TENDER?
A good tender response normally should be:
- free of significant errors and/or omissions. If the call for tender is not clear, it’s better
to ask questions than try to understand or to interpret!
- creative and persuasive
tailored to the exact requirements of the contract: no services which have not been
requested in the call should be described (it can create confusion!!!)
- detailed with supporting evidence and additional documentation clearly referenced
structured and compiled in line with the instructions to tenders
set out in line with the evaluation criteria and their associated weightings
clearly written and legible
inclusive of any added value to the contract (if applicable)
A good tender does not mean that it will be a winning tender,
but it stands a greater chance of becoming one!