Cracking the code: how to win tenders with vague evaluation criteria

It’s a familiar frustration: you’re knee-deep in a Request for Tender (RFT), but there’s no clear indication of how your response will be evaluated. Where are the weightings? What’s considered most important? How do you maximise your score when you’re flying blind?

Tender responses are not merely read, they are scored, so it’s important to ensure every piece of content submitted advances your case for appointment.

But what do you do when the evaluation criteria are vague or missing altogether?

While some RFTs provide detailed breakdowns, for example:

• 30% capability

• 20% experience

• 40% price

• 10% ESG

others leave you guessing.

But don’t worry, there are strategic ways to navigate this uncertainty and still put forward a compelling bid.

1. Read between the lines: decode contextual clues

Even when evaluation criteria aren’t spelled out, RFTs often drop hints about what matters most. Look out for:

• Repetition: If certain themes, words, or concepts keep popping up, like "innovation," "risk management," or "local presence," it’s a sign those areas carry weight.

• Order of questions: Often, the structure itself gives clues. Sections that appear earlier may be prioritised, or heavily detailed sections might reflect higher importance.

• Mandatory vs. desirable criteria: Threshold requirements (e.g., insurance coverage, accreditations) are baseline qualifiers, but sections labelled "desirable" or "preferred" could hint at differentiators.

• Background information: How the client describes their needs, challenges, and objectives offers insight into what they truly value.

2. Make educated guesses based on sector norms

If the RFT is sparse on details, lean on your knowledge from similar tenders in the same sector. For example:

• Government contracts often weigh price heavily (sometimes up to 40-50%) but still allocate significant points to capability and compliance.

• Professional services tenders typically prioritise expertise, methodology, and track record over price.

• Insurance and financial services may emphasise risk management, data security, and regulatory compliance.

Use this intel to shape your response accordingly.

3. Answer the unspoken questions

Remember that evaluators are always looking for answers to these key questions, even if they’re not explicitly asked:

• Is this the service we really need?

• Will it impact our business in a positive way?

• Can this firm deliver on time and on budget?

• Are we getting good value for money?

• Can this firm deliver better than their competitors?

By addressing these points clearly and confidently, you’re positioning your firm as the logical choice.

4. Demonstrate a strong fit and client insight

Even without specific guidance, show the client you understand their unique needs:

• Mirror their language: Use the same terminology and phrases they’ve used in the RFT.

• Tailor examples: Highlight case studies or success stories relevant to their industry or challenges.

• Propose solutions: Anticipate potential pain points and offer proactive solutions.

• Show cultural alignment: Demonstrate how your values, approach, and team align with their organisational culture.

5. Cover all bases without overloading

When unsure of weighting, it’s tempting to overcompensate by throwing everything at the wall. Resist this urge. Instead:

• Prioritise clarity and conciseness

• Ensure each section is well-rounded and robust, without padding

• Focus on quality over quantity, making every word count.

6. When in doubt, ask (strategically)

If the RFT allows for clarification questions, don’t hesitate to seek guidance, but be strategic:

• Be specific: Instead of asking, “What’s the weighting for each section?” try, “Can you confirm whether price or capability will be the primary focus in the evaluation?”

• Avoid over-questioning: Too many questions can make you seem unprepared. Choose your battles; or be prepared for a definitive answer you don’t want (Can we include professionals’ CVs? No.).

7. Final thought: trust your bid instincts

At the end of the day, tenders are as much about persuasion as they are about compliance. Even when the path isn’t clear, your role is to craft a response that resonates with the client’s needs and aspirations. Use your experience, insights, and intuition to guide your approach, and you’ll maximise your chances of success, even in the murkiest of waters.

Need help navigating tricky RFTs? Bidtique specialises in decoding complex tenders and crafting winning responses. Get in touch to learn how we can help you shine, even when the rules aren’t clear.

Happy bidding!