How to ace catering equipment tenders

Catering equipment tenders are playing an important role in the recovery of the hospitality sector. Since January, our Opportunity Trackers have recorded a 900% increase in catering tenders. This means lucrative opportunities for suppliers with initiative. From weddings to proms, with this blog, you’ll be ready to tackle any event! We’ll dive into hospitality tenders and provide you with 13 tips for writing a winning bid.

1. Pre-qualification questionnaire procedure (PQQ)

PQQs include questions that ensure only the most suitable suppliers get to the next stage of the tendering process.

These questions could be around:

• Experience
• Geographic area of service
• Economic detail (previous audited accounts)
• Accountability insurance.

These questions will zero in on the best suppliers for the role. After this, shortlisted suppliers would be invited to tender for the agreement.

2. Invitation to tender (ITT)

After the PQQ, the buyer will usually generate a shortlist of caterers to submit a complete tender. Usually, four or five companies will submit full proposals.

The ITT could include:

• General background of the corporation
• An outline of the catering services
• The motive for tendering the contract
• Assessment criteria
• Timetable
• Details of the response format
• Contract type
• Service(s) specification
• Up to date volumes
• Expenses
• A list of questions/supplies to respond to
• Details of the proposed contract
• The scope for a non-compliant/substitute proposal.

In some cases, this could be the first stage in a catering equipment tender.

3. Contractor’s visit to the customer site

The buyer invites all bidders to a briefing that outlines their catering objectives and comprises a tour of the premises.  However, it’s not guaranteed that you’ll get the opportunity for a site visit.

Site visits are one of, if not the most, important aspects of catering equipment tenders, as they allow you to:

• Observe the facilities, equipment, and services
• Examine your understanding of the tender document with a Q&A session
• Get acquainted with the buyer’s ethos and culture.

4. Tender document

Tenders are frequently submitted in both hard and soft formats. Most buyers choose a procurement portal to help assess tenders. The contractor’s response usually include:

• Explanations of support resources like marketing, training, development, H&S, etc
• A mobilisation plan
• Supply chain information
• Details of who will deliver the contract: organogram, job descriptions and training
• Company policies
• Service innovation
• Substitute proposal, if suitable
• What differentiates the contractor and how to add value.

6 things to include in your catering equipment tender

The catering equipment tender must include a thorough section covering menu-related goods and other equipment that you’re accountable for.

1.     Outline of equipment

The equipment to be given by the supplier must be set out in complete detail in the contract. It’s imperative that everything is outlined, from large machinery to cutlery.

2.     Fees and payment schedule:

The catering equipment response must spell out the fees for equipment and services offered by the supplier.

3.     Fundamental contract information:

The contract must state relevant, basic information like:

• Contact information of parties involved in the deal
• The venue where the event is to take place/where the equipment is needed
• The contract dates.

4.     Final date for any changes:

To evade potential conflicts, the tender must set out a final date for any alterations. For example, if more or less equipment is needed.

5.     Health and security necessities:

The supplier must take responsibility for complying with any health and security regulations. The Site Manager might also require the supplier to offer proof of any essential licenses or permits.

6.     Cancellation policy:

Cancellation policies must be declared clearly and include the amount that will be refunded. Refunded amounts are generally based on when abolition takes place. Violation of contract:

Contracts can be violated by one party or the other. The catering equipment response must include a clause dealing with the possibility of a violation. This could include requirements for matters like who is answerable for lawful fees if a violation does occur.

In summary

Now you know what’s needed to ace catering equipment tenders!

You‘re now aware of what to look out for in the tendering process. Alongside this, you know exactly what to include in your tender response and what the buyer should provide.

Bid writing support

You’ve finished our blog, but you may not be entirely confident with writing bids…

We’ve got you covered.

You can outsource the role to our dedicated Hudson Succeed  Team. They have 60 years of bid writing experience and an 87% success rate. Their team have secured contract wins totalling over £3billion for our clients. They offer four services aimed to support you at each level of the bid writing process.

Tender Ready

Their Tender Ready programme is designed for those who have never tendered before. This 4-week programme works with you to ensure you have everything in place to tender successfully.

Tender Improvement

Tender Improvement can help if you’re already tendering but aren’t seeing success from your current efforts. Their Bid Writers will assess your previous submissions and supporting documents. They’ll give you feedback and guidance on how to improve, helping you to secure your next catering equipment tender.

Tender Mentor

If you’ve written a tender and need someone to proofread it   – Tender Mentor is for you. A Bid Writer will double-check it’s in line with the specification and free of any grammar or spelling mistakes.

Tender Writing

If you’ve found the perfect tender but don’t know where to start – they can help. Send the specification over to us and their Bid Team will do the rest.   They’ll let you know what they need from you and provide you with a full breakdown. They’ll even submit it on your behalf, leaving you more time to focus on your business.

What can we do for you?

We source hospitality tenders daily, manually searching across the web. We recognise the importance of finding the right tender. Our Opportunity Trackers manually upload new tenders every day. You’re able to filter the results by keyword, location, budget and more. You no longer have to rely on inaccurate CPV codes to find the right opportunity for your business.

Where can I find a catering equipment tender for my business?

Below are previous catering equipment tenders sourced on our portal:

Catering Equipment
New College Durham – North East – Budget: £25,000

PAPI 310.3 – Keg Filling Machine & Cooling System
University of York – Yorkshire and Humber – Budget: £28,500

Contract for the Maintenance & Repair of Catering Equipment
Cheshire East Borough Council – North West – Budget: £200,000

Framework Agreement for the Supply of Catering Disposables
HCC – Resources – Eastern – Budget: £862,400

Supply & Install of Milk Vending Machines & Pasteurisation Equipment
Pure Pastures Dairy Ltd – Republic of Ireland – Budget: Undisclosed

A subscription to Hospitality Tenders can offer your business:

• Access to all unique, private and public sector opportunities.
• A dedicated Account Manager that can answer any questions you may have about finding catering equipment tenders.
• A daily email bulletin sent straight to your inbox when new tenders are uploaded.
• Discounted support from Hudson Succeed, our bid writing division.

We also source opportunities for services including;

• Catering Services
• Catering Equipment
• Events Management Tenders
• Events Staffing Tenders
• Entertainment Contracts
• Laundry Services
• and School meals.

If you would like to see the catering contracts on the portal, please get in touch for a free demo.

Want to save even more time?

Upgrading to Discover Elite  will ensure you never miss a tendering opportunity, even when you’re busy!

Get in touch to find out more information.