Tender Policy Documents – Need ‘Em or Weep?

We speak with business leaders and operators on a day to day basis and one of the questions we are asked regularly is “Do we really need policy documents when completing tenders?” Our response is simple, you should have them for your business and NOT just to respond to or participate in the tendering process. Policy Documents are usually considered “Statements of Intent” or “Commitments” for how the business, its employees, its contractors, its sub-contractors, its supply chain operate. Usually any policy documents are managed by a senior member of staff (Director/Partner/Owner) and that they are responsible for cascading, updating, monitoring and reviewing those documents. We are often asked which Policy Documents are needed when responding to tenders. The following list is a guide. It is not always a requirement to possess these documents, but it is becoming expected more and more.

1. Equality and Diversity Policy / Statement
2. Business Continuity Policy / Statement (Usually includes Disaster Recovery)
3. Quality Policy / Statement
4. Environmental Policy / Statement
5. Corporate and Social Responsibility Policy / Statement
6. Health and Safety Policy / Statement
7. HR Handbook / Policy (including recruitment, disciplinary, grievance policies)
8. Anti-Slavery Policy
9. Insurance Policy Documents / Certificate
10. Data Protection Policy
11. Contractor Selection / Management Policy
12. Fleet Management policy
13. IT Security Policy
14. Social Media Policy

Mistakes Made

So what mistakes are made by businesses when writing their policies?

1. Writing the policy to suit the tender

This is the wrong thing to do. The policy should be a reflection of how your business operates every day.

2. Use a standard template downloaded from the internet

There is nothing wrong using a downloaded template but ensure you alter the document to suit your business. We have seen examples where businesses have used other people’s policies as templates and actually left the previous company’s name in the document.

3. Many believe a policy should be several pages long

Wrong, a policy can be one page or several pages. What you are documenting is what is needed, what happens, how the policy works etc. If that can be detailed on one page then that is all you need to write. People also mistake a policy document / statement with a ‘System’ such as a Quality Management System (QMS like ISO 9001)

4. A Business makes out they do something that they do not actually do

A simple hypothetical example of this is “We only use low energy, environmentally friendly lighting in our offices”. A visit is made by a tendering authority and they find you are using standard light-bulbs that are far from being energy efficient – Two things may happen

1. They do not realise and you continue on with the misleading information you have submitted
2. They do realise and your tender response is rejected – it may seem petty but in effect, you have lied on an official document. Environmental issues may be more important to one organisation than another.

Many companies forget, or fail to realise, that the contracting organisation may opt to visit your premises / business operation to verify what you have detailed within your response. Imagine if you have said you do one thing and they find out you do another. Remember, there will be plenty of your competitors

SIMPLE RULES

DO’s

1. Document what you really do
2. Keep it simple – Documentation should be clear, concise and relevant to your business
3. Ensure you keep the policy documents up to date
4. Have an owner to manage, maintain and monitor
5. Review the documents regularly and ensure they develop with the business
6. Cascade the documents within the team
7. Get each team member to sign a front sheet to show they have read and understood the policy

DON’Ts

1. Don’t fabricate
2. Don’t Lie
3. Don’t mislead
4. Don’t pretend

And most importantly DON’T risk the reputation of your business by doing one or more of the elements detailed in points 1 to 4.

Examples of Businesses and the types of policies that may be requested when responding to a PQQ, RFQ or an ITT:

IT / ICT tender 

Business Continuity / Disaster Recovery	Equality and Diversity
Quality	Environmental
ISO 27001	ISO 22301
ISO 14001	ISO 20000
CSR	Anti Slavery Policy

Furniture tender

Quality	Environmental
Business Continuity	Health and Safety
ISO 9001	ISO 14001
Equality and Diversity	ISO 22301
CSR	Anti Slavery

Construction / Plumbing / Electrical tender

Corporate and Social Responsibility	Environmental
Health and Safety	Quality
Equality and Diversity	Employment
ISO 45001	ISO 9001
Safecontractor	CHAS
CSR	Anti Slavery

If in doubt contact us. We are able to help you with your Policy Writing / Policy Preparation

Blogger: Paul Tute BA(Hons) MBCS FCMI

Boomerang Consultancy Limited has UKAS Certification for ISO 9001 and ISO 14001