What Is a Mini Competition in Tendering?

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We explain how a mini competition in tendering operates and how to stand the best chance of success in securing the contract.

A mini competition in tendering can bring unique challenges to the overall tender process. A reduced number of suppliers will be eligible to bid – however, you are likely to be competing against more experienced bidders.

Moreover, the timescales to submit the tender are often shortened, placing additional pressure on a bid writer to produce a high-quality, competitive submission which stands the best chance of success.

A bidder’s guide to mini competitions in tendering

Also known as a further competition, a mini competition in tendering is conducted under existing framework agreements, dynamic markets or dynamic purchasing systems (DPS). As such, the number of bidders is more limited than an open procedure, and the timescales for bid submission can also be shorter.

Normally, mini competitions will have a more limited number of tender documents in comparison to a full invitation to tender (ITT) – or even consolidated into a single return document. As restricted or ‘closed’ tenders, tender notices may not be issued for individual mini competitions.

Broadly speaking, the tender return is likely to comprise the following:

• Pricing schedule for the contract, although for some industries – for example, health and social care – it may require bidders to adhere to a fixed price
• Quality questions or method statements specific to the project or contract
• Form of tender or other similar certification forms, such as a declaration, which are ‘sign and return’ documents.

Mini competitions in tendering normally have a shorter return window – in some instances, two weeks from the release of documents.

The mini competition tender process

As frequent bidders know, a place on a DPS or framework agreement holds no guarantee of work. Mini competitions in tendering are normally issued when the contract or works order under the framework agreement is a significant enough size to justify the additional tender procedure – rather than a ‘call-off’ structure.

A mini competition in tendering broadly follows the same process as the wider tender process:

• Release: the tender documents are issued alongside guidance to facilitate a compliant submission. As part of your ‘bid/no-bid’ decision, review any minimum requirements, documents to be returned and raise a clarification if anything is unclear.
• Response: bidders write their response to the question set and complete all documents required for return. As above, there is likely to be a compressed window for return of the documents.
• Evaluation: the submission window is closed and the contracting authority evaluates all tender returns – given the naturally limited pool of potential suppliers, the evaluation timescales are likely to be limited as well.
• Notification of outcome: all bidders will be notified of the outcome of their submission, and will be provided feedback from the evaluation panel. The ‘standstill’ period of 10 working days comes into effect – barring any changes or formal tender challenge from suppliers, this will close and the formal award notice is published.

As bidders have already submitted a tender as part of the DPS or framework submission, pre-qualification documents such as the selection questionnaire (SQ) or Procurement Specific Questionnaire (PSQ) are normally omitted.

The difference between mini competitions and normal tenders

Naturally, there will be some differences between a normal invitation to tender and a mini competition in tendering. The quality questions, which are typically the most time-intensive part of the submission, are no different:

• Length: normally, the length and number of quality questions will be less for a mini competition than a regular ITT.
• Specificity: although all tender responses must be specific to the contract, the mini competition question set may include a response on a particular element of delivery or site-specific requirement.
• Added value: buyers are keen to see what additional value for money beyond the specified scope of works bidders can provide. As such, there may be a question around added value, particularly as a mini competition will likely have a very defined scope.

Review the documents in advance as part of your bid planning to ensure you understand the requirements of the submission in full. As the tender is likely to be smaller, every mark will count and may mean the difference between winning and losing.

Characteristics of mini competitions in tendering

A mini competition in tendering offers several advantages to those bidding for public sector work, including small- and medium-sized businesses.

• Simplified tender process: mini competitions will often have a more straightforward tender process, with fewer return documents and bid administration.
• Smaller projects: mini competitions are often issued on a project-by-project basis, rather than a contract spanning several years.
• Fewer (but more experienced) bidders: mini competitions will only be issued to pre-approved, pre-qualified suppliers who have already passed an initial stage to access the DPS, dynamic market or framework. However, this competition is likely to be fiercer, as uncompetitive suppliers have already been ‘filtered’ out at the first stage.

Support with a mini competition in tendering

Executive Compass’ expert bid writers are highly experienced in supporting with mini competitions in tendering in accordance with tight deadlines. If you need support in completing a mini competition tender, we are ideally positioned to offer our bid writing services.

All our writers are used to working in accordance with tight deadlines, and one of our bid writers can provide end-to-end bid management support, facilitating a smooth, compliant submission which helps you win a tender.

To learn more about how we can support you, our sales and marketing team are contactable at info@www.executivecompass.co.uk or via telephone 0800 612 5563 to discuss.