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Should I outsource my bid writing?

Should I outsource my bid writing?

You’re under a lot of strain – you’re understaffed, under resourced, and now you’ve been tasked with writing a bid. Now you haven’t got enough time to do your own job. What do you do? Consider outsourcing your tenders to an expert bid consultancy who live and breathe bids.

Is it cost effective?

You need to think about the cost – the reason you’re taking on the bid internally is to save money, right? You might be making a saving short-term by doing it yourself. However, if you don’t win the work because it isn’t up to scratch, then you’ll lose even more money. Wouldn’t it be better to get it right from the outset, and give yourself the best chance possible to win?

It’s a myth that outsourcing is expensive. It is a cost effective method of securing work, especially if you pick a consultancy that is good value for money. In addition, you are also saving money on recruitment costs. Rather than hiring an in-house bid writer, where you would have to pay them an annual salary, the beauty of outsourcing is that you only have to pay the consultants as and when you need them. Due to the ad-hoc nature and timings of when bids are worked on, using bid consultants on a bid-by-bid basis or an agreed monthly payment scheme would benefit your organisation. It would also save you money. 

Will it relieve my capacity?

You want to be able to focus on the core running of your business. It is likely you didn’t get into your job to write bids. Tasks are often distributed amongst staff members to save time and money. In the case of bid writing, senior management are often the ones who are tasked with it. By outsourcing your bid writing, you are instantly reducing your to-do list. You can then focus on your day-to-day job, knowing that the bid is in the hands of professionals.

Will I save time?

You could save a lot of time by outsourcing your bid writing, especially if it’s not your main role. You’re trying to run your business, manage your staff and write a bid all at the same time. By outsourcing, you will now have time to focus on operational activities without the worry and strain of looming deadlines.

What can an outsourced team do for me?

The bid consultants will provide their professional expertise and guidance on how the bid will be tackled. It can be very beneficial to have more than one pair of eyes looking over it. With a collaborative approach to the bid, ideas that weren’t originally thought of will be generated. They will offer advice on improvements throughout the entire bid process.

Bid professionals have a lot of experience to draw from on how bids can be successful. This gives you the best chance of securing the work. In addition, you and your team will also benefit because you can draw on their existing knowledge. Therefore, this is great for the personal development of your team. Think of the consultant as your ‘critical friend.’

Is outsourcing admitting defeat?

There is also the matter of your pride. You may feel like you can take it all on your own shoulders, but there is no shame in asking for help. By outsourcing your bid writing, the consultants will work with you and manage the process on your behalf. They can manage all your submissions, build up a database of compelling case studies and much more. You don’t have to go it alone.

Who should I go with?

You’ve made the decision to outsource your bids. Now you’re searching for a reputable organisation with a proven track record in securing work for their clients. There are many out there and it can be daunting trying to figure out who to pick. Well, look no further than Propeller Studios!

Comprising of experienced, qualified and professional consultants, our in-house bid writing team has successfully worked with a vast number of retained clients. We provide a completely outsourced pre-qualification (PQQ) and tender (ITT) response service. We understand the pain points that many businesses experience and will work with you to achieve success and secure you work.

Our team use EasyPQQ bid submission software to manage your bids. The software allows us to search for responses to previously asked questions, re-use graphics, attach files and automatically answer most pre-qualification documents at the press of a button.

See how our outsourced bid service helped one of our clients to increase their turnover by 100% by clicking here.

To see how we could help you, please call us on 01462 440077. Alternatively, you can fill in the contact form here.

Privacy & Cookies Policy

Privacy & Cookies Policy


This policy applies to personal information collected on websites owned or controlled by Propeller Studios Ltd and its brands – EasyBOP, EasySmartForms and EasyPQQ (collectively referred to in this policy as “we”, “us” or “our”).

We comply with data protection legislation such as the Data Protection Act 1998. This regulates the processing of personal data relating to you and grants you various rights in respect of your personal data.

The aim of this policy is to tell you how we will use any personal information we collect or you provide through our websites. Please read it carefully before you proceed. The data controller in respect of this website is Propeller Studios Ltd.

What personal information do we collect?

You do not have to give us any personal information in order to use most of this website.
However, if you wish to request further information or a demonstration of our software we may collect the following personal information from you:
name, company, phone number and email address.
You may also choose to provide additional voluntary information in the course of your use of this website.

In addition, we may automatically collect information about the website that you came from or are going to. We also collect information about the pages of this website which you visit. This includes IP addresses, the type of browser you use and the times you access this website. However, this information is aggregated and is not used to identify you.

How will your personal information be used and shared?

The personal information we collect allows us to:

  • provide the products and services you have requested to know more about;
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  • meet legal, regulatory and compliance requirements;
  • gather management information to form statistical and trend analysis;
  • communicate with you;
  • investigate any complaints about this website;
  • personalise your experience of this website; and
  • contact you about our products and services which we think might be of interest to you (where we have the appropriate permissions to do so; please see Paragraph 4 for more information).

We may employ the services of third party service providers to help us in certain areas. For example, website hosting, maintenance, call centre operation. In some cases the third party may receive your information. However, at all times, we will control and be responsible for the use of your information.

We may use aggregated information so we can administer and improve our website, analyse trends and gather broad demographic information.

Marketing Communications

We may from time to time contact you by email, telephone or post about our products and services (including from all our brands) that may be of interest to you.

If at any point, you would like to opt-out of receiving such marketing communications from us, or would like to change the channels that we use to contact you, please click on the unsubscribe link at the bottom of any emails you receive. Alternatively you can email us, stating your preferences, at

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Use of Cookies on our website

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Please note that by deleting our cookies or disabling future cookies you may not be able to access certain areas or features of our site. To find out more about cookies please visit: or see which contains further information about behavioural advertising and online privacy.

  1. Sale of the business
    In the event that the business is sold or integrated with another business, your details will be disclosed to our advisers and any prospective purchaser’s adviser and will be passed to the new owners of the business.
  2. Access to your personal information
    You are entitled to see the personal information held about you. If you wish to do this, please contact us at We may require you to provide verification of your identity and to pay an administration fee (which is currently £10) to provide a copy of the personal information we hold. Please note that in certain circumstances we may withhold access to your personal information where we have the right to do so under current data protection legislation.
  3. Updating your personal information
    You may review, correct, update or change your personal information at any time by contacting us at
  4. Changes to our privacy & cookies policy
    If our Privacy & Cookies Policy changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures that you are always aware of what personal information we collect, how we use it and under what circumstances, if any, we will share it with other parties.
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    If you have any questions about this statement or your personal information, please contact us at

Bid Writing Course

Bid Writing Course – Book your place now!

Bid Writing Course – Book your place now!

We are delivering another bid writing course for anyone with a responsibility for writing, managing and winning bids.

This event will be an ideal opportunity to enhance your bid writing, as well as gain the latest insights from bid experts. Therefore, our training courses will give you the skills and tools to be successful.

Bid Writing Course

Date: Thursday 17th October 2019

Time: 09:30am – 3.30pm

Venue: De Vere West One

Ticket Types: Delegate rate (£310+ VAT)

There are discounts available. Contact Rebecca at to find out more.

Link to book:

What you will gain from the bid writing course:

RECEIVE the latest bid writing tools and presentation tips to win more work

LEARN new strategies for improving your tender success rate

REVIEW & EXPLORE case study examples of best practice in bids

Provisional Agenda:

Section 01: Getting ready to bid

  • Bid / No bid – assessing the probability of success
  • Understanding the buyer and their requirements in 2019
  • Importance of client information

Section 02: Preparing your submissions

  • Maximising tender launch meetings
  • Developing a winning bid strategy
  • Allocating team responsibilities
  • Scheduling tender deliverables

Section 03: Current trends, industry insights and new bid writing tools

  • Evidence based processes. Focusing on lean, clear step-by-step process
  • Balancing infographics with technical diagrams
  • Increasing use of reality-checked proposals over warm rhetoric
  • Brace for post-Brexit impact – PCR2015, ESPDs

Section 04: Writing the submission – strategies for success

  • Ensuring 100% compliance
  • Tactics for constructing compelling responses
  • How to create the differentiator in your response

Section 05 – Soft Landings: An alternative method of demonstrating added value

  • What is a ‘Soft Landing’ strategy?
  • If you’re not talking about it, you may be missing a vital piece of the bid writing conundrum
  • Establishing the softer side of construction – more ‘service’ than ‘works’
  • Simplifying your offering and maximising your appeal

Section 06: Ask the Experts – Q & A Session

Learning from mistakes to improve future submissions

Who should attend?

This bid writing course will specifically benefit anyone involved in proposal or bid production. In particular, whether you write, coordinate or manage bids, this training will equip you with the tools to help you win more tenders. Therefore, it is suitable for bid writers of all levels.

Who is the day led by?

The bid writing course is delivered by Propeller’s experienced bid writing professionals, who secured in excess of £18bn worth of contract opportunities and contracts for our clients.

About Propeller Studios

Propeller Studios have a team of experienced bid consultants, professionals and experts.

Propeller’s bid writing team are proven bid winners. In addition, we provide qualified and experienced support to help you win more contracts.

With a wealth of multi-sector expertise, plus experience working with businesses of all sizes, we craft persuasive winning bids.

Here’s what previous delegates had to say about the course:

“The bid writing course opened my eyes as to the processes involved with planning and executing a bid.” London-based Contractor

“The event was very informative. As a result, it allowed us to familiarise with the key principle to ensure we are still hitting the mark.” Civil Engineering Contractor

“I found the event very helpful to help future bid submissions.” Northern Irish Contractor

“All sections of the course were applicable and easily understood. Very useful.” Contracting and Interior fit-out group

“The most insightful part of the day was listening to Propeller’s industry and sector knowledge and understanding how they incorporate this into their submissions.” Rexel – Electrical Products Provider

“Although not in the construction industry, I am able to apply the learnings to my own industry’s requirements. Propeller covered everything I feel I need to improve my bids.” McCrudden Training

“Propeller delivered a good bid writing course at the right pace.” Thorn Baker Recruitment

“Very relevant course, with some really useful tips on how to improve our PQQs. It was great to hear an experienced, unbiased view and advice of the correct bidding process.” Npower

Social Housing

High scores for client on social housing contract

High scores for client on social housing contract

The Client

Our client is a Hertfordshire based SME providing commercial and domestic heating to public sector clients. They were looking to win a social housing contract. They cover North, West and South London and the Home Counties in the social housing sector. They specialise in working with registered social landlords, local authorities and commercial projects. This includes sheltered housing schemes and central heating installation, repairs and maintenance.

Why the client approached us

The client is active in the social housing sector. However, they were over resourced in the West London area, as a result of their partnerships with large London based housing association clients. With demands on delivering operational work, they needed external professional bid writing expertise during a busy period.

The contract they wanted to win was completing heating, servicing and repairs for a borough council. In addition, the contract included boiler installations, service and repair of renewable technologies and water inspection.

How we added value:

We supported the client at the ITT procurement stage with bid project management, bid consultancy and graphic design services.

A Bid Manager was assigned to the client to act as a liaison point between both teams. This included managing the team’s workload and providing regular updates to the client.

The Propeller team took on the bid preparation process by producing and issuing initial answer plans for a bid workshop. Our team identified relevant content that could be tailored for this submission from their previous work.

We held a focused workshop at the client’s address to build a relationship with them. Our team did this to develop the evidence to support their bid and to agree their proposals for this new contract. Our bid writing was supported by informative graphic design and development of the client’s identity. This was to mirror the new corporate imagery they had recently developed. 

For our responses to be bespoke to the client, we needed as much relevant evidence from similar projects as possible. We successfully demonstrated that the client worked to an exceptional standard in their region.

Outcome of social housing contract:

Our client gained the maximum score for the quality section of the tender, beating a large, nationally recognised contractor on the quality and technical section. The client now comes to us for all business-critical procurement as a result of the high scores gained.

Sector: Social Housing

Awarding Authority: Guildford Borough Council

Value: £3,250,000

Services provided:

What happened next with this client? We helped them to succeed in a later bid. Read the case study to find out.

Regional Heating Contractor

Regional Heating Contractor wins G15 tender

Regional Heating Contractor wins G15 tender

The Client

Our client is a Hertfordshire based Regional Heating Contractor providing commercial and domestic heating to public sector clients throughout London and the Home Counties. The company repairs, maintains and installs gas heating systems within many registered social housing and local authority properties.

Why the client approached us

Having delivered the highest quality score for a previous tender, the client was keen to engage our services for this high-profile tender for a G15 housing association. As a Regional Heating Contractor, the client needed support with a tender that would allow the provision of heating servicing, maintenance and installation across London specific Lots.

How we added value

We supported the client throughout the procurement process, at both the PQQ, tender and also the Interview stage, highlighting the strength and quality of their proposal with specific and relevant examples. This gave the client the confidence in our client’s experience and capability of delivering the services required to consistently high-quality standards.

Propeller were responsible for writing responses for quality and technical questions, including; demonstrating evidence of successfully delivering the gas servicing and maintenance works contract, how the appointment of the client benefited the contracting authority and its residents, and how the organisation implemented GDPR effectively for compliance.

Our team revisited and reviewed the ITT submission and PQQ to ensure that the interview content was consistent. We were responsible for gathering information on the following topics:

  • Partnering & Partnership Development
  • Performance Management
  • Customer Management
  • Social Value
  • Value for Money

We gathered content and compiled a presentation for the client’s interview and we coached them on how to be successful at the interview stage. They found this extremely beneficial, as it gave them the confidence to succeed.


Our client won the contract for their preferred lot area. 

Awarding Authority: G15 Housing Association

Sector: Social Housing 

Value: £1,150,000

Services provided:

Want to find out more about our previous work with this client? You can read about it here.

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