Welcome to the next instalment of our Tender Truths series, where we tackle some of the common assumptions around tendering and look at what really matters when schools and Trusts are making procurement decisions.
Tendering can be a valuable opportunity to improve services, secure better value and make sure contracts are fit-for-purpose.
But there are plenty of myths around the process. And some of them can be expensive.
From assuming the cheapest bid will always win to believing that doing it yourself will save money, misconceptions can lead schools and Trusts to make decisions that don’t deliver the value they expected.
So, let’s separate some of the tender myths from the reality.
Myth 1: The cheapest bid wins
The reality:price is only one part of the picture.
While cost will inevitably be an important consideration, the cheapest bid isn’t necessarily the best value.
A tender should assess bids against the criteria that matter to your organisation – which could include quality, service delivery, staffing, innovation, sustainability, financial resilience and, of course, price.
A provider that costs slightly more but delivers a significantly better service may offer greater value over the life of the contract.
The key is making sure your evaluation criteria reflect what you actually need from the service.
Myth 2: Frameworks are always faster
The reality: frameworks can simplify procurement, but they don’t remove the work.
Frameworks can offer an established procurement route and may reduce some of the time and administration involved in going to market.
But you still need to understand your requirements, develop a clear specification, evaluate the options and make sure the framework and suppliers available are right for your organisation.
Choosing a framework simply because it looks like the quickest route isn’t necessarily a shortcut to a successful outcome. The right procurement route depends on your circumstances, requirements and objectives.
Myth 3: DIY tendering saves money
The reality: doing it yourself can reduce consultancy costs – but a poorly run tender can be far more expensive.
Tendering requires time, expertise and resource. For a school or Trust team already managing multiple priorities, the process can quickly become a significant undertaking. Developing the specification, managing supplier communication, evaluating bids and ensuring the process is robust all take time.
There is also the bigger question: what happens if you get the outcome wrong?
A contract that doesn’t deliver what you need can create additional costs, operational headaches and potentially years of frustration. The cheapest tender process isn’t necessarily the one that costs the least.
Myth 4: A new provider will fix the problems with the old one
The reality: changing provider won’t fix a problem that sits within the specification or operating model.
If your current catering or cleaning service isn’t delivering what you need, it can be tempting to assume another provider will do better.
But if the underlying issue is an unclear specification, unrealistic expectations, inefficient staffing structure or a lack of effective contract management, those problems can simply move into the new contract.
Before going to market, it’s important to understand why the current service isn’t working.
That might mean benchmarking the existing provision, reviewing performance data or speaking to stakeholders before deciding what needs to change.
Myth 5: The tender starts when you issue the documents
The reality: the most important work often happens before the tender goes live.
A successful tender doesn’t begin when suppliers receive the invitation to bid. It starts much earlier.
Before going to market, you need to understand your current position, define what you want to achieve, engage the right stakeholders, consider the market and develop a specification that reflects your actual requirements.
Good preparation gives you more options. It can help you avoid rushing into a tender because a contract is approaching its expiry date, or discovering halfway through the process that something important was missed.
What is actually true?
There’s no single shortcut to a successful tender. The process works best when schools and Trusts understand what they need, why they need it and what the market can realistically deliver.
That means asking the right questions before going to market – not trying to fix problems once the tender is already underway.
Sometimes the right answer isn’t to tender at all. A benchmark, contract review or improvement plan may identify a better route to value.
Is your school or Trust tender-ready?
If you’re considering a tender, it’s worth taking a step back before you start. Our friendly team can help you assess whether you’re ready to go to market, what you need to address first and where there may be opportunities to strengthen your approach.
Book your free chat today here to find out more.
The Litmus team
