Winning a maintenance contract from a tendering process is a great way to add some long-term stability to your business operations as well as generate increased income. This article will discuss the steps involved in applying for a maintenance tender.
A maintenance tender is an application for the provision of services to maintain a facility for a period of time, usually one year. These services might include landscaping, asset maintenance or cleaning and maintenance of buildings including businesses, schools and social housing.
A successful application for a maintenance tender requires good preparation, a realistic work schedule, having solid systems and processes in place, and the submission of a professional tender document.
Where to find maintenance tenders
Australian government departments and agencies that require ongoing maintenance services may place tenders on their websites or in other places that they advertise publicly. There are links to information about applying for government tenders and other resources on the official Australia.gov.au website. You can also register on the AusTender website to get free notifications of new business opportunities in various industries and locations.
You can find non-government tenders listed on various commercial websites like TenderSearch
and Australian Tenders. Some of these sites will charge a fee for you to view or apply for tenders.
Don’t overlook the importance of personal relationships and networking. Use your contacts to find out about upcoming maintenance tenders.
Who can apply for a maintenance tender?
A maintenance tender can be applied for by either a single organisation or an alliance, which is made up of two or more organisations.
The advantage of bidding as part of an alliance is that it offers the chance to pool resources, which will result in a better chance of securing the maintenance contract.
If you win a maintenance tender, it is possible to subcontract some or all of the work to another party and still be paid for your services by the agency that placed the tender.
When you’re working with others, either in an alliance or by subcontracting, it’s vital to manage the work schedule including which party is responsible for tasks and deliverables. Workflow management software like WorkBuddy can help you to stay on track and manage work relationships as well as help solo contractors and individual businesses to manage each job effectively.
Individual tenders will list specific requirements for applicants, so be sure to check all information carefully before preparing your application.
How to apply for a maintenance tender
The tender application process varies slightly depending on the organisation and the state in which you’re applying, but the standard timeline is as follows:
Step 1: Search for tenders using the links provided above and any other sources you have access to.
Step 2: Download the tender documents and read through the requirements carefully. Take note of the submission deadline, format submission and delivery of documents.
Step 3: Provide the necessary details. In most cases, you will need:
- An overview of the applicant’s business, including its key personnel.
- The name and contact details of the organisation’s ABN (Australian Business Number) holder.
- An outline of the applicant’s experience in undertaking similar maintenance work.
- A breakdown of the costs involved in providing the service, along with a schedule of when payment will be made.
- Any maintenance contracts that your organisation has been involved in previously
- A schedule of any equipment or machinery that will be required for the task.
Step 4: Make sure you submit your application with all the requested information before the deadline, or your application may be rejected.
How to make your submission stand out and save time for future applications
It can take time to put together all the documentation you need for a tender application. Keeping a set of documents on hand that prove you are able to provide the required services and comply with the tender requirements can make it quicker and easier to apply for similar tenders in the future.
Some of the documents you should file for future tender opportunities include:
- A copy of your company’s tax clearance certificate.
- A copy of your company’s ABN.
- A copy of any other Australian government licences or registrations that the organisation holds (e.g. Security Clearance).
- Information about equipment that you commonly provide maintenance or service for (e.g. user manuals for a piece of machinery, information about an existing IT system, etc.).
- A detailed description of your organisation’s capabilities and history in providing the services required, including past experience of working with similar businesses or government departments.
- Any additional information that you think might support your future applications, such as evidence of contract compliance from a previous project.
Demonstrating that you have an efficient and documented way of managing your work processes can give you a big advantage over your competition. This is where the WorkBuddy app can really be an asset in proving your job organisation, planning and previous work history.
Submitting evidence of your current workload and job management will also show that you have the capacity to take on the maintenance tender in question and handle maintenance tasks promptly and efficiently.
While WorkBuddy can’t help you to put together or submit your tender application, it is a powerful tool that can give you the edge over other applicants by providing evidence of good planning, work processes and management. Book a demo today to get WorkBuddy working in your business.