In today’s competitive market, waiting for a Request for Proposal (RFP) to hit your inbox is no longer enough. Australian businesses must be proactive, strategic, and organised to win new work. Whether you’re responding to a government tender, a client panel opportunity, or a private pitch, the time to prepare is now.
This guide from, our commercial lawyers, outlines what it means to be “bid-ready” and how you can prepare your business to seize opportunities quickly and confidently.
Key Takeaways
Focus your efforts on tenders where your business is most competitive
Start preparing your team and resources well in advance
Build relationships with decision-makers before the RFP is issued
Maintain a ready-to-go bid library with compelling, updated content
Engage legal experts early to support your proposal with strong documentation
How to Prepare Your Business to Be Bid-Ready
Let’s dive into the essential steps your business can take to become truly bid-ready and win more tenders.
1. Identify and Prioritise Bid Opportunities
Avoid a scattergun approach. Start with a focused list of opportunities where you have strong capabilities and clear value to offer.
Prioritise bids that align with your strategic goals
Deprioritise bids where competitors have the upper hand
Pre-position your business by engaging stakeholders early
Pro Tip: Use platforms like Tenderlink or AusTender to monitor upcoming opportunities and build a pipeline months in advance.
2. Evaluate Your Resources
Effective bid responses require time and the right skills. Evaluate your in-house capabilities now:
Do you have bid writers, graphic designers, legal support, and finance experts ready?
Do you need to engage contractors or external consultants?
Collaborate with HR to source or hire talent in advance
Common mistake to avoid: Rushing to write at the last minute. A well-resourced bid submitted early often outperforms a rushed one submitted on deadline.
3. Pre-Position Before the RFP Drops
Long before the RFP is issued, engage with potential clients. Ask insightful questions like:
“What will success look like for this project?”
“What has worked well for you in the past?”
“What are your current pain points?”
These conversations build trust and give you an edge when writing your proposal.
Legal insight: Keep track of pre-tender engagement to ensure transparency and avoid any perceived unfair advantage, especially in public sector opportunities.
4. Review and Update Your Bid Library
Maintain a ready-to-use set of documents and templates:
Audit past proposals and update outdated sections
Use visuals (diagrams, infographics) to boost engagement
Include examples of CSR, ESG, and diversity to meet scoring criteria
5. Line Up Your Bid and Delivery Teams
Ensure both your project team and your bid team are ready to mobilise:
Identify internal and external contributors
Prepare for short notice bids and fast turnarounds
Have backup providers or consultants on standby
This is especially important in industries where demand can spike, such as construction and government-funded sectors.
6. Don’t Overlook Legal Risks in the Bid Process
Legal review is not just a formality—it’s protection.
Ensure compliance with mandatory contract clauses (e.g. liability caps, insurance requirements, such as professional indemnity insurance)
Protect your intellectual property if you’re including proprietary methodologies
Understand the implications of warranties or indemnities
Check whether you’re binding your business by signing anything during the bidding process
Insight from Prosper Law: Many businesses unintentionally expose themselves to future legal claims by accepting contract terms in a bid without review. Prosper Law provides fixed-fee legal support for businesses preparing bids and tenders across Australia.
Frequently Asked Questions
What does it mean to be bid-ready?
Being bid-ready means your business is fully prepared to respond to an RFP or tender opportunity on short notice. It involves having your team, documents, and strategy aligned in advance.
Why is pre-positioning important before an RFP?
Meeting stakeholders before a tender is released helps you understand their needs and expectations. It also positions you as a proactive, informed supplier.
How can legal advice improve a bid?
Legal advice ensures your proposal meets compliance, manages risk, and clearly articulates your contractual obligations – boosting your credibility.
Can Prosper Law help with tender documents?
Yes. We assist with reviewing and drafting key legal components of tender submissions, including contracts, disclaimers, and terms of service.
