Tendering for contracts can be a daunting process, especially for businesses like bakeries that are not accustomed to the rigorous requirements and often only tender for bids and contracts once every two or three years.
Three common challenges bakers face and how to overcome them are detailed below:
Challenge 1: Lack of documentation
One of the most common hurdles faced by bakers and catering firms is the absence of necessary documentation, particularly in the areas of food safety and quality.
While operating a bakery requires food safety certification and a number of certificates, when tendering for a catering contract bakers are often asked to submit a comprehensive HACCP Food Safety Plan, Quality Assurance System and even Environmental Management System.
Possible solutions:
- Use a template: Start by finding templates for various documents, such as food safety plans, quality assurance procedures, and health and safety policies. The best way to do this is a simple google search. Online resources and industry associations can provide valuable templates.
- Customisation: Once you have a template, tailor it to your specific operation. Tailoring it is a balance between spending hours and hours re-writing the template and quickly changing a few names. The reality is there is a good chance procurement teams will read the document so it needs to make sense and reflect your business practices. However, there is no need rewrite the entire template and templates are generally developed to ensure they comply with regulatory requirements so ensure you don’t change anything material.
Challenge 2: Creating a diverse and appealing menu
Catering to a diverse community requires a menu that accommodates various dietary requirements, religious beliefs, and allergies. Simply focusing on profitability may not be sufficient to win tenders particularly for bakers and bakeries bidding for contracts that are issued by the public sector (local government or government). Typically, when a local Council announces the award of a food or catering contract, they want to talk about how the menu will be suited to different sectors and preferences of the community.
Possible Solutions:
- Research and analysis: Conduct thorough research to understand the demographics of the target community. Identify common dietary restrictions, preferences, and cultural sensitivities. Ensure you include an Indigenous element to your offering if it is applicable and consider.
- Menu diversity: Develop a menu that offers a variety of options, including vegetarian, vegan, gluten-free, and halal dishes. Consider incorporating local flavours and ingredients to make your menu more appealing.
- Storytelling: Craft a compelling narrative around your menu. Highlight the unique ingredients, cooking techniques, or cultural influences that make your food special. A well-crafted story can set your bakery business apart from the competition. For example, a bakery specializing in traditional Greek pastries could create a menu that features classic treats like baklava and spanakopita, while also offering healthier options like whole-grain scones and gluten-free cookies. The bakery could emphasise its commitment to using locally sourced, high-quality ingredients and traditional family recipes to tell a compelling story.
Challenge 3: Profiling team depth
Winning a catering contract often requires demonstrating a team capable of delivering exceptional service. A single individual may not be sufficient to meet the demands of a large-scale event or ongoing contract – even though the owners or head bakers are often the face of their bakeries and businesses.
The Solution:
- Individual profiles: Create brief bios for each team member, highlighting their qualifications, experience, and role within the business as well as their proposed role should you be awarded the contract. Emphasise the depth and breadth of your team’s collective skills and personalise your bid as much as possible. It’s a good idea to include direct quotes from your team members on why they are excited to work on the contract or at the establishment you are tendering for. For example, a catering company could highlight the experience of its executive chef, who has worked in Michelin-starred restaurants. They could also showcase the expertise of their pastry chef, who has won numerous awards for their innovative creations. Additionally, they could emphasize the efficiency of their management team and the reliability of their delivery drivers.
Writing to win
By addressing these challenges and following the strategies outlined above, Bakers and catering firms can significantly improve their chances of winning tenders and securing profitable contracts across Australia, particularly those issued by Government.
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