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Bid Management News

Roles and Responsibilities of a Bid Team

Any organisation serious about winning tender needs to understand the importance of having a carefully assembled bid team. Having a successful bid team will place your organisation in the strongest position when it comes to retaining customers and securing business. To ensure the bid team has a chance of winning any tenders, its often a good idea to work out your bidding strategy. Often it can be left solely on one individual to pull all the various aspects of the bid together. This can be avoided by creating a Bid Team.

Inside all organisations its critical to have a mutual understanding of what exactly the bid team need to deliver. This is vital as the bid management process will bring together all the key stakeholders.

Who should be in the bid team?

The bid team need to be assembled with the bid in mind and the members of the team should bring something unique to the bid. Each Bid team doesn’t necessarily have to follow the same structure as bid can often be very specialist or very different fields.

This is a typical Bid Team:

Bid Manager: The Bid Manager will act essentially as project manager and is responsible for end-to-end processes; they have numerous roles and responsibilities when it comes the smoothness of how the team is run. They will choose the core team, informing the team on the understandings of the bids and when the deadline is. The Bid Manger is also granted access to previous bids, case studies and is expected to gather any certificate or insurance documents.

Core Team: The roles of the core team are to ensure the evaluation of the tender is completely understood. They need to break down the requirements of the tender and to craft a response strategy.

Support: Often a mix of external and internal resources, they may sometimes call from various places around your organisation. This will often be one of the bid managers roles to assemble the support.

Proof Reader/Copy Editor: The significance in submitting a clear, concise and error free tender is often what can make or break the chances of winning a bid. They bring a fresh pair of eyes to the tender and my spot errors that could’ve been overlooked. The proof reader will often add a professional polish to the polish on the bid which could be the difference between winning and losing.

The full stop on any successful and effective bid team is in the relationships amongst the team and how individuals are perceived and respected. The team always needs to be creating solutions never problems, this is were taking ownership of tasks and leadership are critical.

For further information, contact Lindsay Rosul

T: 07702 823 648
E: Lindsay.Rosul@value-match.co.uk

Categories
Case Study

Audio Visual Solutions

Creation of Comprehensive Responses to Critical Tender

Introduction

Value Match were contacted by an organisation that specialised in the design and installation of audio-visual equipment, that wished to respond to a critical tender issued by a large household appliance manufacturer.

Challenge

There was increasing pressure due to the tight tender timeframe and the client lacked the time and resources to prepare a tender response which would meet the procurement requirements.

Solution
  • To obtain information, Value Match immediately organised face-to-face interviews with the client’s key staff members to gain more insight to each subject matter.
  • Once the information was gathered, Value Match began to draft a response to all the qualitative questions. Whilst ensuring that the responses reflected the client’s organisational capability
  • Value Match developed an action log, to list the supporting materials required for the tender, and to identify the staff members responsible for its provision. This could also be used as a progression plan, so each member was aware of the timescale and their requirements.
Results
  • A comprehensive and compliant tender was submitted within extremely challenging timescales.
  • Client interviews enable specific information to be drawn upon to ensure high quality responses were drafted as a result.
  • The Client obtained a development plan of items that could be worked upon to improve future bidding processes
For further information, contact Lindsay Rosul

T: 07957 110 938
E: Lindsay.Rosul@value-match.co.uk
W: www.value-match.co.uk

Categories
Case Study

A Global Success

Creation of clear and compelling bid for a specialist audio and visual company

Challenge

Our customer was bidding for the first time into a global customer for a critical contract to continue to develop its private sector customer base. There was increased pressure due to the tight sourcing timeframe, the customer lacked both the time and in-house talent to prepare a winning response.

Solution

Value Match identified a small team to support this specialist area, who had a track record of success in this niche area. In partnership with the customer, Value Match:

  • Undertook an initial bid/no bid scenario
  • Mapped the customer capability to the likely sourcing requirements
  • Created bid and communication documentation to the relevant standards
  • Managed the bid process from start to contract award ensuring customer sign-off at each stage of the process providing updates at critical points
  • Prepared the customer for the presentation and negotiation process, highlighting areas of differentiation in their bid and potential areas of commercial leverage
Results
  1. Compelling bid response documentation completed with a clear narrative outlining unique customer capabilities
    2. Excellent feedback to the customer on presentation and negotiation phase
    3. Successful multi-million pound contract award
    4. New market segment success for the customer which has opened up other potential opportuntiies
For further information, contact Lindsay Rosul

T: 07957 110 938
E: Lindsay.Rosul@value-match.co.uk
W: www.value-match.co.uk

Categories
Case Study

Property Services

Ensured our customer won a place on the largest pan government framework agreement

Challenge

The client required independent advice, support and guidance on the qualitative areas required to win a forthcoming public sector tenders, as well as understanding where their commercial offering lies in comparison to their competitors within the industry.

Solution

Value Match established a cross functional team with support from the customer:

  • Undertook an independent review of previous bids and feedback, combined with other market intelligence to identify technical and commercial market positioning
  • Established a customer and bid management plan to optimise understanding of key evaluation criteria
  • Identified areas of potential market differentiation and weaknesses, addressed these with the customer to improve capability in critical areas, e.g. social value and new customer mobilisation
  • Undertook a commercial benchmarking exercise
  • Provided independent assurance and reviews of responses prior to submission assisting the customer in improving impact and accuracy of responses
Results
  1. Won a place on the largest pan government framework agreement
  2. Established approach and strategy for mini-competition success
  3. Supported the client in the shaping commercial strategy for the framework and for future mini competitions
  4. Created standard documentation, processes and bid management approach for future frameworks and mini competitions
For further information, contact Lindsay Rosul

T: 07957 110 938
E: Lindsay.Rosul@value-match.co.uk
W: www.value-match.co.uk