1. Preparing a big plan
1.1. The Bid Team
1.1.1. Bid Manager
1.1.2. Technical Experts
1.1.3. Writers
1.1.4. Contributors
1.1.5. Administrators
1.1.6. Proofreader
1.1.7. Fault finder
1.2. Bid Kick-off meeting/ brainstorming sessions
1.2.1. All relevant tender documents should be distributed
1.2.2. Brainstorm the solution
1.2.3. identify the documents and the information likely to be needed
1.2.4. allocate different roles and responsibilities
1.2.5. create a proposal schedule including deliverables and milestones
1.2.6. Review, expand on and brainstorm the key question
1.3. The big Plan
1.3.1. A summary of the submission terms
1.3.2. Big team
1.3.3. Big time table
1.3.4. Mandatory requirement list
1.3.5. The winning strategies
1.4. Win Strategies
1.4.1. Who
1.4.1.1. Previous experience
1.4.1.2. Team and skills
1.4.1.3. Technical ability and operational procedures
1.4.2. Cost
1.4.2.1. Cost/value for Money
1.4.3. How
1.4.3.1. Contract management
1.4.3.2. Quality
1.4.3.3. Risk
1.4.4. What if
1.4.4.1. Risk
1.4.4.2. added value
1.4.5. Reason for procurement
1.4.6. Big requirement and evaluation criteria
1.4.7. What is important to the client?
2. Steps when receive notification of tender
2.1. Download all documentation
2.2. make copies, keep original safe
2.3. inform code bid team
2.4. read documents
2.5. well read contract (be sure prepared for each terms)
3. BID or NO
3.1. Qestions to help to take the decision
3.1.1. what are mandatory requirements? can we meet them?
3.1.2. Can we show relevant experience? already done that before? need to partner?
3.1.3. Who is the competition?
3.1.4. is the contract the right size for my business? risky to bid if a tender value is more than 25% of turnover
3.1.5. what will be the profit? How it will impact the cashflow?
3.1.6. Do we have sufficient resource to respond within the deadline?
3.2. Tools to help the decision
3.2.1. Bid/No bid Form
3.2.2. Cost breakdown
4. Post submission
4.1. Tender evaluation
4.1.1. May take some time according to the complexity, requires patience
4.2. Internal debrief meeting
4.2.1. Congratulate the team
4.2.2. Continuous improvement
4.2.3. Consider a tender closure form (see tender register form)
4.3. Presentations/Interviews/Site visits
4.3.1. Key considerations
4.3.1.1. Keep the presentation precise using the bid executive summary
4.3.1.2. The sub-headings as the main presentation topics and presentation in logical order
4.3.1.3. Use the main points as bullets and talk around them
4.3.1.4. Do not introduce new ideas into the presentation, but expand on areas that were included within the tender
4.3.1.5. Give time for questions after each presentation topic
4.3.1.6. Presentations delivered by a sales person, or by the delivery team
4.3.1.7. Prepare a good final statement, leave the Buyer with a lasting impression
4.3.1.8. Print a copy of the presentation for the Buyer and as something which can be taken away
4.4. Evaluation feedback from the buyer
4.5. Complaint process
4.5.1. If no response, the complaint should then be taken to the tendering body Head of Procurement
4.5.2. Complaint addressed by writing to the buyer's contact, clearly stating the nature of the complaint
4.6. Updating bid repository and documentation
4.6.1. Update your bid repository at end of the tender process. Principle: create once and use many times
4.7. Tools
4.7.1. De-brief/feedback form should be used for future reference
5. Writing a successful tender response
5.1. Address exactly and only what the Buyer asks for
5.2. Use a consistent writing style
5.3. Be professional in the format and presentation of the response
5.4. Proposal Sections
5.4.1. Executive/Management Summary
5.4.2. Contents Table
5.4.3. Introduction
5.4.4. Understanding the Requirements
5.4.5. The Approach/Solution
5.4.6. Pricing
5.5. Other Information
5.5.1. Company introduction
5.5.2. Case studies/Customer references
5.5.3. Staff CVs
5.5.4. Added value
5.5.5. Alternative offers
5.5.6. Standards and policies
5.5.7. Commercial sensitivity
5.6. Review Cycle and Sign Off
5.7. Submission
5.7.1. Submitting Hard Copy Tender Documentation
5.7.2. Submitting Electronically