bid management process
TRANSCRIPT
Procedure Name:
STS ProcessApplies To: All Staples Technology Solutions Sales and Account ManagersDate approved:
June 2013 Date last reviewed:
Feb 2014
Approved by: James Galera Date next reviewed:
Aug 2014
Table of Contents
Table of Contents..................................................................................................................................... 2
Introduction.............................................................................................................................................. 3
National Bid Management Overview........................................................................................................3
What is the first thing that you will need to do?........................................................................................4
When is the National Bid Specialist engaged?.........................................................................................4
Entering Opportunity into Salesforce.......................................................................................................5
Next Step.................................................................................................................................5Bid Submission Review........................................................................................................................... 6
Win / Loss Review................................................................................................................................... 6
Contract Signage (Only if Staples wins the tender opportunity)...............................................................6
IntroductionThis document is to provide a step-by-step guide for all Staples Technology Solutions Sales and Account Management staff to the National Bid Management Process.
Please contact Bernhard Halim (National Bid Specialist) for any questions, additions or general feedback.
National Bid Management OverviewThis document details the Staples Technology Solutions National Bid Management Process. The National Bid Management Process is the single standard methodology that applies to all sales opportunities, emanating from all Lines of Business (LOB), within Staples Technology Solutions Australia. It applies to the majority of opportunities, although the approval and sign-off process will vary according to the size of the opportunity.
The document also outlines the roles and responsibilities of participants in the National Bid Management Process, sets out documentation standards and deliverables with the aim of ensuring that all participants add value to the process and avoid conflicts of responsibilities.
For continuity of ownership throughout the National Bid Management process, an Opportunity Owner will be appointed to each bid during the Opportunity Development phase, to ensure end-to-end accountability. This accountability in theory should cease at the time of handover however; there may be a requirement for the Opportunity Owner to be engaged during implementation of the customer. This Opportunity Owner role is not aligned to any specific job title. Generally at the outset, the Opportunity Owner will be the person with whom the opportunity originates – usually the Account Manager / BDM, but potentially this could be a Business Unit Manager.
The Opportunity Owner will be responsible for ensuring the National Bid Management process (this document) is followed, that all necessary reviews conducted, and approvals obtained in accordance with the Approval guidelines.
The National Bid Specialist will have overall responsibility for implementing and managing the National Bid Management Process for Opportunities in excess of $75K per annum.
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What is the first thing that you will need to do?Before you even contemplate engaging the National Bid Specialist, the absolute first thing that you must do is make sure you engage Legal to review the customers Terms and Conditions, Draft Deed / Agreement.
Under the new process, for any opportunity which has the value in excess of $300K per year, the legal team will be notified, however if the opportunity value is less than $300K a year, then the National Bid Specialist will seek the approval from either State Sales Manager or the Head of IT.
Under no circumstances shall you (i) burn bid resources and (ii) submit a response where we are providing pricing without Legal’s prior written consent by way of a full legal review of the Terms and Conditions, Draft Deed and/or Agreement.
The process that needs to be followed (no questions asked) is that as soon as you receive the tender documents from the customer, the first activity that MUST be undertaken is for you ( the Opportunity Owner) to complete the attached Legal Sign-Off form and then send it along with a copy of the Customer’s Terms and Conditions, Draft Deed and/or Agreement to legal@staples .com.au as well as CC: to bernhard.halim@staples .com.au
1. Please be advised that we will not be able to submit a response without Legal’s review of the Terms and Conditions. Failure to adhere to this policy could result in disciplinary action.
2. Please take into consideration that the minimum turn around time for legal is between 5 and 7 business days
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When is the National Bid Specialist Engaged?The National Bid Specialist – Staples Technology Solutions(Bernhard Halim) will be engaged only if the opportunity is registered in Salesforce and the revenue is in excess of $75K and above per annum for Products and/or Services.
National Bid Management OverviewSalesforce has been setup to send an auto-generated email to the Opportunity Owner, Services & Engagement Manager and National Bid Specialist should the criteria in the explanation provided abovebe met.
IMPORTANT INFORMATION
ALL Opportunities, irrespective of their value MUST be entered into Salesforce. The reason behind this is to ensure we have a consistent approach around recording of opportunities but most importantly, it provides the IT Management Team with data for Accrual and Forecasting purposes.
The email will contain the following body of information (see below):
The STS Bid Qualification Form is to be completed and emailed to the National Bid Specialist ([email protected]) within 48 hours of proposed meeting date/time.
Outputs from the Opportunity Qualifications include the following:
1. Appointment of Opportunity Owner
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2. Minutes of meeting to be documented by National Bid Specialist and issued to Opportunity Members.3. “Bid” / “No Bid” Decision
Next StepsThe National Bid Specialist will schedule a formal Bid Qualification Meeting with the key stakeholders upon receipt of the completed Bid Qualification documents.
Bid Submission ReviewThis review is owned by the National Bid Specialist, to ensure that all stakeholders approve the final documents including commercial aspects (including appendices and other attachments) prior to submission.
The National Bid Specialist is responsible for organising the Bid Submission Review and once the review is completed, the National Bid Specialist will be responsible in submitting the final documents.
Win / Loss ReviewOverview
Once we have been notified by the customer of the outcome of their decision, it is incumbent on the Opportunity Owner to provide written advice (email) to all participants in the Reviewing Process immediately. This would apply to all outcomes, including a Win, Loss, deferral or decision not to proceed.
While this review gate is known generally as a Win/Loss Review, the emphasis is on determining the reasons for why an opportunity was lost.
It’s the responsibility of the Account Manager / Opportunity Owner to schedule an appropriate time with the Customer to review Staples’s response and to obtain information as to why we were unsuccessful.
The Account Manager / Opportunity Owner will complete the required sections in the attached Win / Loss Review Template whilst with the customer.
Upon completion of the customer briefing, the Opportunity Owner is then responsible for organising the Win / Loss Review with the appropriate Staples Technology Solutions personnel.
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Contract Signatories (Only if Staples is successful)Once the Opportunity Owner / Account Manager receives the contract / agreement documents from the customer, the National Bid Specialist will engage directly wih Legal Counsel (Legal Team) to review and finalise the contract / agreement.
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