essentials in bid management

8/2/2019 Essentials In Bid Management

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EXECUTIVE C

MPASSGuiding every step


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TABLE OF CONTENTS

Reinforcing The Essentials For Your Bid Management 2

Clinching The Deal With The Help Of Experienced Tender Writers 4

Investing In A Bid Writing Professional 6

Bid Writing The Written Art Of Persuasion 8

Win The Bid for Your Company By Hiring A Bid Writing Specialist 10

How A Bid Writing Service Wins Projects 12

Tender Management: Organised Bids From Beginning To The End 15

Land Potential Contracts With The Pre Qualification Questionnaire 18

Improve Your Bid Success Rate With Tender Training 20

How To Master Bids And Tenders 23


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Reinforcing The Essentials For Your Bid ManagementMany groups nowadays create more

business by taking part in bidding processes

for certain projects. This is obviously a

display of competitiveness, which is a healthy

dynamic for progressing businesses. There

are times when a business has to present

itself aggressively in the bidding environment

but, once that initial effort is over, its highly probable that it will be invited to

tender for the specific contract. The demand can be overwhelming, so its

vital to go about the process practically and wisely.

Sometimes when a business is new to the public sector and it quickly

wants to create a name for itself, it responds to all the tender requests that

come its way, which can be too much work for a starting group to handle.

Consider the manpower first and their abilities, before determining how

many requests can be catered to and which ones have a great chance of

being won. In bid management, these are just some of the essentials thatneed to be reinforced all the time.

The better understanding of the basics allows for a better planning

process. Assigning resources is greatly important, as well as the careful

evaluation of the invitation. All this thorough work is necessary, although

oftentimes the end result can be frustrating. Thats truly the nature of this
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particular industry. Its like making a bid to host the Olympics you have

special structures built, you beautify the place, meet all the demands but in

the end a different country ends up hosting the games.

There are times when you would need to decline certain invitations to

tender and this is still part of smart bid management. There are some

invitations that your group may not be able to accommodate with regards to

time or other specific requirements set. The best thing to do is politely

decline the invitation by stating some of the reasons why your group may

not be compatible with the project but that your group will welcome future

opportunities with the particular client. This way the ties are kept intact.

Going back to knowing your manpower... its

pertinent to evaluate whether your group can

handle the demands and other considerations of

your customer. Saying yes is easy but delivering

can be an altogether different thing. Quality of

work always matters because its a gauge of

whether your group can be trusted to carry out the

project or not. A good bid management plan can

properly meet the demands of the client with careful consideration of the

different required resources, the necessary procedures and, of course, the

time. And if your group in the end wins the bid, having considered these

essentials will allow for an organised continuation of the work.
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Clinching The Deal With The Help OfExperienced Tender Writers

A writer who does not really

have any exposure to business

writing may think that tender writing

doesnt need any specific skill to

write tenders. It can also be

confusing as to why the term tender

is used for this kind of business

writing when tender is perhaps an

inappropriate adjective for this kind

of work. Tender writersare required to be fiercely knowledgeable about allthe factors that will produce a competitive, and hopefully a winning, tender.

Experienced tender writers are expected to know the effective

formula in creating tenders that have a greater chance of winning the bid.

The PQQ, or Pre-Qualification Questionnaire, is always an important phase

in the tender writing process. The PQQ gives possible bidders a chance to

evaluate whether the opportunity is worth taking or not, depending on the

conditions set by the evaluator or contracting authority. A writer who has

the right work attitude will adhere to a strict system that will increase his

chances of winning the bid. Careful compliance to the system prevents

unnecessary errors.
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Given the competitive bidding environment, good quality is always

essential. Taking a chance on a talented yet somewhat less experienced

tender writer can produce favourable results but that will take a lot of

courage. On the other hand, tender writers who already have a full

understanding of the process and have experience of writing winning

submissions. Another advantage would be the fact that highly experienced

and professional tender writers can get the

job done much quicker than someone who is

still trying to familiarise himself with this style

of writing.

There are businesses that outsource

tender writing even though they already have

some really experienced writers in-house,

and there are some who do not really have

their own tender writers within the business. This is a working strategy

because it can increase the chances of winning particular projects where

expertise is more important than experience. Tender writing is always

about competitive quality, not just good quality. Having this competitive

quality may mean additional cost for the group. So establish a winning

attitude for your bid management where nothing but the best would do,

and, in the end, when the bid wins, carrying on with the execution of the

plan will be a whole lot easier.


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Investing In A Bid Writing ProfessionalA good business person is always thinking about quality investment.

Providing employees a good working environment is an investment that a

business owner makes to improve the performance of his employees. A

higher compensation for good work not only provides employees the

validation that they need for their effort, but also a drive to further improve.

Every investment in a business should create positive results.

Hiring a bid writing professional is also an investment. Professional writers

adhere to strict standards which always produce the best results. Bid

writing is much tougher,

though, as comparison is

the core of this trade. Even

the educational background

of this type of writer will be

taken into account because

the conditions are cutthroat.

One quality piece of work may pale in comparison to the work of the

competition. A business that wants a fighting chance to securing a contract

cannot just and would not entrust a momentous task to just anyone.Only a highly experienced bid writing professional can get the job done

quicker and present the required quality of work.


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Bid writing, also known in the UK as tender writing, demands a lot of

important background information to make the bid really effective in getting

the attention of the authority. Aside from that, it has to be considerate of

many aspects that will eventually have to be physically reflected once the

bid is won.

A bid writing professionalmust only stick to what the bidding groupcan commit to deliver; otherwise it will be detrimental to the groups

performance later on. Clients are very particular about the nature of the

bids that they get, whether the bidders were able to stick to their specific

requirements and provide substantiated claims regarding the work that they

could deliver, or not.

The job of a bid writing

professional is that of putting the

client in the best possible light

when being presented to the

authority. A won bid is an

automatic success for business

and not just the financial aspect of it. Winning the bid for an important

project will elevate the status of the business among its contemporaries

and it will gain the recognition of future clients, as well. If its the businesss

desire to have a team of amazing bid writing professionals, invest in the

best teachers who can impart the winning formula to new writers.
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Bid Writing The Written Art Of PersuasionSome may think that bid writing is anything but art. Its too focussed

on presenting information in a strict rigid manner which does not have any

room for creativity. However, this type of writing still requires the knack for

appealing

presentation

otherwise it will

not accomplish

the desired

outcomes.

Bid writing

is technical

writing is a

technical art.

There are many considerations to be mindful of and its imperative that

these considerations are addressed adequately and impressively. Getting

the attention of the evaluator is the main goal because its essentially the

complete validation of the bid writing professionals skills. It may be true

that adequately addressing the specific requirements of the clients has tofollow stringent rules, but clients also appreciate the creative ways that the

bidder writer can come up with to meet these requirements. This gives

them a better vision of how the project will be carried out.


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This is one of the reasons why some companies choose to outsource

bid writing: because invitations to tender can come from a variety of clients.

Its wise to get bid writers who are known to be particularly good in certain

sectors/fields. Doing this increases the possibility of winning the bid

because the bid writer has experience of delivering successful project. He

may also know how to highlight the areas that the client would surely not

notice due to their lack of knowledge surrounding the subject. A quality bid

writer will be able to use this to their advantage.

Putting your best foot

forward is often the clich

associated with bid writing but

the truth of the matter is, it

actually requires 100% effort. A

bid no bid decision is crucial to

decide whether or not to bid,

taking into account the amount of work, time and even money and, surely,

nobody wants to waste these three things. Research for the tendered is not

just through emails or telephone, but most of them require trips to the

clients workplace. There should always be that burning desire to win and

for that to happen, all the factors must be considered. Persuasion is

winning someone over and that is the goal, anything less than the best

does not have a place inbid writing.
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Win The Bid For Your Company By HiringA Bid Writing Specialist

Knowing a how to write really good tender documents is altogether

different from being a bid writing specialist. A specialist is always expected

to be more. He should be able to handle both small-scale projects to get

things rolling for a still-thriving business and the really big ones that will

strengthen their reputation and

earn a lot more money for the

established ones. He has a

thorough knowledge not just

about the different specific

requests of clients but also on

ways of acquiring more

information to better address these requests and conditions in the tender

document. Basically what he is, is a master of the trade.

How badly a company wants a deal will force it to look into the

services of a bid writing specialist. Investing in one can easily be

compensated by a won bid. A company that understands the risks involved

and also the gains will not think twice in hiring the bestbid writing specialistas this instantly gives them an edge in the bidding process. Sometimes,

quality really comes with a price. And this is a universal working thats

greatly apparent in the business world.
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There are some specialists, however, who choose not to get paid

until the bid is won, this normally has greatly to do with their pride and this

is a fair deal; even smaller businesses can already have their own

specialists. Be careful in the selection, though. Its wise to do a thorough

background check because money is not the only element that can be

wasted on this endeavour, but time and the other team members efforts,

as well.

In hiring a bid writing specialist, one must understand that he can be

an overall big help to the company though his main job is to write a winning

tender document to secure the bid for the company. However, his wealth

of experience normally provides him better insight into the conditions of the

project, thus making him a good consultant, as well. He is a key resource in

the careful management of the bid in accordance to the services required

by the clients. He may also

have a good idea of the

possible output of the

competition, thus providing

his bidding team a chance to

really step up their game. Its

a multidimensional role, but

the essence remains that its his business to make sure that the client will

be persuaded to choose his bidding team.


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How A Bid Writing Service Wins ProjectsMy bid failed to comply with the tender request. My proposal was

written last minute and I lost a potentially good project. I think I lost the

tender because my price wasnt as competitive as the other bids. Think of

bid writing as if it were a marriage proposal where blurting out, Hello love,

marry me, will surely result in a soul-crushing no. When a significant

situation presents itself, presentation will almost always influence the

persuasive quality of your proposal. A professional bid writing service thatbrilliantly tackles compliance, positioning, pricing strategy, and persuasion

ensures your bid submission will edge out the competition.

Not Everyone Can WriteBid writing isnt the same as

writing a report or preparing enquiries

of any kind and that is precisely why

many wise companies set up a tender

management system to oversee the

success of a bid. The development of

a bid requires the application of key

skills in terms of clarity of language and selling ability. The approach and

structure to this very particular type of writing has to be systematic and

strategic. An ordinary writer can probably give it a go, but then the results

will more than likely fail to meet the desired result.
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The critical process begins when a formal invite to tender (or

notification to bid) is conveyed publicly or sent out to specific companies.

The document details aspects of the project and what you need to provide

to the procuring organisation. Sifting through the huge document can be

overwhelming for your staff, most of whom may not have the experience

and skill to distinguish valuable information and what it all means.

Commissioning a company with a reputable track record in bids and

tenders will set you on the right path to winning that project.

The RightCompany

A writing

service knows

that low pricing for

projects doesnt

always make the

bid a success. A

bid writing firm will

know how to define the requirements of a tender request and prepare the

critical document for you in a professional manner. Such a service can and

will communicate your bid in a clear and persuasive language, detailing

how your company will achieve the proposed project. A compelling

proposal will also require a particularly striking look to it. The company you


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hire to prepare your bids will have access to graphic designers who will

present your charts, graphs, diagrams, headings in a polished and

attractive manner.

Biddings often

reveal an enormous

amount of sensitive

information. A bid

writing company you

choose should

guarantee

confidentiality

throughout the process, with an agreement signed by both parties.

However, it would be advisable to seek a company that carries a UKAS

certification. This standard certification will tell you that the bid writing

company not only delivers impeccable customer service, but also

guarantees document security measures are fulfilled.

A range of factors can affect the success or failure of your bid. But

there is one critical element in your favour to ensure a positive outcomea

bid writing firm. Organised, skilled, and experienced with the intricacies of

proposals and tenders, such a bid and tenders firm is your ticket to getting

that needed yes.


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Tender Management: Organised Bids FromBeginning To The End

The business sector defines the word tender as a rather delicate

word as an opportunity to bid for services, work, projects, or funding. The

process that begins with sending out tenders and ends in the selection of a

winning bid is referred to astender management (or bid management).What does bid management entail? How does it ensure a successful

outcome for your proposal? Can the system be gentle, loving orsympathetic as well as efficient?

The Story Begins The procuring party and the prospective service, work, or project

provider meet when a call or invitation to tender is sent out. There are two

types of tenders: open tender and

restricted tender. The former is sent

out to all vendors while the latter is

sent only to a short list of companies.

Once the tender is released, your

company, as a competing vendor, willhave to analyse the document for

crucial information such as what you

need to provide and the deadline you
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need to make in order to communicate your proposal.

When you communicate this proposal, it needs to be compelling

enough to stand out from the other

bids. How it becomes so perfectly

exceptional depends on the

language and structure of your

written bid. A bid writing specialist

can create a professional proposal

for you, but then the road to project

acquisition doesnt end with a well-written proposal.

Managing bids and tenders also entails a well-defined structure to

meet the requirements, developing a price that will not just win the bid but

naturally provide ample return to your organisation, managing the staff

tasked to write the proposal, and making the deadline (preferably ahead of

your competitors). Each stage of the process demands efficiency, and due

diligence.

Alls Well That Ends Well

Organising your proposal can be stressful and complicated. It

requires a certain set of skills from the person heading the team. (This may

include applying a gentle, loving or sympathetic approach.) Luckily, you

can outsource bid management. A bid management firm will have the


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experience and expertise required to see your bid proposal through from

beginning to the end, without delays and without the drama. A reputable

firm will also have an electronic system in place to track the development of

your bid, and it will contain key information. This is an added benefit for the

time management aspect of bid management as the client will be able to

see the bid being assembled and written.

When the process starts with a

well-designed structure and you know

that talented people will be applying

such a structure to your bid, a

favorable result is always guaranteed.

A process thats plagued from the

very start (terribly conceptualised

proposal or missed information) can

end very badly (confidential information leaked to a competitor or rejected

bid).

It doesnt matter whether the tender is as minor as a commercial

painting job or as extensive as a multi-million pound government contract

an efficiently managed bid will determine a great outcome. With a bid

management firm providing exceptional writing, pre-qualification

questionnaire service, and overall organisation, your bid will most certainly

conclude with a negotiated contract.


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Land Potential Contracts With The PreQualification Questionnaire

Answering a question youre thoroughly familiar with shouldnt be

rocket science, should it? But it can seem like it is when youve got a major

stake in getting the answer right. How do you make a detailed and

compelling reply to Demonstrate the methods you used to promote waste

reduction? If your company is seeking to land a contract (public or private

sector), youre going to receive a pre qualification questionnaire(PQQ). Intodays financial climate and as the government goes ahead with budget

cuts, the selection process for awarding contracts has become more

meticulous. Hence, the necessity for a PQQ.

Where bids and tenders are

concerned, the PQQ becomes the

gatekeeper. It determines whether your

company is suitable to be included in the list

of service providers. Its an assessment of

your companys technical and financial

capabilities in handling a large-scale project.

Its a guarantee to the contracting company that their project will be

managed and executed effectively. If your company doesnt comply with

the pre-requisites, you dont move on to the next phase of the process,

which is being invited to bid on a project.
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You have an enormous advantage over your competitors if you

commission a professional and experienced consultancy firm that not only

offers a bid writing service but PQQ submissions, as well. Many companies

make the mistake of recycling answers to certain queries in the PQQ.

Certainly the company information and some policies can be provided in a

generic way, but when it comes to questions about resources, costs, and

methodology, these demand tailored and compelling replies. The

contracting company needs to know that you will be able to competently

provide their needs.

The company you commission to complete a PQQ will create a

bespoke response to every question inside the PQQ or Tender document.

It will know how to structure the response in an effective way so the

contracting company immediately finds the information they require. It will

refine your PQQ submissions and make them compelling to ensure you

receive future invitations to tender with a

particular corporation.

Outsourcing your PQQ submission

not only secures you an invitation to tender,

it also allows your staff to focus on their

main roles in the company. Locating and

landing bids consume a lot of time and

resources. Completing the PQQ on time


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illustrates your dedication to

winning the contract, and lets

the contracting party know that

there is a high degree of

competence in your company. So

get a professional company to handle

your PQQ, bid document and

tender management, and land that coveted contract today.

Improve Your Bid Success Rate With Tender TrainingExperience: the most brutal of teachers. But you learn,

my God do you learn.C.S. Lewis

Experience teaches you to do or not do something over the course of

a lifetime. In business, waiting to experience something before you learn

how to do it right might be a precarious way of going about work. This is

why specific training courses are organised in every company to further

develop the skills and knowledge of the employees. A business that invests

in training ensures its bottom line and longevity in the industry its in.

Tender training should be amongst those training courses.


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When your company relies upon the acquisition of contracts or

projects, you might be doing a lot of bid-writing and devoting an enormous

amount of man-hours organising your proposal. You might also be

outsourcing this service to make deadlines and perhaps even win the

contract. Some companies that offer tender management and writing

services also carry out training.

You might find that your bid success rate isnt as substantial as you

think. Granted, youve landed enough contracts to sustain your business

but think of how much better you can increase contract acquisitions just by

investing in your own people. A professional consultancy firm with an

expertise in bids and tenders can turn your employees from tender

reviewers into tender managers.

Your employees will learn to develop their pre-qualification

questionnaire skill and answer,

with impact, difficult tender

questions. They can learn how

to effectively structure a

document and write a proposal

thats both persuasive and

compliant. They will learn to

come up with better ideas and

solutions, which will fuel their energy for work.


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This type of training will also allow you to assess the strengths and

weaknesses of your employees. You can make the most of your team by

assigning them in positions where they can thrive. An energised tender-

trained team working for

you can be an

unstoppable machine with

a focused effort towards

winning bids.

Some firms also

train people how to draft

invitations to tender and how to select the right service providers or bids.

This means that the procuring company will have the expertise in drawing

out the best bids from the lot. They might also have a screening panel with

the right set of skills to recognise a poorly written bid. With staff that had

tender trainingwriting your bids for you, your proposal will have an edgeover all others.

If your business hasnt been getting new projects, if your bids are only

half successful, if you want to develop your employees skills in bid

management and writing, then it only makes sense to undergo a training

course in bid writing. Invest in your business today with tender writing

training.
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How To Master Bids And TendersBusiness development Its a beast of a machine that functions

perfectly when sales and operations are enabled efficiently. Bids andtenders are essential cogs in business development. Knowing how toacquire tenders and win bidding opportunities will bring new projects, which

in turn bring new profit sources.

Any company, whether its a start-up, small to medium enterprise

(SME), or a Fortune 500

corporation, is engaged

in tenders and bids. The

larger ones will naturally

have more invitations to

tender while the start-

ups and SMEs might

have to source leads.

Whatever the case, a degree of competence and skills are required to

ensure a winning completion. Most companies even invest in tendertrainingto ensure successful bids.

When invitations to bid are sent to specific companies, it is not always

wise to bid for every single one. It might seem wise and logical to go after

every bidding opportunity, but choosing to organise a team to handle
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P a g e | 24

tender management for every tender that comes through the door will be

very costly to the business.

Bidding for public sector tenders differs from private sector ones in

that it demands a level of attention to detail and a considerable amount of

time to accomplish. The pre qualification questionnaire (PQQ) for public

contracts are more comprehensive than ones that come from the private

sector, so a specific set of expertise is required to complete this particular

PQQskills that can be ascertained from a bid management consultancy

firm. An effective bid management team would do well to determine first

whether the tender is appropriate for the company.

To ensure that a company wins a contract or project, the team

handling the tender must have

the ability to plan, manage,

and write compelling

proposals. Bidding is com

petitive, especially in this

financial climate when the

government is making

sweeping budget cuts and

private companies are either

not hiring or even laying

people off. A bid-selection


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committee will naturally be very thorough in choosing the right company for

their projects or required services.

In evaluating the tender document, the team assigned must

determine and target the resources required. They must write a more

compelling bid than the competitors. They must know how to plan and work

within a deadline. They must understand and know how to navigate their

way around the bidding process. There are a lot more fundamental skills

and knowledge to have in mastering the bid and tender process all of

which can be addressed with training.

Whether its

establishing a cafeteria

inside a military base,

providing a regular

cleaning service to a

company or developing a

property, a dedicated,

knowledgeable and skilled

team will ensure a

successful bid. A successful bid means a business has realized its full

potential for gaining a new client and making profits.

essentials in bid management

Documents