What is the Tender Process?
By implementing a best practice tender process, this will maximise your chances of success by ensuring bids are well-researched, strategically aligned, compellingly written, and thoroughly reviewed. It supports continuous improvement through post-bid analysis and feedback incorporation.
Here’s a general breakdown of a simple tender process that emphasises thoroughness, strategy, quality, and is applicable across all industries:
1. Opportunity Identification
Market Research: Continuously monitor various sources for potential bid opportunities relevant to your business’s expertise and capacity.
Opportunity Assessment: Evaluate each opportunity to determine alignment with your business's strategic goals, resource availability, and chances of success.
2. Decision to Bid
Initial Review: Conduct a preliminary review of the tender documents to understand the scope, requirements, and evaluation criteria.
Go/No-Go Decision: Make an informed decision based on the initial review, considering factors like potential ROI, alignment with business capabilities, and current workload.
3. Bid Preparation Planning
Bid Team Formation: Assemble a cross-functional team tailored to the bid’s requirements, including subject matter experts, bid or project managers, and writers.
Bid Plan Development: Create a detailed plan outlining tasks, timelines, responsibilities, and key milestones to ensure the bid is developed efficiently and submitted on time.
4. Bid Development
Requirements Analysis: Thoroughly analyse the tender documents to fully understand the requirements, deliverables, and evaluation criteria. Ask clarification questions where necessary.
Solution Design: Develop a comprehensive solution or response strategy that meets the buyer’s needs, differentiates from competitors, and highlights unique value propositions. Storyboard your solution with the Bid Team.
Content Creation: Draft compelling and compliant content for each section of the bid, ensuring clarity, persuasiveness, and alignment with the buyer’s goals.
5. Review and Quality Control
Compliance Check: Verify that the bid meets all technical, commercial, and legal requirements as specified in the tender documents.
Content Review: Conduct thorough reviews for clarity, coherence, and competitiveness. Engage subject matter experts to ensure technical accuracy.
Final Quality Assurance: Perform a final quality check, focusing on proofreading, formatting, and ensuring adherence to submission guidelines.
6. Submission
Submission Preparation: Compile the final tender documents, ensuring all materials are correctly organised and presented as per the tender requirements.
Final Submission: Submit the bid in accordance with the tender’s instructions, confirming receipt where possible.
7. Post-Submission Activities
Bid Debrief: Regardless of the outcome, conduct a debrief to identify lessons learned, best practices, and areas for improvement.
Feedback Request: If not automatically provided, request feedback from the buyer to gain insights into the strengths and weaknesses of the bid.
8. Award and Contract Negotiation
Award Notification: On successful bids, formally accept the award and begin contract negotiations, focusing on clarifying terms and conditions, deliverables, and timelines.
Implementation Planning: Plan for the successful implementation of the contract, ensuring resources, timelines, and quality controls are in place.