How to assemble a bid management plan
Dara Lawlor

How to assemble a proposal plan

Dara Lawlor -
How to assemble a bid management plan

Once you’ve received the go-ahead to proceed with the bid, it’s extremely important to put together a provisional bid plan. 

A bid process makes considerable – and often unforeseen – demands of an organisation.   The road ahead can be very bumpy so a plan gives all the stakeholders comfort.  Don’t underestimate its motivational power.  A good initial plan can make a tough bid seem manageable.

No plan ever survives contact with the enemy.

-Helmuth van  Moltke

Sticking to the plan may not be practical but if it launches the project and provides focus it has more than done its work.  The bid manager’s job thereafter is to ensure that show stays on the road until the final document is submitted.

  • Practical elements of RFP – key dates, structure, and submission channel
  • Evaluation and Scoring Criteria
  • Buyer profile and requirements
  • SME support
  • Key messaging
  • Presentation style
  • Key outputs
  • Project governance and communications
  • Accountability and Responsibility Matrix
  • Document production timetable.
  • Clarification questions.

The following bid plan is for a small bid.  Larger submissions will more than likely require more detail. 

  • 10th April (12pm) – Deadline for clarifications
  • 12th April – ABC target date for responding to clarifications
  • 30th April – Deadline for receipt of tenders

Via e-tenders

Joseph Bloggs:

joe@joebloggs.com

Phone: 08X x98x789

  • This is a rebid, so it’s very important to show the value that you have brought to ABC throughout the last contract. 
  • With COVID 19 – Remote working is going to be very important in future.  How do we show that we have an edge here, and what are our proposals for improving this as a way of coaching?
  • How does what we do assist in “delivering a high-performance culture that supports innovation and collaboration by maximising individual potential and further improving individual, team and company performance”?
  • Likewise how does what we do feed into their values of “being courageous, caring, driven, and trusted”?
  • Do you know who will be marking this? 
  • From your interactions with them over the years what are their key concerns and beliefs?
  • What do they really value from a supplier?
  • Is there anything that they are really interested in that isn’t articulated in this RFP?
CriteriaLot 1
Score
Lot 2
Score
Pass
Mark
Qualification of proposed coaches100 100 60
Experience of proposed coaches300300180
Overall approach 200200120
Price400400N/A

In the event of a tie for both lots, the submission with the highest score will be deemed the most economically advantageous tender.  If it’s a tie after this the next criteria to be considered will be the experience for proposed coaches.

  • Executive Summary
  • Curriculum Vitae
  • Profiles
  • Approach and Methodology.
OutputWhoWhen
Bid TemplateMichael9th April
Clarification QuestionsSusan, Linda and Michael9th April
Needs articulation (Stated & Unstated)Susan, Linda and Michael10th April
CVs (Both Lots)Susan, Linda10th April
Profiles (Both Lots)Susan, Linda10th April
Approach and Methodology Susan, Linda10th April
PricingLinda14th April
Form of TenderLinda14th April
GraphicsJohn14th April
Executive SummaryLinda15th April
1st Draft productionMichael15th April
1st Draft ReviewSusan and Linda17th April
2nd DraftMichael22nd  April
2nd Draft ReviewSusan and Linda24th April
Finalised Bid and SubmissionSusan27th April
  • There are two lots for this tender.  Should separate tenders / documents be submitted for each lot?
  • They haven’t included a response template. How do they want us to present the proposal?
  • Do you require a Gantt chart for the project plan?

Hopefully this gives you some idea of how to piece together a bid management plan. If your still confused just grab one of your best project managers and ask them to put a plan together for you. If you want to find out more about any of our business development and bid management services click on the link below.

Dara Lawlor

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Dara Lawlor
Dara Lawlor

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