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When you’re in the midst of bid writing a new project, sometimes it can seem as if there are so many things to consider, it’s impossible for the bid manager to keep track of it all. With content coming through from subject experts sporadically, questions to the client going unanswered for days on end, and an ever-approaching deadline, it can sometimes seem as if the range of considerations which go in to securing a completed bid document are endless.

One of the most effective ways of managing your bid writing process from start to finish is by developing an in-house bid management checklist, so when invitations come in, you and your team know exactly what process you each need to follow in order to fulfil the requirement. There are a number of benefits to having a slick process in place, including:

  • The ability to agree roles and responsibilities before a bid request enters the team
  • Having a set document to hand which can be disseminated, showing each element of the bid creation process
  • Aligning activities with the end result, ensuring that contributors remain focussed
  • Enabling the team to fall back on a set checklist, meaning that no element of the bid production process is left undone.

Developing a reliable process involves brainstorming each key aspect of your overall bid process, and documenting the sections which you need to cover in order to produce a compelling, compliant document every time for your customers. The following aspects of the bid process need to be incorporated within the bid writing checklist:

  • RFP analysis (reviewing the document, analysing the questions, distributing the document to key participants within your organisation)
  • Including partners (considering partnerships, establishing resources, preparing agreements, engaging stakeholders)
  • Establish the Technical Strategy (competitor SWOT analysis, partnership agreements, strategy meeting)
  • Bid writing (draft outline, prepare schedule, establish submission details and work out timescales for creation of document)
  • Assess personnel (collate CVs, review personnel checklists, prepare matrix of skills)
  • Collate references (gain sign-off for referees to testify on your behalf, select case studies)
  • Review and submittal (proofread document, check compliance, produce and deliver).

Although this is a rudimentary sketch of some of the things which you can incorporate within your bid writing checklist, it provides a basic framework which you can optimise in line with your organisation’s established processes. By developing your checklist well in advance of your bid request, you will be in an ideal position to progress rapidly when you gain receipt of your tender invitation.

 

PQQ FAQs

What is a PQQ (Pre-Qualification Questionaire)

If you are new to tendering you many not be familiar with the concept of the PQQ, or Pre-Qualification Questionnaire. The PQQ is a document designed to let your potential customer know all about your organisation, before making a decision to formally invite you to bid for a project as service provider.

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Know your competitors before you complete you PQQ

Considering the act of competitor research in a PQQ process may bring to mind images of espionage and underhand tactics, but the truth is that any informed organisation will take time to understand their competitors’ strengths and weaknesses, prior to deciding to a bid for a contract.

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The proposal writer’s guide to compiling your document template

Making space and time for dealing with a huge influx of bids is essential for busy proposal writers looking to manage their workload and get everything in on time. Even the most basic template for your document can support you to save time and get things produced to a professional standard, regardless of how tight your deadlines may be.

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Where do I find tender opportunities?

Many small enterprises assume that penetrating the public sector is the most challenging element of the bid process. However, government policies are geared towards encouraging competition from small businesses, leading to around sixty percent of local authority contracts going to small and medium sized businesses. Sixteen percent of all businesses that have won EU contracts are micros (consisting of ten or fewer employees).

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The bid writing checklist

When you’re in the midst of bid writing a new project, sometimes it can seem as if there are so many things to consider, it’s impossible for the bid manager to keep track of it all. With content coming through from subject experts sporadically, questions to the client going unanswered for days on end, and an ever-approaching deadline, it can sometimes seem as if the range of considerations which go in to securing a completed bid document are endless.

Read More >>

Tender writing checklists for bid/no-bid decisions

Tender writing is challenging at the best of times, without the bid writing team wasting their time on the development of needless bids. Writing proposals for tenders which are not viable or have no chance of securing business for the organisation can create a resource shortfall, wasting valuable time, effort and energy on the creation of documents which won’t result in a successful bid.

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Considerations for outsourcing proposal writing

When faced with a large number of bids to write, every organisation at some point considers whether or not to outsource their proposal writing activity to a skilled proposal writer. There are a number of factors involved with deciding if outsourcing is the best solution for your company, including the resource you have, the size of the bid and the time you can spend upon proposal writing.

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Four critical questions to answer in bid writing

When the average writer develops material for a response, the most natural thing to do is answer the questions within the RFQ or RFP, enabling the customer’s own structure to determine the way in which our responses will be organised. While this is usually an outstanding way of providing material, there are also further questions which every bid writer needs to include in their response, whether it is solicited or not.

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Creating space for your bid writing

The writing process is usually one which involves a number of attributes. Creativity, discipline, focus and commitment are just a few of the words which can describe bid writing, mixed in with a heady dose of self-discipline, organisation and best practice. If all this seems a little too good to be true, it’s worth thinking about the last time you sat down in your role as bid writer, and produced some great compliant copy. The likelihood is, you managed to somehow shut out the rest of the world and focus intently upon what you were writing. You produced the copy in a kind of haze of intent, without allowing the rest of the world to intrude upon what you were doing.

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