What is Bid Management in the Context of The Tender Writing Process?

In a busy bid environment, many companies can find themselves besieged by invitations to tender from all of their customers. With most of us only having finite resource on hand to respond to tender requests, and the cost of external tender writing services, it can be difficult to decide which of the many opportunities we should be responding to.

Part of the bid management process is considering how best to allocate resource can be difficult, as the criteria for going for a particular bid does not always come down to the financial rewards available.

Establishing the validity of an invitation to tender

Other factors in the decision-making process can involve deciding whether the invitation is actually viable. Unfortunately, some organisations are forced to put contracts out to tender, even when they are already decided which provider they will be running with. Unless you can identify viable propositions, you run the risk of wasting valuable resource in your bid team going through the motions and responding needlessly.

You usually have an idea of how viable a proposition is by talking to the customer. They will be able to give you an indication of what your chances are success are, and it is then up to you to use your judgment to decide whether or not to bid, based upon their feedback.

Can you provide all the required services?

Once you have decided that the proposition is worth bidding for, you also need to consider whether you as an organisation can meet the demands of the contract. It can sometimes be easy to promise everything that is asked for by the client, but there are times when winning can come as a surprise, catching your business off guard and resulting in a panic of activity as you try and meet the promises which you made within your bid response. Can you meet the needs of the tender? Do you have the financial resources, time and organisational processes in place to meet them? If not, you are better off not bidding.

How to politely say no

Declining an invitation to tender is easier than it may sound. Rather than simply ignoring the invitation, the best thing to do is contact the customer and explain that while you want to work with them in future, you don’t feel that you will be able to do an outstanding job on the current contract. Having said that, you would welcome the opportunity of being given future chances to pitch for work. By declining in this way, you save resources, and also show the customer that you will only bid for opportunities if you are fully able to do an outstanding job.

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