Bid Process

Identify bids Identify fundraising lead person Triage DHT service needs funding  DHT budget FR targets Gap analysis Market intelligence Horizon scanning DHT idea for new service Funding opportunity: bids and tenders Tender websites Key e-bulletins Funders’ bulletins Triage Read. Check criteria & eligibility. Think about viability. Draft outline plan of project Identify fundraising lead person

Small bids. Bids within fundraising plan Make checklist of anything needed from DHT staff or external people eg policies, references, signatures, information Identify key players within DHT: head of service; operational manager / senior; specialist knowledge Draft Draft the activities and outcomes. Think about who, what, when, where, how Draft the budget. Consider fundraising priorities Consult Consult key players re service delivery Consult Finance Director re budget Consult Managing Director / SMB Amend bid as necessary Check Other fundraising staff read bid to check for typos, grammar, sense, consistency. Check that bid explains service and people fully, to someone who knows nothing about the client group or service.

Large bids. Tenders. New projects Explain Summarise project, including timescales, monies on offer. Identify potential benefits and pitfalls. Identify where project would sit within current structure. Explain why partners to bid were chosen. Identify potential competitors Decide Take summary to SMB Decision taken on whether to proceed If yes, take to Board meeting or email to all Board members, with summary info as above, for decision Apply Plan, draft and consult as for small bids (above) Agree any delegation of tasks within fundraising team, DHT, or externally Check Critical friend to blue team it – check for typos, grammar, sense, consistency. Check that bid explains service and people fully, to someone who knows nothing about the client group or service. Critical friend to red team it – really savage, look at from the eye of commissioner / funder

After bid is sent Admin Update database Move folder to Sent Bids folder Update internal tools eg Growing Lives Funding Plan Update Evernote (quarterly) Diarise Add date of expected decision to diary Report Add to Board report

Successful bids Admin Update database, any internal tools, and add to Board report Diarise all dates, eg deadlines to return contract, invoice dates, report due dates, start and end dates Identify any requirements eg logos, publicity, need for receipts Identify how and when to draw down funding Tell Tell SMB, Managing Director, Finance Director, and Board Tell head of service, with clear short summary of project activities, outcomes, dates and any specific requirements Tell any external partners Draft press release Do Arrange any meetings necessary to start and move the project forward Make sure delivery staff know what is expected of them Make sure we will collect all data needed Return all reports and paperwork as necessary, up to end of project report Give signed contract to Finance Director (as appropriate) Check Monitor implementation of project and progress towards targets Check expenditure is on track Make plan to address any issues with performance or delivery