1. Bid Management
An IESD Guide
April 2016

2. Purpose of this presentation
To identify all key personnel to support IESD bidding
To develop our understanding of the roles involved in bidding, and in more detail the role of the Bid Manager
To gain an understanding of how we can make the most of the positioning and bidding time to produce the best bid possible in the most efficient way
Carel de Groot, 2015

3. IESD Business Development Team
Carel de Groot, 2015

4. IESD Business Development Team
IESD shared resources
Contact
Role
Support
Geert van Boekel
BD Manager
Providing strategic direction to BD in IESD, i.e. key countries, clients, etc
John Shotton
PP Manager/ ‘Editor-in-Chief’
Backstopping and monitoring all leads and bids . Providing support to bid writers as ‘Editor-in-chief’ on major bids, mentoring ‘up and coming’ bid writers, providing support to bid structure, ongoing guidance and reviewing and editing drafts
Geert, Marc and Farook
Portfolio Managers
Overall strategic advice on leads and bids
Bert Koppers
Technical Director
Providing strategic advice and acting as Commercial Lead on key proposals
Carole, Ketie and Richard
Portfolio Alternates
Collecting and sorting new prospects for decision making. Recording and analysing information on prospects tracked. Recording and analysing bid feedback. Maintaining BD toolbox
Ron Verleg and Pieter Feenstra
Commercial Proposal Support
Development and Production of Commercial Proposals
Moniek & Judy
Knowledge and Communication
Relevant knowledge and communication support
Wilma Meijers
Graphic Designer
Design of proposal covers, graphics, infographics.
Rutger Voorrips
Recruiter
Searching for, contacting and negotiating with consultants. Maintaining consultants database and maintaining relationships with consultants.
TBC
Proof Reader
Can provide proof reading service for bids. Just make sure to book well in advance.

5. Bidding Roles in IESD
Bid Champion (has responsibility for the below, but may delegate)
responsible for developing ‘big picture’ strategy, and defining the initial team structure, working closely with the Technical Lead
actively research the prospect and technical area.
collect, categorise and analyse any relevant documents
develop the positioning plan
use our networks/contacts to gather intelligence
help to identify a team leader /project manager and other key staff, in liaison with CST
identify and line up potential partners and liaise with the BD manager on the pre-bid agreement negotiations
act as ‘Project Director’ for IMS purposes

6. Bidding Roles in IESD
Technical Lead (may be the same as champion, but not always)
with bid champion, develop the overall ‘vision’ and strategy for the proposal and ensure that the bid ‘tells an compelling story’
undertake BD visit(s) to gain a full understanding of the background and technical issues in-country
lead on the writing of the bid
lead on development of the workplan at an early stage of the bid
work closely with the commercial lead to ensure they understand the key messages, team structure, and workplan
manage and use the inputs of the contributory writers to best effect
liaise with the bid champion and CST regarding the selection of the team leader and team members, and ensure that they meet the specifications in the TORs
Contents of materials (e.g. local context)
Accessibility (e.g. books, audio & video, posters)
Material development process (e.g. both Bangla and international, females and males)

7. Bidding Roles in IESD
Bid Manager 1 (Can allocate some tasks to a Bid Administrator)
ensure that GPT is kept up to date with latest information and status
plan the bid preparation from beginning to end using STEP, produce a bidding timetable with a secretary, putting all planning and IMS meetings in calendars of attendees, setting deadlines and ensuring all are met
monitor bid development on on-going basis “chasing” where necessary
ensure documents are prepared and circulated in advance of key meetings, including agenda, and that notes are taken and circulated
scan ITT documents for administrative compliance issues (i.e. page limit, font, document size, deadline) and ensuring bid team are aware, and that the documents are reviewed to ensure compliance.
Contents of materials (e.g. local context)
Accessibility (e.g. books, audio & video, posters)
Material development process (e.g. both Bangla and international, females and males)

8. Bidding Roles in IESD
Bid Manager 2 (Can allocate some tasks to a Bid Administrator)
ensure all necessary approvals for ‘special commitments’ are sought
monitor the capture and bid budgets - ensure that bid team, especially technical and commercial leads are talking to each other, and that the alarm is raised if there are any issues
ensure that the necessary proof readers, quality assurers, graphic designers etc. are all booked in advance in accordance with the timetable.
responsible for production of final document which is professionally completed, presented and produced, including the development of diagrams, insertion of pictures tables
compiling, checking and uploading/delivering the final bid document
Contents of materials (e.g. local context)
Accessibility (e.g. books, audio & video, posters)
Material development process (e.g. both Bangla and international, females and males)

9. Bidding Roles in IESD Commercial Lead
responsible for writing the commercial proposal and producing the final budget / Keyline
linking at an early stage with Technical Lead to understand the ‘big picture strategy’, ensuring the strategies of the technical and commercial proposal match
linking with the communications and marketing manager and technical lead to develop the commercial key messages and the commercial strategy
liaising with group treasury regarding tax requirements for the bid
liaising with group over status of relevant in-country MM entity
Supporting bid manager in getting approvals for ‘special commitments’
Contents of materials (e.g. local context)
Accessibility (e.g. books, audio & video, posters)
Material development process (e.g. both Bangla and international, females and males)

10. The win process Ensuring balance of geo areas in research sampling
Checking research sample towards CDI (Composite Deprivation Index) of UNICEF
Monitoring gender representation (female vs male figures during lessons and workshops)
Monitoring data info includes info on religion, ethnicity, categories of vulnerable student (working child, landless parent, tribal, disabled, gypsy parent etc)
Orientation for GoB monitoring wing to monitor SI in classroom

11. The win process and The purpose of
To inform simply and clearly about our way of working
To facilitate consistency across the business
To enable a greater focus on value-creation and improve production and efficiency
To enable continuous improvement
Tackling gender issues through seminars (e.g. organisation of seminar “Woman & Technology”, 2014)
Production of video cases highlighting good social inclusion practices
Ensure outgoing messages are easy to read and understandable for wider public)
Ensure easy access to EIA info (website, SMS messages to teachers)

12. When prospect received When contract negotiated
Key bid e-forms & meetings
When prospect received
When ITT received
After gold team review
When result received
When contract negotiated
DECISION TO CAPTURE
Decision made to follow the prospect and to allocate resources.
Capture budget set. Creates GPT record.
DECISION TO BID
When ITT is out, decision is made to proceed with producing the bid.
Bid budget set.
PROPOSAL APPROVAL
When commercial and technical proposals are finalised, and relevant special commitments are approved. This is to give permission to submit the proposal.
BID WON/LOST
To record the result of the proposal, and any feedback as to why we won or lost. Creates fee –earning project on PMD.
CAAP
Consultancy agreement and authority to proceed. Once contract negotiations are concluded, this form must be approved before signed contract can be issued to the client.
PINK TEAM REVIEW
Summarise the high level bid strategy & draft workplan and get approved by senior managers present
YELLOW TEAM REVIEW
Summarise the high level commercial strategy and get approved by senior managers present
RED TEAM REVIEW
Formal review/approval of the final draft of the technical proposal (circulate 24 hours before).
GOLD TEAM REVIEW
Formal review/approval of the final budget and commercial approach. Involves senior MM staff.

13. Annexes to this guide Number Description 1 List of Bid Meetings 2
Pre Bid Checklist 3
Pre Positioning & Bid Budget Template 4
Agenda - Decision to Capture Meeting 5
GPT Protocol Guide 6
Competitor Analysis Matrix & EU Reference Matrix 7
Capture Mission Report Outline 8
Message House 9
Agenda – Decision to Bid Meeting 10
Agenda – Initiation Meeting 11
Workplan 12
Core Team & Short-Term Pool Days Template 13
Executive Summary Template 14
Bid Structure Template Example 15
Agenda – Pink Team Review 16
Agenda – Yellow Team Review 17
Guidance on Proposal Graphics 18
Agenda – Red Team Review
Inventory -

14. quiz
Which documents should be circulated in advance of the Pink Team Review?
At what point in the bid process should the Consultancy Agreement and Authority to Proceed form be completed?
What is the purpose of the ‘Golden Hour’ meeting?
Inventory -

15. Thank you!
Prepared by: Carole Lelarge