1. The Bid Manager and the Bid Writer
Whose line is it anyway?
FPK Welcome delegates
FPK Who am I? (0.5 min)
Tech Author with bids as one specialist area – today in defence sector where I met Martin – and we wallowed in garbage and sewage processing bids for a few weeks ‘til we worked out how to turn out a decent bid together
ISTC member a little over 10 years
Member of the APMP
MJC Who am I? (0.5 min)
Brief background
Bid manager since the year dot
APMP member
FPK What are we going to do in this workshop? (1 min)
…LINK Martin is going to give you a quick overview of the Bid Cycle so that you can see where we are going
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2. Bid Life Cycle Contract Signing Negotiation
ITT Response Preparation and Delivery
ITT Preparation
PQQ Response
Preparation and Delivery
Expression of Interest
Opportunity Development
MJC Bid life cycle (2 min)
Life cycle presented here is in terms of the status of the bid document set as this is what is relevant to you as authors and the timing of the bid document phases v development of the solution, costing, other elements can vary
- Opportunity development
- Expression of Interest
- PQQ preparation and submission
- Preparation prior to ITT arrival (whether you know you are going through to this stage or not)
- Invitation to tender
- Content planning
- Content finishing
- Packaging and delivery
- Negotiations
-Contract Sign
…LINK Now we’re going to go through the bid life cycle ITT phases in slow time. Fi will explain the format in which we’re going to do that
FPK Workshop format – pattern of presentation and participation (1 min)
…LINK Right, well, an Invitation to Tender has just arrived so I’ll hand over to Martin so he can tell you what he’s doing right now.
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3. Content Planning
MJC What’s am I doing and thinking about during the Content Planning phase? (5 min)
TASK SUMMARY/TOOLS
Resourcing Bid-coord/Doc Mgr/Prop Mgr/Prop auth!], Graphic Designer, Tech, PM, Comm, Proc, QA, Security
Bid mobilisation meeting
Book plan (high level authoring plan)
Concept solution development
Bid schedule Schedule Tool, 3 Point Estimates
Budget Bid Phase & Delivery Phase
Teaming/Suppliers
Governance
Questions?
…LINK Over to Fi now to lead you into your first piece of participation
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4. Content Planning Bid Manager Resourcing Bid mobilisation meeting
Concept solution development
Bid schedule
Book plan
Budget
Teaming
Governance
Bid Writer
FPK So, you’ve been asked to join the team as the Bid Writer –
What do you do next?
What might you need to know in order to provide the best support possible?
What support could you offer Martin at this stage?
What tools could you use/adapt?
…LINK We’ll let you have 10 minutes to write your ideas down – feel free to discuss with your neighbours – after 10 minutes we’ll add your ideas to the slide you can see
Questions?
…DELEGATE PARTICIPATION (10min)
MJC
…INTERACTION Martin to lead collecting ideas from the floor and responding to them, Fi typing them into the slide (5 min)
Fi’s list would be: Read the ITT, Read the ITT, Read the ITT (all the clues are in there), Work out specification of the deliverables, Develop the structure of the docs with most “free” text, Start to estimate the length of time needed to produce, Get the list of SMEs and responsibilities for text production, Work out what might need to be outsourced, Make contact with key people in bid partner orgs, Research the target audience, Check the capture plan or ask questions to understand strengths and weaknesses of own company, competitors and how competitors perceive own company position, Find out the win theme, Check templates or set up/customise, Check style sheets/guides or set up/customise, Think about the “bid brand”
…LINK Fi will now show you some of the tools she uses at this stage of the Bid Life Cycle
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5. Content Planning Tools
FPK (5 min)
Spreadsheet – Home tab, Doc kick-off, Text requirements, SHAREPOINT Site
Questions?
…LINK On to the next stage with Martin
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6. Content Development
MJC What’s am I doing and thinking about during the Content Development phase? (5 min)
Storyboarding
Storyboard review (Pink Team)
Risk profiling
Cost and price profile
Delivery schedule (summary text description)
Solution refinement (down selection)
(Technical) solution review (Blue review)
Teaming
Commercial T&Cs
Questions?
…LINK Over to Fi
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7. Content Development Bid Manager Bid Writer Storyboarding
Storyboard review
Risk profiling
Cost and price profile
Delivery schedule
Solution refinement
Solution review
Teaming
Commercial T&Cs
Bid Writer
FPK So, what do you do next?
What do you do next?
What might you need to know in order to provide the best support possible?
What support could you offer Martin at this stage?
What tools could you use/adapt?
…LINK Same format as before - you have 10 minutes to write your ideas down – feel free to discuss with your neighbours – after 10 minutes we’ll add your ideas to this slide you can see
…DELEGATE PARTICIPATION (10min)
MJC
…INTERACTION Martin to lead collecting ideas from the floor and responding to them, Fi typing them into the slide (5 min)
Fi’s list would be: Check structure of documents again with BM/SMEs, See if you can write an early executive summary so you can familiarise the Bid Team with the key messages they need to weave into their sections, Provide storyboard templates, Facilitate storyboarding – 1-on-1 and/or group, Source/help to specify graphics, Facilitate exchange of info (spot gaps), keep contributors designing storyboards in line with win theme and what we know about competitive position, track storyboarding progress and report it to BM, publicise it, Facilitate or do storyboard review, develop storyboards by adding more detailed guidance, hold writer’s briefing immediately prior to start of drafting (tag on to end of storyboard review meeting), set up/remind people of version control – keep control
…LINK Fi will now show you some of the tools she uses at this stage of the Bid Life Cycle
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8. Content Development Tools
FPK (5 min)
Storyboard Template
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9. Content Development Tools
FPK (5 min)
Storyboard Template
Spreadsheet - Graphics Requirements, RFIs tab, Editorial schedule tab (if time allows)
Questions?
…LINK On to the next stage with Martin
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10. Content Finalisation
MJC What’s am I doing and thinking about during the Content Finalisation phase? (5 min)
Preparation for an independent review of the price and proposal document set (Red Team Review)
Talking to key stakeholders
Talking to partners, translators, etc
Teaming considerations
Final package review (Gold Team Review)
Final pricing and sign-off
Governance
Parent company guarantees
Stakeholder approval
Final commercial review
…LINK Over to Fi
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11. Content Finalisation Bid Manager Bid Writer
Preparation for independent review of the price and proposal document set
Final package review
Final commercial review
Bid Writer
FPK So, what do you do next?
What do you do next?
What might you need to know in order to provide the best support possible?
What support could you offer Martin at this stage?
What tools could you use/adapt?
…LINK Same format as before - you have 10 minutes to write your ideas down – feel free to discuss with your neighbours – after 10 minutes we’ll add your ideas to this slide you can see
…DELEGATE PARTICIPATION (10min)
MJC
…INTERACTION Martin to lead collecting ideas from the floor and responding to them, Fi typing them into the slide (5 min)
Fi’s list would be: Mock up the printed proposal so it looks similar to the way it will go out for the review – create folders with front covers, get the draft as close to finished as possible, check storyboards have been followed, especially that all points re strengths and weaknesses are incorporated and win theme is clear, help struggling writers, help BM prepare for the review meeting with reviewer guidelines, posters, background info for reviewers, proof, edit, edit, edit, work very long hours!
…LINK Fi will now show you some of the tools she uses at this stage of the Bid Life Cycle
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12. Content Finalisation Tools
FPK (5 min)
Checklists, Glossary builder, editing tools
Questions?
…LINK On to the next stage with Martin
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13. Content Packaging
MJC What’s am I doing and thinking about during the Content Packaging phase? (5 min)
There should be no surprises!
Branding
Quality
Security
Method of delivery
Instructions – obey them!
…LINK Over to Fi
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14. Content Packaging Bid Manager Bid Writer No surprises?! Branding
Quality
Security
Delivery method
Instructions
Bid Writer
FPK So, what do you do next?
What do you do next?
What might you need to know in order to provide the best support possible?
What support could you offer Martin at this stage?
What tools could you use/adapt?
…LINK Same format as before - you have 10 minutes to write your ideas down – feel free to discuss with your neighbours – after 10 minutes we’ll add your ideas to this slide you can see
…DELEGATE PARTICIPATION (10min)
MJC
…INTERACTION Martin to lead collecting ideas from the floor and responding to them, Fi typing them into the slide (5 min)
Fi’s list would be: Think creatively about the presentation (appropriate to the market though), re-check security arrangements and limitations on packaging and delivery (esp. labelling), spec the packaging (page counts needed?), CDs/DVDs needed? liaise with printers, cardboard engineers, other suppliers, liaise with marketing, use/find a good graphic designer who can work in 3-D, think about 3D printing and samples, always create a reference et (duplicate copy of everything, just how it went to the customer)
…LINK Fi will now show you some of the tools she uses at this stage of the Bid Life Cycle
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15. Content Packaging Tools
FPK (5 min)
Checklist!
Labelling (rules)
Secure Courier/Escort
Media Encryption
Web upload
Questions?
…LINK On to the next stage with Martin
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16. Delivery! MJC What am I doing and thinking about now?! (5 min)
Congratulations! - We made it 
Time for a wash up!
Follow up with the customer – check the proposal is in the format the customer expected
…LINK Over to Fi
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17. Post Delivery Bid Manager Bid Writer Celebrate Wash up Follow up
FPK So, what do you do next? There is less to do at this point but there are ends to tie off
What do you do next?
What might you need to know in order to provide the best support possible?
What support could you offer Martin at this stage?
What tools could you use/adapt?
…LINK Same format as before - you have 5 minutes to write your ideas down – feel free to discuss with your neighbours – after 5 minutes we’ll add your ideas to this slide you can see
…DELEGATE PARTICIPATION (5min)
MJC
…INTERACTION Martin to lead collecting ideas from the floor and responding to them, Fi typing them into the slide (5 min)
Fi’s list would be: Help baseline the submission – store a read-only version in a safe place, help with wash-up guidance/facilitation – by or by meeting, make sure all response files adequately labelled and logically stored
…LINK Fi will now show you some of the tools she uses at this stage of the Bid Life Cycle
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18. Post Delivery Tools FPK (5 min)
Innovation – opportunity to present in person? If so be innovative e.g. 3D hologram?
Questions on this phase?
…LINK Any questions on anything we’ve touched on?
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19. Questions? MJC/FPK (10 min) Field questions FPK
Many thanks for listening, joining in
Enjoy the rest of the conference
…LINK If any of you would like to contact us after the session please come and talk to us or contact us via
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20. Fi Parker Kennett fiparker99@gmail.com LinkedIn – Fiona Parker Kennett
Martin Clark
LinkedIn – Agility Engagement Limited
Fi Parker Kennett
LinkedIn – Fiona Parker Kennett