What is Bid Management and Why Is It Important?

We all know that the bidding and tender process can be incredibly complicated and intricate at times – as covered in some of our previous blogs. But with a system that had the potential for so many things to go wrong – someone needs to know what is going on and keep all of those plates spinning. This is usually done by splitting the whole effort into distinct sectors, and working from there. Each sector of the process usually have their own managers, and these all meet to collaborate the effort and see how it is doing – and the overarching responsibility lies with the bid manager.

bid management graphic

The Bid Manager

It is the bid manager’s (sometimes also known as the bid coordinator) job to oversee the bidding process and make sure it all goes smoothly. They keep tabs on all bid coming in, and they must ensure that the response to each and every bid, every request for tender and ever request for proposals is managed smoothly, and that all questions or issues are responded to. They must also make sure that all of the solutions proposed are complete, and that the final selected proposal is the best proposal possible. The main thing to note here is that the bid manager’s role oversees all other roles in the process – and they act as a project manager for the whole tender process. The bid manager must assess what information is required for the bid, ensure that the response material is coordinated correctly from everyone involved and that there are no mistakes in the documentation. And most importantly, it is the bid manager who ensures that the final proposal put forward is the best solution possible – ensuring it is complete, appropriate, gives the most value and still provides the best solution to the tender. All of this must be done within the tight deadlines that the bid manager works to. Not such an easy job!

 

Bid Management Responsibilities

As we mentioned above, the bid manager is the most important link in the tendering chain – and their responsibilities list is incredibly long and detailed. So we have simplified it into its basic responsibilities, detailing what a bid manager must do as part of their job description, and what they must know. A bid manager must:

  • Understand the rules of tendering
  • Undertake a Bid/No Bid exercise to decide whether to make a submission
  • Understand the RFT, decide timelines and responsibilities for all aspects of the project
  • Know how to sell a tender and price to win
  • Be able to manage tender activities in a timely and effective manner
  • Review all drafts and suggest improvement
  • Understand methodologies and executive summaries
  • Oversee quality control and procedures
  • Have the ability to write copy, where appropriate
  • Understand graphic design and presentations
  • Obtain useful feedback from purchasers when their tenders are unsuccessful, and use that information to improve in the future
  • Help with interviews and corresponding with any purchasing authorities
  • Be able to give guidance with business and marketing development
  • Be able to provide useful insight and analysis of upcoming opportunities, mindsets and best practice when dealing with purchasers

Why is Bid Management Important?

So, it should be fairly obvious why efficient bid management is an essential part of any tendering process. Without it the entire tender is in danger of failing. Effective bid management and a good bid manager are the crux of any tender, and selecting the right one is crucial. Make sure when you are selecting a bid manager to quiz them about not only their knowledge of your sector – but also their other skills and organization. These are the areas that you will need to rely on, and you can’t afford to hire badly here! For more information get in touch and have a chat!

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