That’s a Bingo – how to bid like a champion?
Zoon Projektikon team prepares an offer for project management service for public sector
Ana:
This is an excellent opportunity to secure a job for the next five years. We need to immediately check if we have references and experts who meet the selection criteria. Check references from similar jobs. If we don’t have them, we must urgently start forming a consortium with one of the potential partner companies. FAA-F, begin checking the expert database to see who would meet the maximum number of points criteria. Few experts probably meet the demanding criteria, so try to get them before the competition.
Oscar, organize the methodology preparation. See who is internally available to develop the methodology and whether we need external experts to help us. Ned, take care of the budget and price calculation. Let me know if you have any difficulties.
FAA-F:
Ana, I went through the CV database and rushed through social networks. Unfortunately, the requirements for a team leader are very rigorous. They require 45 years of experience, a doctorate, and 30 similar team leader services. I’m afraid the book has fallen to one expert. He is 80 years old, and I learned from reliable sources that he is known for selling his CV for a high price, but he doesn’t know how to work anymore, nor is he mainly motivated. On the other hand, the requirements for other experts are pretty loose, and we can secure most of them from internal resources.
We have few contracts of required value in our reference base, but let’s check additionally with if it fits the similarity criteria.
Not to forget something, the bid preparation process for external project management services encompasses several key phases:
1. Understanding requirements: Thoroughly studying the RFP or similar document.
2. Feasibility assessment: Evaluating the organization’s resources and capabilities.
3. Forming a bid team: Assembling experts from relevant departments.
4. Research and planning: Analysing client needs and aligning with objectives.
5. Pricing: Developing a competitive yet profitable pricing strategy.
6. Proposal drafting: Creating a comprehensive proposal addressing all requirements.
7. Compliance check: Ensuring the proposal meets all guidelines.
8. Final review and submission: Thorough revision and timely submission.
This summary provides a concise overview of the bid preparation process, highlighting the essential steps from initial understanding to final submission and beyond.
Ana:
Thank you FAA-F.
FAA-F:
You’re very welcome! 😊If you have any more questions or need further assistance, feel free to ask. Good luck with your bid preparation! 🚀 (AI generated answer)
Ned:
I made the first draft of the budget. Most of the work will be done by our internal experts, so I put in the budget a projection of the number of days and their current salary with travel expenses and per diems. If we want to win this tender, I suggest the following strategy:
The team leader should be offered some amount for the CV and to appear here and there at the meetings. Don’t expect too much from him, and ask him to show up at the kick off meeting with smiley face, not argue with the client, and pretend to be really thrilled with the new team leader role.
We will form a team that will really do the job—at half the price, of course, because, after all, they are not team leaders. We can also assign some analytical and drafting tasks to our interns and junior staff. We can live with few iterations of output corrections than to pay someone like Leo to deliver garbage with expensive signature.
As for quality, we are not obligated to deliver anything that the client did not request. It is the client’s responsibility for not providing a detailed terms of reference. It should be clearly communicated from the kick off meeting.
The ratio of price and quality of experts and methodology is such that price will prevail. So, let cheapness prevail. Let’s win that contract, meet the targets, and we’ll figure out the implementation.
Ana:
Clearly, we cannot strictly adhere to the book, and the client has not developed the procurement criteria effectively. However, Ned, I believe you’re exaggerating a bit. Here’s our plan: we must hire a team leader as it’s essential. I will discuss the job description with him in detail and clarify what we can expect from him and the budget involved.
After that, we’ll reach out to a few experienced seniors from different contract areas with whom we have had positive experiences in the past to agree on specific tasks. Our focus will be on utilizing internal resources and local experts, as this approach will reduce service costs and enhance our competitiveness.
When negotiating terms with the experts, ensure that you have a written record, or at least a signed preliminary contract, to avoid any surprises later on.
We’ll let Leo handle the methodology, but knowing him, we’ll need to oversee the process and do about 80% of the work. It’s essential to monitor him closely by breaking down the entire methodology into smaller tasks, each with precise deadlines. I want to avoid receiving numerous comments on the document just days before the due date.
Additionally, identify who will be responsible for proofreading, editing, graphic design, printing, and preparing the offer, as these technical details are often overlooked. Ensure that all preparations are completed at least three days before the offer submission deadline. Given the importance of this matter, we will personally deliver the offer to the client rather than relying on postal services.
Quick, Effic and Deliver
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