Tender Management – Top Tips
Who owns the Tender?
- Appoint a “Tender Manager”, “Tender Lead” or “Tender Owner” to manage the Tender process. Multiple owners result in confusion and chaos which will be reflected in your bid submission.
- Agree the Table of Contents, structure, outline of document, graphics, binders and tabs at an early stage. Late changes cost time and money.
- Bid Manager to develop a “Compliance Matrix”. This matrix details your proposed Tender structure and a table of contents which mirrors the pre-qualification questionnaire or Tender document.
Who owns each activity/deliverable?
- Assign one owner to each activity or deliverable. A single source of responsibility is critical to timely completion and quality of document content. These owners are the “Tender Team”.
- Tender Manager to publish a contact list to allow Tender Team to communicate effectively and efficiently (critical when Tender requires multi organisation coordination).
- Follow good document control practices. Tender Manager to clarify communication methodologies. How will files be shared, stored and updated? Need to ensure final approved version reaches Tender submission.
How much time to we have?
- Prepare a Tender schedule. This schedule lists ALL Tender activities from date of receipt to Tender submission (include time required for review, edit and print). The Tender Manager tracks and manages the Tender schedule on a regular basis with the Tender Team.
- Tender Manager to schedule regular reviews/progress meetings with the Tender Team.
Understand the Scoring System intimately. Focus maximum effort where required!
Author: Lorraine Brady
