Adapting to Changes in the Procurement Cycle

Depending on your industry and organisation, this is likely to result in an increase in PQQs and tenders to complete over a short period of time. It is important to be aware of the possible increases and how they may affect your organisation and bidding processes, making sure you are prepared in the event of numerous contracts appearing on your desk at once.

We provide our top tips for managing increased levels of tendering during changes in the procurement cycle and throughout busy periods.

1. Don’t get left behind

It is easy to get bogged down in day to day tasks, putting a PQQ or tender document to the bottom of your to do list. However this could be detrimental in the long term if you are unsuccessful with an important contract. The procurement process can be unpredictable and uncertain, but it is essential to keep ahead of the game and prepare as best you can for any important bids.

Keep track of any existing contracts due for renewal and also monitor contract opportunities regularly to make sure you are aware of the right opportunities and can plan resources and time effectively. There is no point waiting for an important contract to be released and when it is, not having anybody available to work on the bid! Set up a pipeline of likely opportunities, especially in busy periods, and allocate the work accordingly.

2. Start to plan for your next tender now

In quieter spells of the procurement cycle, try to plan for future submissions and evaluate your current bid processes. A few pointers to consider:

• Are your team all working to the same method?
• Are your policies and procedures up to date?
• Do you have model answers and case studies on file?
• Could you obtain any feedback from your latest bid?

All this information can help to create a bid library of past submissions, case studies, supporting documents and any model answers which you can refer to. We don’t advise copy and paste, as it is unlikely to be 100% relevant to the specific question and evaluation criteria, but there may be parts of a previous PQQ or tender which can be reworked and refreshed during busy periods. Having these resources in a central location will make each bid submission less demanding and should take up less of your time.

Additionally, if you feel you could improve your bid writing or bid management skills before your next tender arises, seek training in the interim to improve these areas in advance of the next bid.

3. Don’t stress over last minute submissions

It is inevitable, in your bidding lifetime, that you will encounter a last minute submission or a bid with a short deadline. Sometimes this can’t be helped; however there are a number of things you can do to prepare for such an occasion.

Refer to your bid library for the documentation and possible model answers. This should save time and enable you to concentrate on other elements of the response.

You have to prioritise the bid amongst your current work load and look to colleagues for support and assistance. We know better than anyone that it can be hard to emphasise the importance of a bid to others, but through good communication and delegation it is possible for other members of staff to assist with a bid. The appearance of a tender document can be misleading and people immediately think “I can’t answer those questions”. Break down the questions and through an informal chat or interview, find out the technical information you need from relevant departments to produce the narrative response.

4. Seek professional bid writing support

Executive Compass provides as much or as little support as you require. If the procurement cycle affects your resources or you encounter a more complex submission than you are used to, our team of bid writers can assist you through the process and take on some of the burden. To discuss in further detail, contact our team for free on 0800 612 5563 or fill out our website contact form.