Bid Management & Team Structure

Effective and efficient bid management proactively brings together core stakeholders and guides them through every stage of the Bid Lifecycle to maximise individual and team performance. The aim is to put the company in the strongest position to secure the bid opportunity while implementing appropriate governance and managing all associated risks.

Why is bid management and the bid team needed?

Effective bid management and a qualified bid team are needed to ensure organisations can conduct business successfully and fairly. This is particularly important in the public sector, where transactions have to be transparent and auditable. Bids provide an opportunity for open competition on an equal playing field with the goal of providing the client with a full understanding of the service and commitment they will receive.

A qualified bid team is familiar with the marketplace and the interchangeable terms that describe the bid process (e.g. Proposal, RFP, Tender, Pursuit, Campaign, Submission, RFI, PQQ, RFQ, Grant Submission, Pitch, etc). They understand typical bid ‘sections’, which can include an executive/management summary, a solution overview and a commercial proposition. They also know the value of following the client’s instructions regarding layout, page limits, word counts, appendices, case studies, product information, etc.

The bid team is responsible for ensuring the bid submission outlines all timeframes, estimated costs, service information and the agreed outcome. Once complete, the written proposal is reviewed (‘red team’ or other company protocol), proofread and approved before submission. The final document acts as a contractual agreement for the client.

Who should be in the bid team?

The bid team should include all the skills and knowledge required to professionally respond to your client’s requirements. This could one person or 100 people depending on the company and opportunity being pursued.

We have identified six core bid team roles which cover all aspects of the Bid Lifecycle: Bid Manager, Proposal Manager, Proposal Writer, Bid Co-ordinator, Graphics/DTP Manager and Knowledgebase Manager. You can find out more about these roles here.

In addition, most bid teams have representatives from Finance, Marketing, Legal and Commercial, along with Subject Matter Experts (SMEs) to provide service/product knowledge and expertise.

How big should the bid team be?

We are often asked, “What is the optimal size for a bid team?” There is no ‘right’ answer to this question. In our experience, bid teams must be able to quickly scale up or down to meet the demands of the sales pipeline. Larger organisations, with a solid pipeline of work, are able to retain reasonably large teams of permanent staff who can flex to accommodate high tender activity. Small to medium enterprises may not be able to manage an influx of tenders in the same way, potentially limiting their chances for success.

Implementing a rigorous and respected qualification process early in the Bid Lifecycle will clearly outline any additional resource requirements, allowing for support/sign off by management.

Where should the bid team be located?

Although virtual meetings have become more prevalent, the bid team should be co-located in a ‘war room’ environment wherever possible, with access to all key stakeholders and the sales team leading the bid. This collaborative approach helps to ensure the teams stay focussed and motivated to win.

Recruiting a bid team?

If you are looking for immediate help with a large bid, tender or proposal, search our bid contractor directory and pinpoint the exact skills you need to get your deal into a winning position. If you are currently in a bid team and looking for a new challenge, search our jobs here.

Our permanent recruitment service offers an APMP-certified Consultant to guide you through both the ultra-competitive industry marketplace and the complexities and challenges of hiring the right person for your team.

Whatever role you need to fill, our fully managed service meticulously follows a 10 step process which will exceed your expectations. We have the experience, knowledge, and information to ensure you attract winning talent to your team. Our Hiring Guide also provides advice and industry knowledge regarding job descriptions, interview techniques, candidate assessments, and market-tested salary benchmarks. One in every three interviews we arrange results in an offer of employment.