Blog – Time To Skill Up?

Blog – Time To Skill Up? 1024 1024 Verity Silvester

Bids are expensive; complicated and risky. There will be one winner from 20 organisations who apply, normally 6 will be shortlisted and 3 invited to present. Every minute, pound, piece of paper and drop of sweat will be a write off for most of the participants. To bid for a large contract could take 6 months; a secondment out of operations; finance modelling, a dozen meetings and external support costing tens of thousands of pounds. If you want to plan a truly innovative service model that will transform the industry you will need even more resource. Big tenders may therefore see organisations stake around £100,000 plus on a win. 

Or lose it all…

The problem is that the larger contracts are increasingly being tendered; in both public and private sector. To maximise the probability of winning (P-Win) a company needs to develop or hire internal expertise, which is usually only intermittently utilised, or hire in expensive consultants. Specialist companies like, KPMG or Bid Team will hire teams and individuals out, often with great success, but costs are significant. Good consultants leave a legacy but once they are gone there is generally a reduction in team capability that needs to be filled next time an important bid opportunity emerges. 

The problem with business development (BD) is that there are very few people who know the full cycle and scope. Bid writers are reasonably common but they need good information to work with and often do not get involved with the financial or partnership aspects of bidding. Bid management is similar to project management e.g. with deadlines, dependencies and internal stakeholders but the competitive mindset and writing skillset are not core to project management.

Then there is the expertise to plan a tender. The strategy, the partnerships and working out how the customer can be persuaded to choose you instead of the others. What about choosing which tenders to go for and which to let go? How about the expertise to pitch and present? What about planning to make sure a framework deal is used?

So how can a company or organisation rapidly build the expertise to manage the risks associated with tendering? 

One route would be to source a provider, such as Contracts Advance, providing advance contract and framework pipeline visibility of upcoming bids, supported by pre-bid engagement consultancy. 

The other would be training to upskill your internal staff. Contracts Advance has over a decade of experience helping their clients to win bids. Trained and led properly in-house 

bid teams can be developed rapidly, using the skills of more experienced staff, if that learning can   be delivered holistically. They can combine those skills with their expertise in the company’s delivery and the internal stakeholder network making a high performing BD unit.

Whilst this seems simple the full tender cycle is complicated and most of us in BD have learnt as we go. Training courses are rare and generally focus on one aspect e.g. bid writing. 7House have the expertise to cover the whole tender cycle. It was a short step to see the potential for training.

Using a proven academic approach, we devised a learning outcomes framework for each area. We then considered the need from a customer’s point of view. We understand that each organisation will have differing skills sets. Years of working with different teams has shown that there can often be unconscious competencies that need to be identified and drawn out.  A major training programme applied universally is therefore not suitable for everybody so an element of tailoring is required. As there are not normally large intakes of BD staff e.g. graduates to train all at once (although the full programme will make this possible) we have developed a modular solution. The full set of modules are listed below and can be selected to suit needs.


Talking with partners and associates we worked through the options facing bidders. Margins are tight and there is little prospect of more funding. Barring a major technological change in an industry this means most tenders need to be planned and competed for with care and diligence leaving the option of an internal team or hiring expertise. To make the internal team competitive with the consultant option in a tender is hard but with expert training there is no reason why the gap cannot be closed.

Is our training of decent quality? This is the collated feedback from one of our modules. The average feedback is 8.5/10. We think that speaks for itself.

What about value for money? We have estimated the probability of a win and the time spent not bidding against the cost of the various options. Training is an investment as the benefit is lasting; especially if supported by consultant advice. The training can also be repeated for new staff or if an area of weakness needs elimination.

Please see our Appendix below for a full list of modules available.

Contact Us:

Contracts Advance is the market leading tender support service and a Contracts Advance company. If you would like to contact us to learn more about how we support our clients please feel free to reach us on hello@contractsadvance.co.uk or 01225 632500

 

Appendix

Module

Objectives Exercises Papers / Resources
Pre-bid intelligence
(capture plan)
• Requirements – known
and hidden
• Resources internal and
external
• Value Proposition
• Customer, Competitor
analysis
• Stakeholder mapping
• Value Proposition
exercise
• Capture plan template
Partnership development
& collaboration
• Selection of partners:
adding value
• Aligning values
• Maintaining the
partnership
• Beyond the
submission
• Partnership scenario
exercise
• Institute of
collaborative working
website
• Head of Terms
• NDA
Service model/business
model/analytics
• Be able to facilitate a
group of SMEs to
create a competitive
solution
• Understand how to use
the tools available
• Use appropriate tools
to identify efficiencies
• To understand how to
create an environment
for ‘safe’ challenge
• Populate DAC
modelling tool
• Create value
proposition
• DAC model
• Customer data
Kick off meeting • Understand the
importance of kick off
• Understand the politics
• How to task effectively
• Set expectations
• 5-minute kick-off
introduction
• Agenda
• Invitation email
Approaches to writing
and content
development
• Structuring to score
well
• Using the value
proposition
• Supporting evidence
and endorsement
• Single voicing
• Score a GM response • Answer template
• First to final draft
example
• Writing rules
Writing to Win (sourcing
high quality content)
• Identifying and
supporting SMEs
• Customer focused
information
• Past bids – help or
trap?
• Analysis and feedback
• Write response to GM
question
• Sample feedback letter
• Customer Feedback
analysis
• Question tracker
Financial modelling • Understand the
importance of
modelling
• Understand how to
build a model
• How to model financial
risk (up/downside)
• Complete a GM
modelling example
• Identify efficiencies in
GM model
• Example FMT
• Scenario workbook
• Showcase MSK tool
Quality & Review
process
• What is quality content
• Who should review
content
• Internal scoring and
RLR
Review material • Examples of review
process
Sign off & Submission • Understand what is
being signed off
• Identify the appropriate
levels of sign off
• Understand
submission
requirements and
process
• Map sign-off process • Sign-off template
Pitch development and
delivery
• Understand how to
communicate
effectively with
customer
• Understand team
dynamics
• Understand the
principles of
messaging
• How to develop
presentation skills
• Value proposition slide
exercise
• Self-analysis
• Delegate information
pack
Re-bidding current
contracts
• How to identify
opportunity and when
to engage
• Identifying the decision
maker
• Shaping specifications
• Early competitive
manoeuvring
• Map current contract
portfolio and risk
profile
• Intelligence gathering
• Re-bid toolkit
Customer/competitor
analysis
• How to profile to your
customer
• How to identify your
competitors
• How to profile your
competitors
• How to inform win
themes
• Analyse customer and
competitors
Competitor analysis
tools
• Customer analysis
template
Win/loss feedback • How to get feedback
• How to standardise
scores
• Analytical methods for
winning and losing
bids
• Analyse feedback on 5
most recent bids
• GM Feedback analysis
tool
Contract Innovation –
risk share/gain share
• What is risk and gain
share?
• Understanding the
customer’s appetite
• Limitations of public
sector contracts
• Backing yourself v risk
exposure
• 5 minute presentation
of innovation
• Innovation paper and
methodology
• Risk/gain share (RGS)
process

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