Engaging & Managing Bid Support
To seamlessly align opportunity/capture and proposal strategies, active engagement with proposal support is crucial. This ensures a coordinated implementation of strategies throughout the proposal process, beginning from the pursuit decision gate review. The Bid Manager takes ownership of the proposal document, emphasising the goal of delivering a high-quality proposal.
Best Practices:
1. Seek Bid Manager’s Input for Detailed Proposal Budget:
Estimate and secure a budget for proposal support activities by involving the Bid Manager.
Anticipate critical questions related to the proposal preparation cost.
2. Extend the Opportunity/Capture Strategy into the Proposal Strategy:
Align strategic aspects of the opportunity/capture strategy with tangible evidence in the proposal.
This critical interaction between Opportunity/Capture and Bid Managers ensures consistent messaging.
3. Integrate the Extended Opportunity/Capture Team in Key Pre-Proposal Activities:
Align and integrate proposal support, program management, engineering, and key teaming partners in various pre-proposal activities.
Focus on building trust among extended team members to enhance opportunity/capture success.
4. Write and Use the Draft Executive Summary:
The Opportunity/Capture Manager initiates the executive summary draft.
Use the draft for internal alignment, obtaining buy-in, and refining proposal strategies.
5. Influence the Selection of the Best Core Proposal Team Members:
Assist Bid and Program Managers in identifying and securing top talent for key roles.
Prioritise making the right people available for optimum proposal outcomes.
6. Support the Proposal Kickoff Meeting:
Brief the proposal team on customer, opportunity, and competition.
Emphasise alignment between opportunity/capture and proposal strategy.
7. Manage Contact with the Customer Throughout:
Oversee and schedule all customer contacts, including conferences, site visits, and document request queries.
Ensure controlled and positive interactions with the customer during all phases of the proposal.
8. Participate in But Do Not Facilitate Reviews:
Engage in proposal reviews without facilitating them to maintain impartiality.
Identify an experienced facilitator for review sessions.
9. Help Analyse the Final Bid Request and Lead the Bid Validation Gate Review:
Interpret changes in bid requests, understanding customer motivations and underlying issues.
Lead the bid validation gate review, ensuring alignment with organisational objectives.
10. Lead, Guide, or Contribute to Post-Bid Submittal Interactions with the Client:
Take charge of post-submittal activities, including questions, graybeard visits, contract negotiations, and proposal debriefs.
Maintain a positive relationship with the customer during program start-up handover to the Program Manager.
These summarised points encapsulate the comprehensive strategies and practices advocated by Chastain Consulting for effective bid management and successful contract acquisition.
