bidding tips: small susiness series
TRANSCRIPT
Don’t Miss the Mark on your Bid/Proposal ResponseTop 5 Actions Every Small Business Must Take Part of the UBsmart, Inc. Small Business Series ©2014
Consulting. Training. Coaching.
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WHO WE AREUBsmart, Inc. is a Consulting Firm offering Business Consulting, Coaching, and Training.
WHO WE SERVEWe work with Individuals and Businesses. We work with businesses from start-ups, small businesses to established companies and teaching them how to work with Owners and Potential Clients. We also work with Community & Industry Organizations.
OUR WHYUBsmart, Inc. was created from a lifelong vision and passion to help people and businesses navigate through processes, change, and growth.
We are committed to service and we believe sincere service starts with people understanding the requirements and needs of others.
Our company, our partners, and the connections we work with share the same vision and goals: We all want to be successful at what we do. Sometimes you need help, a connection - UBsmart is the connector.
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Contact UBsmart, Inc.: [email protected]
Introduction to UBsmart, Inc.
Let’s Jump Right In!
An Owner invites you to bid. You and your competitors come to the Owner’s office and simply raise your hand with the best bid cost. If only it was that easy, right?
In my more than ten years’ experience representing the Owner’s wants and needs, I have developed, issued, received and evaluated over 600+ proposals. I entered the Purchasing Profession just as bids were progressing online. Prior to electronic bids, voluminous paper packets would be received and I would flip through them reviewing the packet page by page. To be completely honest, I reviewed many proposals where I could tell just by the response that there was a huge disconnect within the bidding organization in their translation of the request for services into the response. Any company can make a mistake, from big corporations with robust marketing departments to small companies with one or two people creating the proposals. I often saw some very easy to fix errors in proposals from all sized companies. Whether you’ve prepared the bid yourselves or stretched your internal overhead by hiring someone, anyone preparing a bid can make a mistake. Bidding on projects takes time. I can relate to that even more now that I am running a small business myself. Every hour spent on a bid is money spent out of your cash flow with no guaranteed return on your investment.
So here are some FREE tips to take back to your organizations so some small changes can be made that may lead to some BIG wins!
Tip # 1: Thoroughly Evaluate the Opportunity: Don’t be afraid to NO BID!
Believe it or not, a reasonable Owner will never hold it against you for NO BIDDING a request that is simply not cost effective for you or maybe them to bid. The last thing I ever wanted was for a company to spend time bidding while at the same time knowing they did not have the physical resources, time, cash-flow, financial and commercial risk securities or even a clear understanding of the project. A proper NO BID response example would be:
“Thank you for the opportunity to bid on this project. After careful thought and evaluation internally, our team has determined that we are unable to bid on this specific project. Please keep us in mind for other projects that match our qualifications and services. We value you as a client (or potential client) and look forward to receiving other responses in the future”.
You can even follow this response up with a phone call to state a few specific reasons why you cannot bid on this project.
Tip # 2: Hold an internal meeting immediately. If you decide to Bid, schedule a “Call to action” cross-functional in-house meeting to review the response with all of the proper stakeholders including but not limited to:
• Sales Representative (if applicable) or Main Point of Contact for the Bid
• Project Managers• Key External Partners or Suppliers• Marketing or Office Administrator (whoever will be pulling the
package together)• Accounts Payable or your CFO (The minute you decided to bid,
your cash flow shifts )• Include others as needed and at your discretion
Tip # 3: Review Key Bid/ Proposal Sections & Dates
Consider This Checklist:
• Intent To Bid Acknowledgement Date• Issue and Due Date• Instructions to Bidders• Scope of Work or Statement of Work (SOW)• Bid and Project Schedule Section• Drawings, Specifications and other Key Documents• Pull out all forms that need to be filled out and assign the appropriate person to
complete them• Read the proposal with the cross-functional team. Assign sections of responsibility• Identify the person on your team who will pull the sections back together (encourage
this person to create a checklist to use before final submittal)• Check Payment Terms, Delivery Requirements, and Technology Requirements• If you find an error, do not assume the Owner will catch it. Be proactive-demonstrate
your value and attention to detail - notify them immediately!
KEY: Unless otherwise stated, provide all requested documents even if your company is an existing provider to the Owner and you know Owner has the documentation from previously submitted proposals.
Tip # 4: Attend the Pre-Conference Call or Pre-Bid Meeting and bring the team! This is so important.
• If you have external contractors or sub-resources, invite the top group to the meeting along with your company. Of course, notify the Owner if you are going to show up with more than 5 people (that was always a good rule of thumb).
• Take note and communicate to Facilities, etc. any Pre-Bid Conference or Meeting requirements like safety gear, rules of conduct, and entry guidelines.
• Take notes, pictures (if allowed), and record the session if you are permitted.• What you hear at that pre-bid becomes a part of the bid record.
Key: After the meeting, follow up with a written confirmation of what was heard. Depending on the industry, in many cases the pre-bid notes are shared with all. If you are bidding on Government work, the pre-bid notes are a matter of public record and are shared with all.
Tip # 5 Submitting Your Proposal
• Call a Meeting with the cross-functional team at least a week before submission for a round table discussion on last steps in progress.
• Have someone outside of the cross-functional team do an unbiased Quality Review of the response. I would encourage your organization to do what I did when I reviewed proposals: I would take my original proposal and lay it side by side with yours and others and compare. Do the same for yourself!
• Note any exclusions and special notes on a separate form even if you have to create the form.
• Do not submit partial proposals. Most organizations only count the proposal if it is submitted in its entirety.
• SUBMIT ON TIME: There are many organizations using online software that electronically time-stamp your proposal upon submittal. Buyers cannot break bidding rules or make special exception in most cases you will be disqualified. Which means the 100-200 hours your team spent bidding is now lost revenue.
Final Thoughts
An Owner invites you to bid. You and your competitors can’t just come to the Owner’s office and simply raise your hand with the best bid cost. Don’t let some simple steps and processes around bidding keep you from demonstrating the value of the opportunity right up front.
Until, our next dialogue, wishing you successful opportunities ahead! Go for it, you can do it!
About the Author
Ulunda N. Baker is a Business Professional and Writer who also considers herself a Social Media Guru and successful Networking Expert especially for individuals and small businesses..
She has over 10 years’ experience in Supply Chain Procurement, Sourcing, Contract Management, and Training. Her experience ranges from Governmental to Private, and Utility.
Areas of expertise in Sourcing range from General Construction, Technology, Corporate Services, to Smart Grid. Other areas she has excelled at include Training, Mentoring, and Coaching. Ulunda has built a strong personal and professional brand by demonstrating direct action to helping others around her be successful at what they do.
Ulunda N. Baker is the President of UBsmart, Inc., Freelance Writer, and Volunteer Mentor with community organizations. She firmly believes in Faith, Family, and Love! She enjoys attending church with her husband and three boys and she and her family volunteer in the community. One thing you would probably never guess about her is that she coaches kids Basketball! Follow her @UlundaBaker on Twitter, Facebook, Instagram, and LinkedIn or www. UlundaBaker.com. She is passionate about helping people build businesses and personal brands.
Invite me to talk or speak to your group! Know an organization that could utilize the services of UBsmart, Inc. Contact: [email protected] or 727-400-1986. Currently Serving the Southeast from the Carolina’s to Florida!
More About UBsmart, Inc.UBsmart, Inc. is a firm that offers Consulting, Coaching, and Training. We work with Individuals and Businesses. We work with businesses from Start-ups, Small Businesses to Large Corporations as well as Community & Industry Organizations. Our mission with small businesses is to bridge the gap between small businesses and the Owners they want to work with in the communities they serve.
OUR MISSION/ OUR WHY: UBsmart, Inc. was created from a lifelong vision and passion to help people and businesses navigate through processes, change, and growth. We are committed to service and we believe sincere service starts with people understanding the requirements and needs of others. Our company, our partners, and the connections we work with share the same vision and goals: We all want to be successful at what we do. Sometimes you just need a little help, a connection, UBsmart is a connector.
UBsmart, Inc . Does not guarantee specific results. This is information only based on real life experiences and background. Not to be duplicated.
THANK YOU!
In this issue: Top 5 Actions Small Businesses Must Take for successful bidding!
Next issue: The Honeymoon is over: How to keep a Client Engaged and the fire burning in the relationship. No gifts or breaking the rules required!
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