These slides accompany our online webinar on 'Managing complex bids for facilities management and other support service opportunities'. To attend one of our webinars free of charge, visit our website at www.cssconsultancy.com and register.

1. CSS Consultancy
Improving FM, Maintenance and Support
Services through clever thinking
Welcome to the Better Bidding
webinar. We will be starting shortly.
This webinar is a brief overview of some tools and
tactics used in the management of complex bids and
proposals. Feel free to ask questions in the ‘chat’ box
and notes will be circulated after the event.

2. Who we are
CSS work within the Facilities Management,
Maintenance and Support Service sectors to radically
improve service performance, enhance relationships and
install tools that encourage clarity, innovation and
positive change
Chris Payne
Principal Consultant

3. Our focus
We work on three main areas of performance:

4. Our focus
We work on three main areas of performance:
1 Helping organizations to bid and win
work

5. Our focus
We work on three main areas of performance:
1 Helping organizations to bid and win
work
2 Improve contract and account
performance

6. Our focus
We work on three main areas of performance:
1 Helping organizations to bid and win
work
2 Improve contract and account
performance
3 Provide frameworks for refining
strategy and delivering innovation

7. Why this webinar?

8. Customers report similar reasons as to
why bids fail…

9. Customers report similar reasons as to
why bids fail…
The price was wrong

10. Customers report similar reasons as to
why bids fail…
Failed to answer / fulfil
tender criteria

11. Customers report similar reasons as to
why bids fail…
Capability

12. Customers report similar reasons as to
why bids fail…
Opinion

13. Customers report similar reasons as to
why bids fail…
Someone did it better

14. From a customer…
Poor preparation, leaving it to the last minute,
no cross-referencing and difficult to
understand all make it extremely hard for the
procurement professional and project team to
score responses received.

15. We aim to help you
do things better

16. What’s your magic formula?

17. What’s your magic formula?
Approach to
Bidding

18. What’s your magic formula?
Approach to
Bidding
Governance

19. What’s your magic formula?
Your
‘know how’
Approach to
Bidding
Approach to
Governance
Bidding

20. What’s your magic formula?
Your
‘know how’
Approach to
Bidding
Approach to Approach to
Governance Pricing
Bidding Bidding

21. How we can help
Approach to
Bidding

22. How we can help
Plan
Approach to Manage
Bidding
Deliver

23. More than one way to skin a cat
Nearly 70 different titles on amazon.com for
proposal and bid management

24. Take what you
need and use it

25. A quick poll

26. Plan
Manage
Deliver
Plan

27. Know what the customer is asking

28. Know what the customer is asking
Explicit requirements
What is the Invitation
to Tender asking you
to provide?

29. Know what the customer is asking
Explicit requirements Implicit requirements
What is the Invitation What is assumed you
to Tender asking you must be able to
to provide? provide?

30. Know what the customer is asking
Invitation Technical Workshop
Tender Customer
To Tender Query & Meeting
Updates Feedback
(ITT) Responses Knowledge
Explicit

31. Know what the customer is asking
Invitation Technical Workshop
Tender Customer
To Tender Query & Meeting
Updates Feedback
(ITT) Responses Knowledge
Explicit
Customer Bid Cost Supporting
Contact Document Estimates Media
Implicit

32. Know what the customer is asking
Invitation Technical Workshop
Tender Customer
To Tender Query & Meeting
Updates Feedback
(ITT) Responses Knowledge
Explicit
Customer Bid Cost Supporting
Contact Document Estimates Media
Implicit
What else is significant?

33. Know what the customer is asking
Invitation Technical Workshop
Tender Customer
To Tender Query & Meeting
Updates Feedback
(ITT) Responses Knowledge
Explicit
Customer Bid Cost Supporting
Contact Document Estimates Media
Implicit
Supplier &
Relationship Specialist Competitor Market
Product Survey Data
Feedback Input Data Feedback
Information
The Extra Bit

34. Often, the key to a successful
tender submission is down to a
better interpretation of the
customer’s needs rather than a
straightforward response to the
tender invitation

35. Ask some questions of your own
What changes are you seeing in your market sector?
How have your competitors adapted / evolved?
Why have you chosen to go to market with this opportunity?
What are your main concerns with going to market?
What’s the structure of your organization?
What is the culture of your business like?

37. The Importance of relationships

38. The Importance of relationships
Who? Who will decide on the tender award?

39. The Importance of relationships
Who? Who will decide on the tender award?
What? What is their decision making criteria?

40. The Importance of relationships
Who? Who will decide on the tender award?
What? What is their decision making criteria?
Why? Why will they base their decision on that?

41. The Importance of relationships
Who? Who will decide on the tender award?
What? What is their decision making criteria?
Why? Why will they base their decision on that?
When? When will they be involved?

42. The Importance of relationships
Who? Who will decide on the tender award?
What? What is their decision making criteria?
Why? Why will they base their decision on that?
When? When will they be involved?
Where? Where do they have influence?

43. The Importance of relationships
Who? Who will decide on the tender award?
What? What is their decision making criteria?
Why? Why will they base their decision on that?
When? When will they be involved?
Where? Where do they have influence?
How? How can I positively influence them?

44. The Importance of relationships
High
High Influence, High Influence,
Poor Relationship Good Relationship
Influence
Low Influence, Low Influence,
Poor Relationship Good Relationship
Low High
Positive relationship

45. The Importance of relationships
High
3
High Influence, High Influence,
Poor Relationship Good Relationship
Influence
1
2
4
Low Influence, Low Influence,
Poor Relationship Good Relationship
Low High
Positive relationship

46. The Importance of relationships
High
3
High Influence, High Influence,
Poor Relationship Good Relationship
Influence
1
2
4
Low Influence, Low Influence,
Poor Relationship Good Relationship
Low High
Positive relationship

47. Prepare your strategy
1 To circulate to main stakeholders

48. Prepare your strategy
1 To circulate to main stakeholders
2 To determine your ability to win

49. Prepare your strategy
1 To circulate to main stakeholders
2 To determine your ability to win
3 To form the basis of your bid

50. Prepare your strategy
Customer vision (What the customer is looking to achieve in the marketplace?)
Opportunity overview (Why does the invitation to tender support this vision?)
What are the key priorities for the customer that this bid will need to address? (Hot-buttons)
How will you address these priorities?
What features and benefits will you need to highlight?
Who are the competitors?
What will make you stand out more than the competition, both in good and bad ways?
How will you improve the way you stand out from the competition?
What will you underlying message be for the proposal?
How will the customer decide who is the best placed to carry out the work?

51. Plan
Manage
Deliver
Manage

52. What is the biggest challenge to
submitting a winning bid?

53. Time

54. Make your time count
20%
80%

55. Make your time count
Bid documents Bid documents
received submitted

56. Make your time count
Bid documents Bid documents
received submitted
Allocate responsibilities / assign resources
Review requirements
Solution design
Pricing
Review / Innovation / Value Engineering

57. Make your time count
Peak Activity
Bid documents Bid documents
received submitted
Allocate responsibilities / assign resources
Review requirements
Solution design
Pricing
Review / Innovation / Value Engineering

58. Make your time count
Bid documents Bid documents
received submitted

59. Make your time count
Bid documents Bid documents
received submitted
Allocate responsibilities / assign resources
Review requirements
Solution design
Pricing
Review / Innovation / Value Engineering

60. Make your time count
Peak Activity
Bid documents Bid documents
received submitted
Allocate responsibilities / assign resources
Review requirements
Solution design
Pricing
Review / Innovation / Value Engineering

61. Make your time count
Bid planning
documents can
help in
providing better
opportunities
for innovation
and review at
the tail end of
bid preparation
A link to our Excel based bid planning tool
will be provided after the webinar

62. Plan
Manage
Deliver
Deliver

63. Structure your submission

64. Structure your submission
Executive
Summary

65. Structure your submission
Executive Pricing
Summary Summary

66. Structure your submission
Executive All the other Pricing
Summary stuff Summary

67. Structure your submission

68. Structure your submission
Procurement
manager
Finance
Director
Customer
Service Director
Operational
Manager

69. Structure your submission
Personality type Profile To consider Typical role
Results focused Orientated on getting Understand what is Procurement, high
specific results and will expected and highlight level roles of
exclude all other areas of results through summary responsibility,
proposal other than these text, affirmations, budget or P&L
results testimonials and case
studies
holders, project and
transition managers
Procurement
Relationship focused Needs to know that they
can work with the
individuals and team and
Highlight how culture and
values align with
customer and show
Direct managers,
customer service,
strategic and
manager
that values are in individuals that will be planning resources,
alignment with contract responsible for contract marketing and PR,
expectations delivery, including HR
photographs and bio
Information focused The how, what, why, Provide factual data, Technical
Finance
when, where and who of specifications and managers,
your proposal technical information engineering, product
relating to delivery designers and
specifiers
Value focused Interested primarily in
cost reduction and value
Provide return on
investment data,
Budget or P&L
holders,
Director
for money commercial incentives, accountants,
cost transparency and financial managers
illustrations of prior value
delivered
Process focused How will you provide the Process flowcharts, task Engineering, service
service or product and cards, penalty measures, or product
how will this integrate KPI’s and SLA’s managers, customer
Status focused How will your product or Demonstrate your
account managers
Department heads,
Customer
service reflect on them credentials backed up by middle managers,
qualifications,
testimonials, case studies
governance and
compliance
Service Director
and prior achievements managers
Security focused Needs to understand the Offer guarantees, Senior
risk of choosing you or reassurances, proof, management,
changing away from quantifiable evidence of technical managers,
incumbent supplier results elsewhere and marketing, risk
understanding of the risks managers, project
to the customer through
non-performance
and transition
managers Operational
Manager

70. Keep engaged

71. Keep engaged
Pass on relevant industry news and information
Invite them to attend a relevant event
Ask them advice on another topic
Advise on any progress
Send them a news letter
Invite them to talk to / meet another customer
Provide information on any legislative issues that may affect them
Ask them to consider an innovation in another part of their business
Talk to them about personal common interests
Invite them to try a complimentary service
Offer support in another decision making area they are going through

72. When it all goes wrong

73. When it all goes wrong
Find out why?

74. We can help
CSS Consultancy
Improving FM, Maintenance and Support
Services through clever thinking
T: + 44(0) 1698 901025
F: + 44(0) 1698 901035
E: help@cssconsultancy.com
W: www.cssconsultancy.com