A defined approach, template or process for bid tracking is an essential element of the bidding process, ensuring not only a fully compliant tender, but also a high-quality and competitive tender submission.
In recognition of this, we have implemented strong bid tracking processes at each stage of the tender process, providing clear insight and context to our bid writers, quality reviewers and managers about the status and updates of each element of the tender.
How bid tracking supports the bid management process
At Executive Compass, bid management is a standard part of our bid writing process, and our bid writers record the status and are task owners for each document. Bid tracking supports the wider bid management process via:
- Capturing the requirements of the individual tender: as any of our expert bid and tender writers will tell you, the requirements of each bid can vary depending on what the authority deems necessary as part of the requirements. Bid tracking software or templates will allow you to record the requirements and constraints of each bid – for instance, document vs. portal-based submissions – and ensure this is written and formatted accordingly.
- Ensuring the bid is progressing at pace: Bid tracking is another useful tool for ensuring the correct time and resource have been allocated to the submission. By recording the date and status of each element of the bid, the bid lead or project manager can monitor this against planning, making proactive adjustments as required.
- Supporting remote teams or collaboration on larger bids: Emailing documents or even file sharing can get messy, and result in all members of the team not being on the same page. Documenting progress via bid tracking will support smooth teamwork and collaboration across submissions, reducing the time spent chasing and collating documents or deciphering the most recent version of a file.
As a result, bid tracking is crucial to reducing the overall risk and admin inherent to the bid writing process.
Risks to not using bid tracking for your tender submission
Ultimately, failing to use a bid tracking tool will result in incurring avoidable risks to your tender submissions, leading to reduced chances of success or even your bid being disqualified. Key risks may include:
| Risk | Reason |
| Producing a non-compliant tender
|
As above, authorities will change the requirements for submissions depending on their preference.
Failure to adhere to word or page limits, preferred font, naming conventions for return documents or anonymised submissions could result in your submission being marked down, or even disqualified entirely.
Robust bid tracking will ensure these requirements are captured during the project’s mobilisation, proactively mitigating a key (and common) risk to your bid. |
| Task owner not clearly assigned to documents
|
Some tender packs contain a submission checklist – however, others do not and require bidders to monitor their own return, or list mandatory attachments and appendices (e.g. organisational charts) which are not listed in the checklist.
Bid tracking as part of your bid planning ensures that each part of the bid has a clear task owner, reducing the risk of a missing document or appendix which could prove critical in the final evaluation of the submission. |
| Conflicting copies of key return documents
|
Particularly common when using document sharing platforms such as OneDrive or Dropbox are conflicted copies of various documents. This is a particular risk when working collaboratively or as part of a larger tender submission.
Bid tracking which clearly labels the status and date of each document ensures that you will not have conflicted versions of the same document, or accidentally upload the wrong version as a final, submitted bid. |
| Failing to submit the bid prior to the deadline
|
Most important of all is the bid actually getting submitted! Failure to record the correct time, date and login details risks your submission missing the deadline and failing to be considered.
Consequently, recording the date of submission and portal details will minimise this risk as part of your bid tracking systems. This will also support final submission checks prior to the deadline, allowing for any final amendments or addressing documents which are not completed. |
Executive Compass’s bid management matrix
Our proprietary bid management matrix supports easy bid tracking, ensuring you can quickly assess the progress of documents and gain a live view of project status – all whilst adhering to short timescales. Different sections of the bid management matrix include:
- List of quality questions and method statements which form the submission, alongside the word limit and dates for different stages of the progression of responses
- Document submission checklist outlining different items which need to be returned as part of the submission, which you can assign to different task owners by adding their name or initials
- Project type, title and purchasing organisation, in addition to the estimated award date and a formula calculating the number of working days remaining prior to the deadline
- Portal login details and bid information (e.g. the evaluation weightings for quality, price and social value), facilitating easy portal access for multiple members of the team.
We do encourage clients completing their own bid and tender submissions to use our bid management matrix or adapt as they see fit. This minimises unnecessary admin and communication between different members involved in the bid, as well as reducing key risks inherent to the tender process.
Bid and tender support
We use the above processes as part of our bid tracking and bid management for each submission we support, and is a central component of our ISO 9001:2015-certified integrated quality management system. The efficacy of these measures is demonstrated by our 85% success rate, fully auditable across more than 7,000 SQ, PQQ and ITT submissions.
To learn more about how Executive Compass’s bid tracking supports high-quality, competitive and successful submissions, contact our sales and marketing team today at info@executivecompass.co.uk or 0800 612 5563. Our bid services include bid and tender writing, bid review and bid management services, and we can tailor our support to the requirements of each project.