What is a plan of action?

An action plan is an essential part of any tender within the procurement process. It is the document in which the tenderer details how it plans to execute the contract. This document not only provides an overview of the technical and operational steps that will be taken, but it also shows how project management, risk management and quality control are set up.

A good plan of action is invaluable because it demonstrates to the contracting authority that you, the bidder, understand what is required for the project and that you are capable of executing the contract successfully. In this article, we will discuss what exactly a plan of action is, what components it should contain, and how to create a compelling plan that will increase your chances of success.

What is a plan of action?

A plan of action is a strategic document that details how a company or organization will carry out a specific task within a tender. It includes the approach to execution, the resources that will be used, the team involved and the timeline within which the work will be done.

The plan of action goes beyond simply describing the technical solution. It shows that, as a bidder, you understand the complexity of the contract and that you have a clear strategy to execute it successfully, addressing all relevant facets, such as risk, communication, and quality control.

The importance of a good plan of action

Within the procurement process, the plan of action plays a crucial role. It gives the contracting authority insight into how you will perform the contract and whether you will be able to achieve the set goals. A good plan of action can make the difference between winning or losing a tender.

The main goals of a plan of action are:

• Build confidence: The document should demonstrate that you, the bidder, have the knowledge, resources and experience to successfully perform the contract.
• Provide clarity: It should make clear what steps will be taken to execute the project within the time frame and budget.
• Demonstrate risk management: It should demonstrate that you have identified potential risks and have a plan to manage them.
• Show added value: It should show why your approach is better than that of competitors, such as through innovations, sustainability, or cost savings.

The construction of a plan of action

An effective plan of action should be well structured and clear. Below are the key components that should be included in an action plan.

3.1. Introduction and objective

Begin with an introduction in which you briefly explain what the contract is about and the main objectives of the project. This will give the contracting authority an overview of your understanding of the project and your vision for the end result. It is important to state immediately the main key points of the project.

3.2. Scope of the project.

In this section, you describe the scope of the project. This means that you make it clear which activities fall within the scope of the contract and which do not. This prevents confusion during execution and ensures that both you and the contracting authority have clear expectations.

3.3. Project approach

Here you explain how you will carry out the assignment. This section forms the core of the plan of action and includes the following components:

• Project phasing: Break the project into phases and identify key milestones.
• Methodology: Describe the methods you will use to carry out the project. This can range from technical practices to project management techniques such as agile or lean.
• Timeline: Provide a clear timeline with the start and end date of each project component, including interim completion dates.

3.4. Team and resources

In this section, describe which team will be responsible for implementing the project and what resources will be used. Be sure to highlight the qualifications of key team members and indicate the specific role each will play.

3.5. Risk management

Every project has risks, and the contracting authority wants to know how you plan to manage these risks. In this section, you describe the main risks you have identified and what measures you will take to minimize them. Consider risks related to schedule, budget overruns or technical challenges.

3.6. Quality control

The contracting authority wants to be sure that the end result meets the specified requirements. Therefore, it is important to make clear in your plan of action how you will ensure the quality of the work. This can be done through internal audits, quality checks, or external certifications, for example.

3.7. Communication Plan

Effective communication is essential to the success of any project. Specify how you plan to communicate with the contracting authority and other stakeholders throughout the project. This may include weekly reports, meetings with stakeholders or use of project management software for transparent communication.

Practical tips for creating a plan of action

4.1. Be clear and concise

While it is important to provide sufficient detail, make sure your plan of action is clear and concise. Avoid too much jargon and make sure each step is logically structured. A contracting officer often has limited time to study each plan thoroughly, so make it easy to read.

4.2. Focus on award criteria.

When preparing your plan of action, make sure that you address the specific award criteria set forth in the tender. For example, if sustainability or cost control are requested, you should clearly include this in your plan.

4.3. Align with the expectations of the contracting authority

Read the tender documents carefully and make sure that your plan of action fully meets the expectations of the contracting authority. This shows that you understand what the client needs and that you are capable of meeting those expectations.

4.4. Involve relevant expertise

Make sure your plan of action is prepared in collaboration with experts from different fields. This can range from technical specialists to legal or financial advisors, depending on the nature of the project.

Examples of a good plan of action

5.1. Tender for a construction project

In a construction project, for example, the plan of action will address the phasing of construction, the permits required, and the use of subcontractors. In addition, it will describe how the construction work will be planned and what measures will be taken to ensure safety.

5.2. ICT procurement

In the case of an ICT project, for example, the plan of action will address the technical architecture, the phasing of software development and implementation, and the schedule for testing and delivery. Issues such as data security and compatibility with existing systems should also be addressed here.

Conclusion

A well-drafted plan of action is essential to the success of a procurement. It gives the contracting authority confidence in your ability to execute the contract and provides a clear understanding of approach, planning, risk management and quality control. By focusing on the specific requirements of the contracting authority and presenting a clear, structured plan, you significantly increase your chances of success.

After submitting your plan of action, it is important to gather feedback, regardless of whether you win or lose the tender. This way, you can continue to improve your approach and optimize your strategy for future tenders.