A tender team is a multidisciplinary team responsible for preparing, preparing and submitting bids for tenders. The team works together to develop a winning tender by combining knowledge, expertise and resources. Each member of the tender team has a specific role and contributes to the process, from analyzing the tender requirements to writing the EMVI elaboration and preparing a competitive pricing strategy.
A properly assembled tender team is crucial to the success of a tender, as it ensures that all aspects of the tender - from project planning and risk management to financial viability - are addressed in a professional and thoughtful manner.
The tender process is complex and requires the right mix of skills and expertise. A strong tender team ensures that the tender is well aligned with the contracting authority's requirements and expectations. By bringing different disciplines together, you can ensure that every aspect of the tender - from the technical specifications to the risk management plan - is of high quality. Moreover, team members can support and complement each other to develop the best strategy and submit the tender on time.
1. Choose an experienced tender leader:
The first and most important team member you need is an experienced tender leader or bid manager. This person is responsible for coordinating the entire tender process, assigning tasks and monitoring deadlines. The tender leader ensures that all team members know what is expected of them and that the process runs smoothly. This team member is also responsible for communicating with the contracting authority and submitting the tender.
Tip: Choose someone with experience in leading complex projects and with knowledge of procurement processes, who can communicate well and has strong organizational skills.
2. Assemble a multidisciplinary team:
An effective tender team consists of members with different areas of expertise. Depending on the nature of the tender, you may involve team members from departments such as project management, engineering, risk management, legal, and finance. Each of these disciplines plays a crucial role in developing a successful tender. The right mix of skills ensures that every aspect of the tender is properly addressed, from preparing a strong EMVI elaboration to calculating costs.
Example of a multidisciplinary team:
3. Define clear roles and responsibilities:
To ensure that the tender process runs smoothly, each team member should have clear roles and responsibilities. By creating a clear division of labor, you will avoid confusion and ensure that all aspects of the tender are properly followed. The tender leader should regularly monitor the progress of each team member and ensure that deadlines are met.
Tip: Use a project management tool to keep track of tasks, deadlines and responsibilities and make sure everyone is aware of progress.
4. Ensure good internal communication:
Good communication within the tender team is essential to ensure that everyone is on the same page and that no important details are overlooked. Organize regular meetings where the progress of the process is discussed and where problems or bottlenecks can be resolved in a timely manner. Make sure team members can reach each other quickly and efficiently through such means as e-mail, chat or other communication tools.
Example: Schedule weekly check-ins in which the tender leader discusses progress with the team and any problems or delays.
5. Set up a tight timeline:
Tenders often have strict deadlines that cannot be extended. It is therefore crucial that you establish a clear timeline that schedules all phases of the tender process. From gathering information to writing the tender and checking the documents, each part should have a deadline and be given enough time to be done thoroughly.
Tip: Also plan space for unexpected delays or problems, so you don't run out of time just before the deadline.
6. Invest in training and development:
Tenders are constantly changing, especially with the advent of new regulations and digital developments. It's important that your tender team always stays abreast of the latest trends and best practices. Invest in regular training and workshops to keep your team's skills up-to-date.
Tip: Consider having team members attend training in tender strategies, procurement software or risk management so they are always well prepared.
7. Evaluate and improve after each tender:
After every tender, whether you win or lose, it is important to have an evaluation with the entire tender team. Discuss what went well and what could be improved. Use this evaluation to learn lessons and make improvements for future tenders. This ensures that your team is constantly developing and getting better at the tender process.
Example: After a lost tender, you can review the evaluation report and analyze why the tender was not successful. Use this feedback to adjust your strategy for next time.
A successful tender team consists of an experienced tender leader and multidisciplinary team members with clear roles and responsibilities. Good communication, tight planning, and ongoing evaluation and training are essential to your team's success. By building an effective tender team, you increase your chances of success in tenders and ensure that your bids are of high quality and meet the contracting authority's expectations.
