What is an optimization session?

An optimization session is a focused meeting where the tender team comes together to evaluate and improve an existing tender. The purpose of an optimization session is to optimize the tender to better match the award criteria and expectations of the contracting authority. These sessions help address any weaknesses in the tender, strengthen the presentation of USPs (Unique Selling Points), and increase the quality of the offer.

Why are optimization sessions important?

Optimization sessions are essential because they take a critical look at the tender before its final submission. By thoroughly evaluating the tender, the team can make improvements that will make the tender more convincing. This process minimizes the chance of errors and increases the likelihood that the tender will be positively evaluated by the contracting authority. It is an opportunity to fine-tune and ensure that every aspect of the tender is in line with the requirements of the selection guide and award criteria.

Benefits of an optimization session:

• Quality improvement: Systematically evaluating the content and presentation of enrollment can significantly improve quality.
• Increased chance of success: By better tailoring your bid to the contracting authority's requirements, you increase your chances of winning the tender.
• Better risk identification: During an optimization session, potential risks can be identified and addressed immediately, which is consistent with proper risk analysis.
• Feedback from different perspectives: Different team members can contribute their expertise, leading to a more balanced and thoughtful entry.

How do you conduct an optimization session?

Preparation:

Begin preparing for the session by reviewing the current tender. It is helpful to break down the tender into sections such as the plan of action, performance justification, and risk analysis. Make a checklist of the main points of interest, such as the quality of the elaboration of the EMVI criteria, the clarity of the key messages, and the extent to which the USPs are well highlighted.

Critical appraisal:

Critically evaluate each part of the bid. Ask yourself: Are the award criteria fully addressed? Is the pricing strategy well supported? Is the language clear and persuasive? By critically evaluating each aspect, you can identify areas for improvement.

Use feedback from experts:

Involve experts from different disciplines to provide feedback on specific parts of the bid. For example, have a technical expert evaluate the technical descriptions, and ask a financial expert to review the price structure.

Adapt and optimize:

Adjust the tender based on the feedback provided during the session. Make necessary adjustments to improve the enrollment, such as clarifying text, adding strong references, or further developing the risk analysis.

Test the bid against the award criteria:

Use the optimization session to re-evaluate the tender against the award criteria. Make sure each criterion is clearly addressed and that the tender comes across as strong and convincing.

Document the improvements:

Keep track of what improvements were made and why. This helps justify the changes and learn from these optimizations for future entries.

Common areas of improvement during optimization sessions

• Unclear key messages: Make sure the main messages of your entry are clear and consistent.
• Too little focus on USPs: Highlight what sets your offer apart from the competition and how it meets the specific needs of the contracting agency.
• Insufficient risk management: Expand risk analysis to inspire more confidence in the contracting authority.
• Language and presentation: Improve readability and professionalism by using a clear writing style and logical structure.

Conclusion: What is an optimization session and why is it important?

An optimization session is a valuable tool for any tender team looking to maximize its chances of success. By critically assessing and optimizing the tender, you can increase quality, better manage risk, and ensure that the tender fully meets the contracting authority's expectations. These sessions help turn a good tender into an excellent tender, which can mean the difference between winning and losing.