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Bid to Win workshop for Seedbed - October 2015
The document outlines strategies for successfully bidding in the context of a social enterprise accelerator program, emphasizing the importance of understanding buyer needs, crafting a compelling proposal, and managing relationships throughout the bidding process. It covers key bidding principles, the bidding timeline, evaluation tactics, and essential behaviors that contribute to winning bids. Additionally, the document provides a 'bid canvas' framework to help organize and articulate winning solutions effectively.
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Bid to Win workshop for Seedbed - October 2015
- 1. Bid to win SeedbedSocial Enterprise accelerator programme Plymouth 14 October 2015
- 2. What today isabout Introduction to bidding Principles of bidding to win A winning bid approach
- 3. What today isnot about Bid writing Bidding by numbers Secret shortcuts
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- 6. Why is biddingimportant? Key B2B market mechanism Public sector via OJEC rules Inevitable part of growth & winning bigger opportunities We need challengers to enter key markets and change the status quo!
- 7. What is biddingall about? solving the buyer’s problem designing and communicating your solution - vision convincing the buyer you can deliver within their parameters making the buyer want to work with you
- 8. What might youbid for? supply of services supply of products partnering/collaboration funding e.g. grants, loans etc competitions
- 9. Typical bid process EOIor PQQ/RFI Stage 1 ISOS/RFP/ITT Stage 2 ITSFS/RFP/ITT/BAFO Clarifications Presentation Preferred bidder Contract close Mobilise Q&Aordialogue Buyer Bidder Selecting bidders (4-6) Shortlisting bidders (2-3) Producing information Selecting winning bid Detailed evaluation Preparing clarifications Updating evaluation Updating evaluation Contract negotiation Governance and support Preparing response Outline solution & pricing Detailed solution & final pricing Responding to clarifications Preparing presentation Contract negotiation Mobilise! Celebrate (& sleep)
- 10. Competitive dialogue • thereis no single way to for buyers to approach dialogue • time commitment could range from one day per month to two days per week • the aim is for the buyer to engage fully with the bidder and their solution, and help guide it towards something they would buy • provides an opportunity for the buyer to align bidders • onus shifts from buyer to bidder as dialogue progresses (can be very early!) • often limited numbers in the room (bench system) - bidder usually outnumbered • buyer will usually set topic for discussion, with certain sessions left to discretion of bidder • after dialogue you will be expected to submit a final proposal, which should be based on what you have pitched and agreed in dialogue - no surprises!
- 11. Sector differences Public sector •rigorous • process-driven • much improved but slower • restricted in evaluation • social value act Private sector • flexible • fast • variable quality • unrestricted in evaluation • no social value obligation
- 12. Some good bidbehaviours • one team approach - ‘what’s best for the customer?” not ‘what’s best for me/my company?” • clear roles and accountability - knowing exactly who is responsible for what • stick to deadlines - internal timescales should be driven by buyer’s programme • presentation is important - everything you produce & present matters, invest in support if needed • plan early for mobilisation - may identify issues, shows buyer we are serious • it’s always about the customer, never about you!
- 13. Bid submissions written response •free form • question response • online form pricing files contract or commentary presentation
- 14. How bids areevaluated Read the guidance carefully! Quality v price Quality • Different sections, different markers • graded Price • absolute • £ per quality price • relative to lowest Auction?
- 15. Why bidding isgreat Breadth of disciplines Design the future Scale & impact Profile Challenge Learning Competitive
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- 25. #8 Focus on whatis critical
- 26. #9 Go big orgo home
- 27. #10 Say what you'lldo, do what you say
- 28. #11 Default toopen
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- 31. The process 1. whatis the context of the opportunity? 2. who is buying? 3. why should we win this opportunity? 4. what does a winning solution look like? 5. how will we deliver? 6. how does our solution work financially? 7. what risks must we manage?
- 32. Your turn think ofa customer or partner you’d like to work with to use as a case study
- 33. The bid canvas •inspired by the lean canvas • a one-page overview of your winning bid proposition • tool to ensure your offer is coherent • design - test - learn • with internal & external stakeholders
- 34. The bid canvas 1- Buyer problem 5 - Key processes 4 - Solution design principles 3 - Win themes 2 - Customer segments Competition/ alternatives 6 - Key metrics 9 - Key risks Key influencers 7 - Cost structure 8 - Revenue streams
- 35. 1 - whatis the context of the opportunity? For you? strategic fit? deliverable? winnable? can we stand out? do we have resources? do we want it? For the buyer? why does this opportunity exist? what’s their problem/need? what’s going on in their world? who is driving the opportunity?
- 36. Customer research tools website annualreports press releases publications industry news sources your network i.e. contacts
- 37. Useful tool -business model environment
- 38. The bid canvas 1- Buyer problem 5 - Key processes 4 - Solution design principles 3 - Win themes 2 - Customer segments Competition 6 - Key metrics 9 - Key risks Key influencers 7 - Cost structure 8 - Revenue streams
- 39. 2 - whois buying? • what do we know about the buyer? • who are the customers? • balance of power? • key stakeholders? • key decision makers? • what relationships do we have/need? • Supporters? Opponents?
- 40. Useful tool -stakeholder map Name Role Organisation Support (Low - Neutral - High) What do we want from stakeholder? What’s important to stakeholder? How could they block? How can we enhance their support?
- 41. The bid canvas 1- Buyer problem 5 - Key processes 4 - Solution design principles 3 - Win themes 2 - Customer segments Competition 6 - Key metrics 9 - Key risks Key influencers 7 - Cost structure 8 - Revenue streams
- 42. 3 - whyshould we win? • Win theme development answers the “why us” question • a win theme is a high level feature or benefit of your solution that transcends the entire proposal i.e. a common or golden thread • aim for 2-4 win themes
- 43. Win themes Differentiate Resonate Substantiate A wintheme should have three features: • resonate - does the customer care? • differentiate - are we the only bidder who can say it? • substantiate - can we prove it?
- 44. Win theme examples Putthe client first • Not “we are an agile business“ but “our agile approach means we can react quickly and effectively to changes in your needs“ Express it in terms of benefits to the customer • Not “our IT systems are market-leading“ but “we will provide real-time performance measurement and impact data through our market-leading IT platform“ Justify it with evidence • Not “we have ten years of experience in delivering health services in the County” but “over the last ten years we have built strong relationships with key partners and stakeholders across the County” Always ask “so what?” if you’re not sure!
- 45. Win theme example- healthcare 1. Stakeholder and community engagement - across the whole of the County, with the full support of GPs and the involvement of residents through co-design, communication and feedback 2. Empowered & motivated workforce - we help our people go the extra mile for patients by building a culture that encourages and rewards staff who do the right thing 3. Whole-system integration and leadership experience - we already operate across all services and health and social care providers for the benefit of service users 4. Innovative solutions - we have a 10-year history of successfully delivering change that brings benefits to service users and commissioners
- 46. The bid canvas 1- Buyer problem 5 - Key processes 4 - Solution design principles 3 - Win themes 2 - Customer segments Competition 6 - Key metrics 9 - Key risks Key influencers 7 - Cost structure 8 - Revenue streams
- 47. 4 - whatdoes a winning solution look like? • set the key pillars or parameters of your solution that will ensure that it meets your customer’s needs • establish your design principles before you sit down to design your solution or offer • design principles provide a checklist or reference throughout the bid process - they keep you honest! • aim for 6-10
- 48. Design principles example- healthcare 1. Our strategy and services will be designed round the needs of patients and their communities 2. Everyone will receive the same, high level of care 3. We will empower patients to receive as much care at home or in the community as possible 4. Our staff will feel valued, and will be empowered to do the right thing 5. Our services will deliver a seamless experience 24/7 6. We will strive to make the complex simple 7. Our organisation will be agile in response to a changing environment 8. We will be a learning organisation and use the information we collect to find opportunities to innovate 9. We will be open, accountable and transparent when engaging with stakeholders 10. We will take a ‘whole-system’ view to maximise value for money and the sustainability of services
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- 51. The bid canvas 1- Buyer problem 5 - Key processes 4 - Solution design principles 3 - Win themes 2 - Customer segments Competition 6 - Key metrics 9 - Key risks Key influencers 7 - Cost structure 8 - Revenue streams
- 52. 5 - howwill we deliver? • your solution represented by your operating model, which defines how you will deliver • no single approach to solution design, driven by sector, scope, terms etc • but common themes need to be considered
- 53. Operating model design Processes Governance Metrics PeopleTechnology Whatis the key work? What do we have to be excellent at? What are the key outcomes? What must be measured? How do we define success? What capabilities do we need? What capacity? How should it be organised? What facilities & assets do we need? What systems do we need? Information security? Hardware? Software? Data management? What legal and fiscal structure do we need? How should governance be managed? Escalation? Iterative process
- 54. The bid canvas 1- Buyer problem 5 - Key processes 4 - Solution design principles 3 - Win themes 2 - Customer segments Competition 6 - Key metrics 9 - Key risks Key influencers 7 - Cost structure 8 - Revenue streams
- 55. 6 - howdoes it work financially? • Cost v price • cost = what it will cost you to deliver • price = what you will charge the customer • what’s the difference? • be clear to the buyer • don’t kid yourself
- 56. Cost structure • top-downv bottom-up • expert input • subject matter expertise • financial modelling • sensitivities • consistency with solution • categories…people, equipment, consumables, transport, technology, facilities, overheads etc • time-bound also…pre-contract start, during change, steady state…
- 57. Pricing model • clientperspective - use their templates to understand their view • how will it look to the buyer? • fixed v variable etc price elements • model sensitivities driven by key risks and scenarios • understand the impact on your business • understand impact on P&L, cashflow and balance sheet • commercial issues
- 58. Pricing model schematicexample - service transformation
- 59. The bid canvas 1- Buyer problem 5 - Key processes 4 - Solution design principles 3 - Win themes 2 - Customer segments Competition 6 - Key metrics 9 - Key risks Key influencers 7 - Cost structure 8 - Revenue streams
- 60. 7 - whatrisks must we manage? • What are the key risks you need to manage? • what could go wrong? • financial • commercial • operational • regulatory/compliance • reputational
- 61. Some commercial issuesto consider • payment mechanism • change control • performance measurement • termination rights • governance • reporting • cost of change • investment in assets & cost recovery • gainshare, rebates etc • benchmarking • service levels • liability caps • TUPE • pensions • year-on-year pricing • inflation • changes in law • changes in ownership • due diligence • step-in rights
- 62. The bid canvas 1- Buyer problem 5 - Key processes 4 - Solution design principles 3 - Win themes 2 - Customer segments Competition 6 - Key metrics 9 - Key risks Key influencers 7 - Cost structure 8 - Revenue streams
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- 64. If you win? •contract close • press release • mobilise • establish governance etc • deliver!
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