Bidding / Auction / Proposal Manager

GOV. TENDERS , GEM PORTAL, OTHER GOV PORTALS , PRIVATE TENDERS , ETC

• Tender Manager / Bid Coordinator
• Oversees the tender process, ensures compliance with submission requirements, and manages timelines.
• Sales Executives / Business Development Managers
• Identify opportunities, build client relationships, and gather intelligence on upcoming tenders.
• Technical/Subject Experts
• Provide inputs on specifications, compliance sheets, and technical proposals.
• Finance & Legal Support
• Handle pricing strategies, risk assessment, and contract terms.
• Documentation Specialist
• Prepares capability statements, formats proposals, and ensures consistency.

2. Set Up a Tender Tracking System

• Subscribe to tender portals (government, private, sector-specific).
• Create a centralized dashboard (Excel/ERP/CRM) to track:
• Tender notices
• Submission deadlines
• Eligibility criteria
• Status (applied, shortlisted, won/lost)

3. Develop Standard Operating Procedures (SOPs)

• Go/No-Go Decision Matrix: Decide quickly whether to bid based on eligibility, profitability, and capacity.
• Compliance Checklist: Ensure all mandatory documents (ISO, RDSO, GST, PAN, financials, past work orders) are ready.
• Approval Workflow: Define who signs off on pricing, technical specs, and final submission.

4. Build a Tender Knowledge Bank

• Maintain a repository of:
• Past tender submissions
• Standard company profiles
• Certificates & registrations
• Pre-approved technical write-ups
• This reduces turnaround time and ensures consistency.

5. Training & Skill Development

• Train the sales team on:
• Reading tender documents carefully (eligibility, scope, evaluation criteria).
• Writing persuasive yet compliant proposals.
• Negotiation strategies post-shortlisting.
• Encourage cross-functional knowledge (sales staff should understand basic technical and compliance aspects).

6. Performance Metrics

• Track KPIs like:
• Number of tenders applied vs. won.
• Average bid preparation time.
• Compliance errors (should trend to zero).
• Revenue generated from tender-based sales.

7. Continuous Improvement

• Conduct post-bid reviews (why won/lost).
• Update templates and strategies based on feedback.