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Last updated on 2024年8月21日

How do you plan and track your tender management activities?

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Tender management is the process of preparing, submitting, and following up on bids for contracts or projects from public or private organizations. It can be a complex and time-consuming task that requires careful planning and tracking of various activities, such as research, analysis, writing, review, submission, and communication. In this article, you will learn how to plan and track your tender management activities using some practical tips and tools.

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Abhishek Sharma

Deputy Manager - Business Development (Overseas)
Abdul Basit
Ahmed Magdy MBA, PRMG

Leading Procurement Director with expertise in Cost Estimation and Strategies

1 Define your objectives and scope

Before you start working on a tender, you need to define your objectives and scope clearly. What are you trying to achieve with the bid? What are the requirements and expectations of the buyer? What are the risks and opportunities involved? How will you measure your success? These questions will help you set realistic and specific goals and determine the scope of work and resources needed for the tender.

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Abhishek Sharma

Deputy Manager - Business Development (Overseas)
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Plan and track tender management activities by creating a detailed timeline, assigning responsibilities, using project management tools, monitoring progress regularly, and adapting plans as needed.

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Abdul Basit
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I believe and learn from experienced; 3 points are very important for this. 1. Prepare a checklist 2. Work according to checklist. 3. Review with seniors or colleague.

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Mohamed Elsebaey

Senior Tendering Engineer at Archirodon Group N.V. | CANDY (CCS) | PMP? | CCP
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Objectives: - Ensure that the services procured are of the highest quality and value - Achieve the best possible terms and conditions for the services or goods procured - Ensure that the procurement process is conducted in a fair, transparent and objective manner - Minimize the risks associated with the procurement process Scope: - Identify the needs and requirements for the desired services or goods - Develop a timeline for the procurement process - Develop a budget for the procurement process - Identify potential bidders or suppliers - Develop criteria for evaluating bids or proposals - Establish a process for evaluating the bids or proposals.

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Rasool Mydeen

Tender and Contract Management
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To plan and track tender management activities: 1. Create a project timeline. 2. Define milestones and tasks. 3. Assign responsibilities. 4. Use project management tools. 5. Regularly monitor progress. 6. Adjust as needed.

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Ahmed Magdy MBA, PRMG

Leading Procurement Director with expertise in Cost Estimation and Strategies
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#Objectives 1. Maximize Winning Potential: Increase successful tenders. 2. Efficiency and Effectiveness 3. **Strategic Alignment:Pursue tenders aligning with company goals. 4. Risk Management:Identify and mitigate risks. 5. Continuous Improvement #Scope 1. Opportunity Identification: Monitor and identify relevant tenders. 2. Bid/No-Bid Decisions: Evaluate and decide on tender opportunities. 3. Tender Preparation: Coordinate and prepare all necessary documents. 4. Project Management: Track tasks, deadlines, and responsibilities. 5. Stakeholder Coordination: Engage internal and external stakeholders. 6. Submission and Follow-Up: Ensure accurate and timely submissions. 7. Post-Submission Review. 8. Documentation

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2 Create a tender plan and schedule

Once you have defined your objectives and scope, you need to create a tender plan and schedule that outlines the main tasks, milestones, deadlines, and responsibilities for the tender. A tender plan and schedule will help you organize your work, allocate your resources, monitor your progress, and avoid delays or errors. You can use various tools, such as spreadsheets, calendars, project management software, or Gantt charts, to create and update your tender plan and schedule.

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MAQ Ammad Qureshi

Tender Specialist | BD Executive | Proposal Executive | Bid Management | Executive Assistant
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Prepare a tender plan is best option to start any project. It must include Things what you do Allocate resource on different work Define time line Try to complete on given time If there is difference on completion time (will carefully next time all the task must include (who prepare, who view and who finalize)

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Ahmed Magdy MBA, PRMG

Leading Procurement Director with expertise in Cost Estimation and Strategies
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1. **Opportunity Identification (Day 1-3):** Monitor sources and shortlist tenders. 2. **Bid/No-Bid Decision (Day 4-5):** Evaluate feasibility and strategic fit. 3. **Team Formation (Day 6-7):** Assign roles and responsibilities. 4. **Preparation (Day 8-20):** Draft documents, gather data, and review. 5. **Internal Review (Day 21-23):** Quality check and compliance review. 6. **Finalization (Day 24-26):** Final edits and approvals. 7. **Submission (Day 27):** Submit tender. 8. **Follow-Up (Day 28-30):** Confirm receipt and address queries.

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Thuane Moura

Assessoria de Licita??o para empresas que n?o querem perder tempo | B2G | Consultora de Licita??o | Bidding Consultant | Compras Públicas Eletr?nicas | Growth advisor
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Acredito que planejar é uma coisa, mas acompanhar é onde o bicho pega. Um bom cronograma só funciona se você revisa e ajusta no caminho, porque licita??o é cheia de imprevistos. Usar ferramentas é ótimo, mas o segredo tá em manter o controle e ser flexível pra lidar com as mudan?as sem perder o foco nos prazos e na qualidade.

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3 Conduct thorough research and analysis

One of the most important activities in tender management is conducting thorough research and analysis of the buyer, the market, the competitors, and the project. This will help you understand the needs and preferences of the buyer, identify your strengths and weaknesses, differentiate your offer from others, and provide relevant and accurate information and evidence in your bid. You can use various sources, such as websites, reports, databases, surveys, or interviews, to collect and analyze data for your tender.

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4 Write a clear and persuasive bid

After you have done your research and analysis, you need to write a clear and persuasive bid that responds to the buyer's requirements and expectations, showcases your value proposition and competitive edge, and addresses any potential concerns or objections. You need to follow the format, structure, and style specified by the buyer, use clear and concise language, provide facts and figures to support your claims, and proofread and edit your bid for errors and inconsistencies.

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5 Review and submit your bid

Before you submit your bid, you need to review it carefully and ensure that it meets the quality standards and compliance criteria set by the buyer. You need to check your bid for accuracy, completeness, relevance, and clarity, and make any necessary changes or improvements. You also need to follow the submission instructions and guidelines provided by the buyer, such as the mode, format, and deadline of submission, and confirm that your bid has been received and acknowledged by the buyer.

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Ahmed Magdy MBA, PRMG

Leading Procurement Director with expertise in Cost Estimation and Strategies
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1. **Internal Review (Day 21-23):** - **Quality Check:** Ensure documents meet standards. - **Compliance Review:** Verify adherence to requirements and legal standards. - **Stakeholder Input:** Gather feedback from key team members. - **Final Approval:** Obtain sign-offs from senior management. 2. **Finalization (Day 24-26):** - **Document Consolidation:** Compile into a cohesive bid package. - **Proofreading:** Check for errors. - **Formatting:** Ensure professional presentation. 3. **Submission (Day 27):** - **Method:** Submit via correct method (electronic, postal, etc.). - **Confirmation:** Confirm receipt with the tender issuer.

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6 Communicate and follow up

After you submit your bid, you need to communicate and follow up with the buyer and other relevant stakeholders, such as partners, subcontractors, or suppliers, to maintain a positive and professional relationship, demonstrate your interest and commitment, and address any questions or issues that may arise during the evaluation process. You need to keep track of the tender award process and timeline, respond promptly and politely to any inquiries or feedback, and prepare for any negotiations or presentations that may be required.

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Ahmed Magdy MBA, PRMG

Leading Procurement Director with expertise in Cost Estimation and Strategies
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1. Post-Submission Confirmation (Day 1): - Acknowledge receipt with the tender issuer. - Provide your contact details for follow-up questions. 2. Regular Check-Ins (Day 2-10): - Set a schedule for regular follow-up emails or calls. - Ask for updates on the evaluation process. 3. Responding to Queries (As Needed): - Ensure key team members are available to answer questions promptly. - Provide detailed and accurate information. 4. Evaluation Status Monitoring (Ongoing): - Track all communications and responses. 5. Post-Evaluation Actions (Upon Notification): - If successful, prepare for contract negotiations. - If unsuccessful, request feedback to improve future bids.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you plan and track your tender management activities?

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1 Define your objectives and scope

2 Create a tender plan and schedule

3 Conduct thorough research and analysis

4 Write a clear and persuasive bid

5 Review and submit your bid

6 Communicate and follow up

7 Here’s what else to consider

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