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Last updated on 2025年2月28日

How do you manage the communication and negotiation process with the selected bidder?

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You have evaluated the proposals from different bidders and selected the one that best meets your requirements and budget. But your work is not over yet. You still need to manage the communication and negotiation process with the selected bidder to finalize the contract and ensure a smooth project delivery. How do you do that effectively and efficiently? Here are some tips to help you.

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Javier Escartin

?? Figuring out AI in proposals so you don't have to. I believe we, the proposal professionals, have to lead this…
CARLOS WAECH OSSES

CEO & FOUNDER en UROFF | Innovador en Soluciones de Espacios de Trabajo Flexibles | Proptech Enthusiast
Sarah Tilman (Til-man)

Principal Owner, IT/Business Management Consultant at Tilman Crosson Consulting, Incorporated

1 Establish a communication plan

The first step is to establish a clear and consistent communication plan with the selected bidder. This plan should outline the roles and responsibilities of each party, the frequency and methods of communication, the escalation procedures, and the documentation requirements. A communication plan will help you avoid misunderstandings, delays, and conflicts, and ensure that both sides are on the same page throughout the process.

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CARLOS WAECH OSSES

CEO & FOUNDER en UROFF | Innovador en Soluciones de Espacios de Trabajo Flexibles | Proptech Enthusiast
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Gestionar la comunicación y negociación con un licitador seleccionado requiere planificación estratégica y claridad. Aquí tienes un enfoque estructurado: 1. Establecer un plan de comunicación Definir roles y responsabilidades: Asegúrate de que todas las partes involucradas sepan quién es responsable de cada aspecto del proyecto. Frecuencia y método de comunicación: Especifica reuniones regulares (por ejemplo, semanales) y el uso de herramientas como correo electrónico, plataformas de gestión de proyectos o videoconferencias. Procedimientos de escalamiento: Define cómo y a quién se deben reportar problemas o conflictos para una resolución rápida. Requisitos de documentación: Establece formatos estándar para informes y actualizaciones

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Sarah Tilman (Til-man)

Principal Owner, IT/Business Management Consultant at Tilman Crosson Consulting, Incorporated
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A Contracting Officer should be the focal point for this type of communication during pre-award process, & throughout the contractual process.

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Jennifer Nix
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Be respectful of everyone's time and efforts. Have the subject matter experts and those with authority to act available during negotiations. Internal communication with your company's leadership and your team to set parameters on acceptable contract terms before coming to the negotiation table saves valuable and sets a high standard for a strong contractual relationship.

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2 Negotiate the contract terms

The second step is to negotiate the contract terms with the selected bidder. This involves reviewing the proposal and the scope of work, clarifying the assumptions and risks, and discussing the pricing and payment terms. You should also consider the legal and ethical aspects of the contract, such as the intellectual property rights, confidentiality, liability, and dispute resolution. Negotiating the contract terms will help you secure the best value for your money, protect your interests, and align your expectations.

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Sarah Tilman (Til-man)

Principal Owner, IT/Business Management Consultant at Tilman Crosson Consulting, Incorporated
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I agree with the above input. The Contract Officer is the communication focal point during the BAFO, negotiating process. The PM, Project Sponsors, key stakeholders are part of this precess.

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3 Conduct due diligence

The third step is to conduct due diligence on the selected bidder. This means verifying their credentials, references, and financial stability, and ensuring that they have the necessary licenses, permits, and insurance to perform the work. You should also check their compliance with the relevant laws, regulations, and standards, and their adherence to the ethical and social responsibility principles. Conducting due diligence will help you reduce the risks of fraud, poor performance, and legal issues.

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4 Manage the change requests

The fourth step is to manage the change requests that may arise during the communication and negotiation process. Change requests are any modifications to the original proposal or contract that affect the scope, schedule, cost, or quality of the work. You should have a clear and transparent process for handling change requests, including the criteria, procedures, and approvals for accepting or rejecting them. You should also document and communicate the impact of any changes on the project objectives and deliverables. Managing the change requests will help you maintain control and flexibility over the project.

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5 Build trust and rapport

The fifth step is to build trust and rapport with the selected bidder. This means establishing a positive and respectful relationship, communicating openly and honestly, listening actively and empathetically, and providing constructive feedback and recognition. You should also demonstrate your commitment and professionalism, and address any issues or concerns promptly and effectively. Building trust and rapport will help you foster collaboration and cooperation, and enhance your satisfaction and performance.

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6 Prepare for the project kickoff

The sixth and final step is to prepare for the project kickoff with the selected bidder. This means finalizing the contract and obtaining the signatures, confirming the project plan and schedule, assigning the project team and resources, and setting up the project management tools and systems. You should also organize a kickoff meeting to introduce the project stakeholders, review the project scope and objectives, discuss the roles and expectations, and agree on the communication and reporting protocols. Preparing for the project kickoff will help you start the project on the right foot and ensure a smooth transition.

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Shree Sharma

Growth Consultant | Bid and Proposal Management | APMP Executive Council Member
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Ensuring a smooth project kickoff is crucial. A successful kickoff sets the tone for the entire project, aligning stakeholders, defining key milestones & establishing clear expectations. Review the Proposal: Ensure all deliverables, timelines, and expectations. Clarify any ambiguities. Set Clear Objectives: Define scope, key milestones, and success criteria. This sets a clear direction for the team and managing expectations. Team Alignment: Bring together the right team members and stakeholders. Make sure everyone is on the same. Communication Plan: Regular check-ins, updates, and feedback loops help in maintaining transparency and momentum. Risk Management: Identify potential risks and have a mitigation plan in place.

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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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Javier Escartin

?? Figuring out AI in proposals so you don't have to. I believe we, the proposal professionals, have to lead this revolution so AI works for (and not against) us. Grab your free tools and insights below ??
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I talk with many bidding peers because of my newsletter, DeepRFP, and my content here on LinkedIn, and there's one trend we're seeing: procurement is concerned about the fact that differentiating good vs. bad vendors just based on their proposals is becoming more challenging because of AI and its applications as "Virtual SMEs" which enable proposal teams to develop top technical descriptions even without access to top technical experts. The direct consequence is that we're seeing more live presentations and in-person meetings as part of the award processes.

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How do you manage the communication and negotiation process with the selected bidder?

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1 Establish a communication plan

2 Negotiate the contract terms

3 Conduct due diligence

4 Manage the change requests

5 Build trust and rapport

6 Prepare for the project kickoff

7 Here’s what else to consider

Proposal Management

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