Bid Coordinator

Bid Co-ordinator –Scope of the Role:

• Champion the bidding practice as outlined in BMT’s “Work Winning Handbook” in line with the best industry practice.

• Monitor procurement portals/avenues for project opportunities and disseminate bid alerts accordingly.
• Act as a point of contact for bids and Frameworks for which they are involved, including distributing any customer updates or other relevant information to the relevant teams involved in bidding.
• Deconstruct bid briefing documents and co-ordinate early Pursue/No Pursue and Go/No Go decision making. Once agreed to proceed, develop and implement clear Bid Plans

• Facilitate the development and completion of bids, EOIs and Framework responses by gathering technical, commercial and financial information from a wide range of sources across the business, in a structured manner.
• Coordinate inputs from a variety of stakeholders, typically involving contributions from sales, business development, marketing/graphics, finance, commercial, programmes and capabilities, including a wider supply chain of external input as required.
• Ensure compliance with corporate processes, procedures, guidance, and record approvals accordingly; this also includes ensuring that the correct technical, commercial and financial reviews are completed and documented.
• Review bid, EOI and Framework deliverables, providing a pre-submission control point to ensure quality of the final outputs and consistency in scope and language with the customer requirements.
• Close monitoring of the bid delivery process against the agreed timescales and requirements, including any changing requirements.
• Facilitate bid workshops where required, including organising meetings, providing briefings and ensuring that everyone involved in bidding understands the customer requirements and processes associated with bid planning, bid preparation and is able to make a meaningful contribution to the preparation of winning bids.
• Contribute to developing messaging, materials and bidding collateral for each bid, EOI and Framework submission based on customer requirements.

• Ensure that all bid filing (electronic and hard copy) follows a consistent and clear format.
• Contribute to the Capture Planning sessions and developing winning strategies; this also includes a close working with Business Development Managers and Programme Managers.
• Conduct bid debriefs (on both successful and unsuccessful bids) and incorporate these lessons into future bids (Learning from Experience).
• Maintain records within the Management Information System (or equivalent software tool) to ensure that the bid and Framework information is current and correct

• Ensure that standard materials (e.g. proposal templates, exemplar bids, project evidence, customer testimonials, CVs, pen portraits, corporate information and certificates) are regularly updated and available for use by bid team members and a wider organisation.
• Proactively look for ways to continuously improve bidding practice and contribute to increasing win rate (Pwin).

Skills, Knowledge and Expertise

• Proven track record of bid coordination (minimum 3 years of experience in bidding)
• Experience with major tenders for government and industry
• Knowledge and understanding of procurement processes and bid governance
• Demonstrate understanding of bidding and a wider work winning practice, procurement processes and quality systems 
• Show initiative, creativity and flexibility in their approach to each activity, and being able to engage people from different functions in order to jointly deliver bids
• Ability to work independently and communicate effectively with stakeholders at all levels
• Takes immediate ownership of the tender process 
•  Customer focused
• Excellent time management skills and able to prioritise a busy schedule and workload
• Consistently looks for new and more effective ways to do things

About BMT