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As soon as the bid is delivered, is the game finished ?
For non negotiated public RFPs, you cannot change anything. .
For all the other types of RFPs, i.e. private RFPs and negotiated public RFPs, the race is not over yet.
Purchasers claim that, in average, "what happens after the bid" accounts for 22% of their decision; this figure is significant enough to distinguish the two best proposals.
For the record, written proposal accounts for 30%, cf. Sheet No 3, and actions before the bids delivery, for 48%, cf. Sheet No 2.
What can we do then?
 Suggest a short meeting
Companies often spend much time to bid, and many are waiting for the purchaser to contact them.
This passive attitude costs them precious points faced with competitors with a proactive attitude. If you haven't personally handed the written proposal, give a call to make sure the company received your mail.
Grab this opportunity (phone or face-to-face delivery) to suggest your assistance to present the bid.
You can rightly mention that a 15 to 30 minute-presentation will give the purchaser the most important time to understand from your solutions.
During the approach, sincerely show that you want to help but do not "force" an appointment. This approach will always be appreciated, even when an appointment had been refused.
There are many other possible reasons to get an appointment. If you don't get one, ask for instance what are their first impressions about your bid, or even if there are points that can need an explanation? You may not be replied all the time, but be sure that if you don't ask anything, you will not get anything.
If you can present your solution in person thanks to a show room or a visit one of your customers' company, do not hesitate.
Tactics for the meeting
Suggest at the beginning of the meeting to ask some questions to adapt your presentation on what really matters for your audience.
This approach is often accepted, and this will allow you to see how your bid is seen and therefore, to adapt yourself.
A limited number of questions (2 to 5) have to be planed before your meeting.
For instance, "which bid aspects would you like to improve? Or even what do you think of our solution?" Anyway, always have a PowerPoint-type ready. During its design, think about which aspects you want to better emphasize, because this aid will also help your audience to understand and memorize better.
Prepare your presentation
This presentation has to be timed: 10 to 20 minutes for an hour-meeting, to prioritize according to the time you have at your disposal.
Some efficient companies even play this presentation within the company before the meeting.
From experience, this simulation is essential, especially for technical experts whose first quality is usually not oral expression.
When several people speak, those simulations are also a way to coordonate: Imagine what your purchasers will think if you look at each other when they ask questions to know who is going to answer ? Those oral traps can be easily forecasted and avoided when at least one simulation is made.
Time needed ? 1 to 3 hours. This time is often insignificant compared with the time needed to build the bid.
These 3 types of actions and many others are detailed in the book "Stratégies Gagnantes pour les Appels d'Offres", CHIRON Editions - 2007.
All those tools concern public RFPs as well as private RFPs.
June 2009
About the author: Thierry CRAYE
Founder of the office OptiVente (www.optivente.com)
Consulting and training in business development with a unique specialty: private and public RFP bids.
Certified coach - ESSEC, Business start-up cycle - ENSEA Master of Science.
Contact: craye@optivente.com
(33) 1 46 89 07 32
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