Submission and Follow-Up:
Monitor the status of each bid and follow up with clients to ensure they have received all necessary information
1. Bid Submission Process
a. Preparation:
- Ensure that all required documentation, forms, and deliverables for each bid are complete and accurate. This includes pricing information, product specifications, legal terms, and any other relevant documents.
- Verify that the proposal complies with the client’s specific requirements and expectations.
b. Submission:
- Submit the bid according to the client’s preferred method (email, online portal, postal mail, etc.).
- Ensure that the bid is sent by the deadline and that it is confirmed received by the client.
c. Acknowledgment:
- Request an acknowledgment receipt from the client to confirm they have received the bid. This can either be an automated confirmation (if submitted online) or a direct confirmation email from the client.
- If an acknowledgment is not received, follow up promptly to ensure the bid has been delivered successfully.
2. Monitoring Bid Status
a. Tracking:
- Set up a monitoring system (spreadsheet, CRM, or project management tool) to track the status of each bid submitted. Include fields such as:
- Client Name
- Bid Submission Date
- Status (Pending, Under Review, Follow-up Needed, etc.)
- Follow-up Dates
- Next Steps
b. Status Updates:
- Regularly check for any updates from the client. Some clients may provide formal updates regarding their decision-making process, while others may require a follow-up inquiry.
- Maintain regular communication with the client, either via email or phone, to inquire about the status of the bid.
c. Internal Coordination:
- Coordinate internally with the project or sales team to ensure that all necessary support is available if the client needs clarification or additional details. This may include technical assistance, pricing adjustments, or clarifications on terms and conditions.
3. Follow-Up Communication
a. First Follow-Up (Within 3-5 Business Days):
- After submission, follow up with the client to ensure they have received all bid documentation and to check if they require any additional information.
- This follow-up can be done via email or phone call. In the communication, emphasize that SayPro is available for any queries and that you’re eager to support their decision-making process.
- Example Email:
“Dear [Client Name],
I hope this message finds you well. I wanted to confirm that you have received the proposal we submitted on [Submission Date]. Please let us know if you have any questions or if there is anything further we can provide to assist in your review process. We appreciate your consideration and look forward to hearing from you.
Best regards,
[Your Name]”
b. Second Follow-Up (7-10 Days After Submission):
- If you haven’t received any feedback after the first follow-up, send another reminder. In this communication, politely inquire whether the client is ready to discuss the bid or if they need additional time to review.
- Example Email:
“Dear [Client Name],
I wanted to follow up regarding the proposal submitted on [Submission Date]. Have you had a chance to review it? We’d be happy to schedule a call or meeting to discuss any questions you may have or to clarify any aspects of the proposal. Thank you for your time, and we look forward to your response.
Best regards,
[Your Name]”
c. Final Follow-Up (After 14 Days):
- If there’s still no response, send a final follow-up. Let the client know that you are available to answer questions and would appreciate any feedback, even if they have decided to pursue other options.
- Example Email:
“Dear [Client Name],
I’m writing to follow up on the proposal we submitted on [Submission Date]. We understand that your team is likely busy, but we would appreciate any feedback you might have regarding our bid. If you have chosen to go in another direction, we completely understand, but we’d still welcome the opportunity to discuss any future collaboration.
Please don’t hesitate to reach out if you require any additional information.
Best regards,
[Your Name]”
4. Monthly Bid Preparation: January SCMR-1
The monthly bid preparation process is critical to ensure that all bids are ready for submission, tracked properly, and followed up on in a timely manner. For January SCMR-1, the preparation steps will be as follows:
a. Review of Upcoming Bids:
- Gather a list of all upcoming bids for January SCMR-1 and review the specific requirements for each. This includes reviewing any updates from the client regarding deadlines, changes to requirements, or other considerations.
b. Finalize Documentation:
- Ensure that all documentation is up-to-date and accurate for each bid. This includes checking for any changes in pricing, product specifications, or legal requirements that may have occurred since the last bid.
c. Bid Team Coordination:
- Organize a meeting with the team to discuss any critical updates or challenges related to the January SCMR-1 bids. Address any questions regarding specific bid requirements or internal resources needed.
d. Set Up a Follow-Up Plan:
- Create a follow-up schedule for each bid. Based on the timelines provided by clients, plan your first follow-up, second follow-up, and final follow-up accordingly.
- Ensure the follow-up dates are entered into the tracking system to avoid missing deadlines.
e. Client Communication:
- For any outstanding or incomplete information, communicate with the client ahead of time to make sure that everything is on track for timely submission.
- Maintain open channels for any last-minute questions or clarifications.
f. Monitor Bid Submission:
- Confirm that all submissions are on schedule and that no deadlines are missed. Regularly check with the team to confirm submission progress.
5. Post-Submission Activities
a. Evaluate Client Feedback:
- Once feedback is received, assess the client’s response and decide on the next course of action. If the bid is accepted, move forward with contract negotiations and project planning.
- If rejected, inquire about the reasons for rejection to improve future proposals and gather insights for upcoming bids.
b. Documentation & Reporting:
- Update the internal tracking system to reflect the status of each bid and record any important feedback. This will help improve future bid submissions and allow for better analysis of success rates and challenges.
Leave a Reply