A template used to structure the findings from the post-tender review, including success/failure analysis, stakeholder feedback, and improvement recommendations
Tender Overview:
- Tender ID: [Unique identifier for the tender]
- Tender Title: [Descriptive title of the tender]
- Tender Reference Number: [Tender reference number from the client or issuing organization]
- Client/Issuer: [Name of the client or organization issuing the tender]
- Tender Submission Date: [Date when the tender was submitted]
- Tender Result: [Awarded / Not Awarded / Pending]
- Tender Review Date: [Date of the post-tender review meeting]
- Review Lead: [Name of the person leading the review]
1. Review Summary:
- Tender Submission Overview:
[Provide a brief overview of the tender submission, including what was submitted, the scope of work, and any key details that influenced the review.] - Tender Outcome:
[State whether the tender was successful or unsuccessful and any initial observations regarding the outcome.]
2. Success/Failure Analysis:
Success Factors:
- Key Success Elements:
[Detail the specific factors that contributed to the success of the tender, such as strong pricing, meeting client requirements, timely submission, innovative solutions, etc.] - Stakeholder Satisfaction:
[Discuss any positive feedback from stakeholders, such as clients, partners, or internal team members, on the submission.] - Compliance with Specifications/Requirements:
[Highlight how well the tender met the client’s specifications and any added value provided that led to a successful outcome.] - Competitive Advantage:
[Explain what set the bid apart from competitors, such as unique qualifications, relationships, or advantages.]
Failure Factors:
- Key Failure Elements:
[If the tender was unsuccessful, detail the factors that led to the failure, such as pricing issues, lack of technical expertise, or non-compliance with tender requirements.] - Feedback on Weaknesses:
[Summarize the feedback on the weaknesses identified in the submission, such as gaps in the proposal, delays, or lack of detail.] - Risk or Opportunity Missed:
[Mention if there were any risks or missed opportunities that, if addressed, could have led to a better outcome.]
3. Stakeholder Feedback:
- Internal Team Feedback:
[Provide feedback from the internal team members involved in the tender submission, such as project managers, bid managers, or technical specialists. This can include what worked well and areas that need improvement.] - Client/Issuer Feedback:
[Summarize any direct feedback from the client or issuing organization, whether positive or negative. This could include their thoughts on your approach, pricing, delivery timeline, or technical proposal.] - Partner/Collaborator Feedback:
[If the tender involved external partners or collaborators, provide their feedback on the process and outcome.] - External Evaluation (if applicable):
[If external evaluators or consultants were involved in assessing the tender, include their feedback on the submission process.]
4. Improvement Recommendations:
Process Improvements:
- Submission Process:
[Recommendations on how to streamline the submission process, including timeline management, coordination among team members, and document management.] - Proposal Quality:
[Suggestions to improve the overall quality of future submissions, such as clarity of technical content, accuracy of pricing breakdowns, or addressing potential client concerns more effectively.] - Bid Team Collaboration:
[Recommendations on how different departments (sales, technical, finance, etc.) can work together more effectively during the bid preparation phase.]
Technical Enhancements:
- Increased Technical Expertise:
[Suggestions to enhance technical input for future tenders, such as increasing subject-matter expertise or leveraging advanced technology to strengthen the proposal.] - Innovation in Offerings:
[Recommendations on how to offer innovative solutions or value-added services that could set the bid apart from competitors.] - Compliance and Risk Mitigation:
[Suggestions on how to ensure compliance with all tender requirements and minimize risks, such as better due diligence and internal checks.]
Pricing Strategy:
- Review of Pricing Strategy:
[If the tender was unsuccessful due to pricing, suggest strategies for future pricing, such as more competitive pricing, a clearer breakdown of costs, or value-based pricing.] - Cost Estimation Process:
[Recommendations for improving the cost estimation process to avoid over or underpricing in future submissions.]
Client Relationship Management:
- Enhancing Client Engagement:
[Recommendations to improve engagement with clients during the tender process, including clearer communication of value propositions or more proactive follow-ups.] - Feedback Loop for Future Tenders:
[Suggestions on how to create a better feedback loop with clients, ensuring continuous improvement in future submissions.]
5. Lessons Learned:
- Key Takeaways for Future Tenders:
[List the top lessons learned from this tender review. This could include things like understanding client expectations more clearly, better internal collaboration, or ensuring that all client specifications are met.] - Things to Avoid in Future Tenders:
[Provide any key things that should be avoided in future submissions, such as missed deadlines, unclear proposals, or lack of supporting documentation.]
6. Action Plan:
- Immediate Actions to Address Review:
[List the specific actions that need to be taken as a result of this review. These should be actionable steps, such as assigning team members to improve the proposal process or revising pricing strategy.] - Long-Term Strategic Changes:
[Mention any long-term improvements or strategic changes that will be implemented based on this post-tender review, such as adopting new tools, revising proposal formats, or investing in training for the bid team.] - Responsible Parties:
[Assign responsibility for each action item to the relevant team members or departments.] - Timeline for Implementation:
[Provide a timeline for when each action item should be completed, whether immediate or part of long-term improvements.]
7. Conclusion:
- Summary of the Review:
[Provide a concluding summary of the post-tender review, emphasizing the main points of success, failure, and improvement recommendations.] - Next Steps:
[Outline the next steps following the review process, such as preparing for future tenders, conducting further internal training, or following up with clients.]
Attachments:
- Tender Documents:
[Attach any relevant tender documents for reference.] - Feedback from Clients or Stakeholders:
[Attach any feedback forms or communication from clients or stakeholders regarding the tender submission.] - Action Plan Document:
[Attach a detailed action plan with assigned responsibilities.]
This Post-Tender Review Template is designed to provide a comprehensive structure for analyzing tender submissions, gathering feedback from stakeholders, and identifying areas for continuous improvement. It ensures that every aspect of the process is carefully evaluated, so the organization can refine its approach and enhance future tender submissions.
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