Bidding into the public Sector Workshop Cork 14 th November 2007 Noel Brady

1. kk Bidding into the public Sector Workshop Cork 14th November 2007 Noel Brady

2. Background – Noel Brady • 17 Years NICS – DHSS, DFP • 8 Years CFM/Fujitsu – Client Director Public Sector • 5 Years Sx3 – Managing Director • 3 Years + – MD - Consult Nb1 Ltd • Other Roles - DVA – Non Executive Director - Novosco - Non Executive Director - Board Member NI Energy Holdings Ltd - Chairman/Honorary Fellow – Sales Institute Ireland - Main Committee Member – IoD – NI Division - Socitm Lead Consultant

3. Objectives of Workshop • What would you like to achieve?

4. Objectives of Workshop • To improve Performance of SME’s in Public Sector Sales • To increase sales effectiveness • To improve quality of proposals • To enhance sales processes

5. Agenda • Introduction • Building Market Profile & Awareness • Bid Qualification • Bid Management/Bid Planning • Proposal Checklist • The Executive Summary • Useful Contacts • EU Procurement Thresholds

6. Why do SME’s not Bid/or fail? • Classroom Task 1 – Flip Chart

7. Why do bids fail? • You win some you lose some – live with it! • Failure to fully understand the requirements; • Tender documentation or format non-compliant; • Failure to meet tender response time; • Uncompetitive pricing; and • Quality of information and response provided.

8. How Workshop will help. • Create Awareness of your Products/Services • Only Bid where you have a chance • Install Processes to manage bids • Improve quality of proposals

9. Building Market Profile & Awareness – Task 2 • Groups of Five • Flip Charts Write down some actions/essentials for market profile/awareness campaign

10. Review of Task 2 Outputs

11. How do we address these issues? • Preparation • Preparation • Preparation

12. Market Profile/Awareness • Collateral • Is information up to date? • Are addresses, contact numbers etc correct for the specific market concerned? • Are images and colours used appropriate for the target market; and • Are the products/services which are to be featured in the campaign comprehensively covered by the collateral?

13. Market Profile/Awareness Cont’d • Market Perception of Company X • PR, Events, Sponsorships • Contact Planning • Research Your targets • Web-site, Google, Who’s Who • Who in your existing network knows who • Use existing contact or client Referrals • Design and rehearse your elevator pitch. • Decide Your Approach Strategy • Email – Letter – Phone Call or different combinations • Sources • Public Sector Departmental and Agency websites • Civil Service Year Books • Go Source – a facility available on the InterTradeIreland website.

14. Market Profile/Awareness Cont’d • Corporate Presentation • As a minimum the presentation should cover:- • Company Background and metrics; • Your objectives for the engagement; • Products & Services offered; • Existing Clients and Partners; • At least two case study references; • Benefits of working with your company; and • Any existing presentation material should be reviewed and tailored to produce a presentation for the target Market. Consideration should be given to cutting a DVD/CD which could be distributed more widely.

15. Account Planning An account plan should as a minimum have the following objectives:- • To record details of any existing, current and future projects; • To confirm and identify areas of potential revenue growth; • To agree and maintain a contact network; • To ensure that suitable resources are in place; and • To develop a marketing and communications strategy.

16. Bid Qualification – why? • Sales and bid management resource is expensive • Target resources at best opportunities for success • Be aware of bid cost/tender value ratio • Limit the damage when you lose • Ensure best use of your sales/business development resources • Reduce the risk of bidding for poor opportunities

17. Bid Qualification Questions – Task 3 • Teams of 5 • 10 Bid Qualification questions?

18. Review of Task 3 Outputs

20. Suggested Scoring Matrix • Score less than 40 – Qualify Out • Score between 40-60 – Carefully consider whether or not to bid • Score 60 – 80 – May be worth an initial bid, qualify again at stage 2. • Score 80+ - Looks like a good opportunity, qualify at each stage.

21. Useful Information about the Project – Task 4 • Teams of 5 • Examples of useful information

22. Review of Task 4 Outputs

23. Useful Information about the Project • The affordability of your solution; • Who will ultimately make the decision to purchase? • How will this process work? • Has a project budget been provided and has expenditure been approved? • Will you need external finance to support your bid? • What is the nature of our proposition? • What contract conditions will be used? • Who will you need clearance from internally to submit your bid? • Will you need to inform your reference clients that they may be approached?

24. Bid Plan • Project Overview • Customer Details • Competitor Analysis • Previous dealings with the client; • Strengths and weaknesses for this project • What tactics can you employ against them; • What products/service they are likely to bid; • Any third parties which they might use • Have you have bid and won/lost against them before.

25. Bid Plan Continued • Evaluation Criteria • Format of Response • Win Themes • Bid Team • Proposed Bid Timetable • Drafting Guidance

26. Hidden Strengths of SME’s • Niche services and products • Specific expertise easily tailored to the client’s requirements • Better understanding of smaller portfolio of products and services • More focused client relationship • A willingness to work more closely with clients

27. PROPOSAL CHECKLIST • Review Handout

28. Executive Summary – Key Elements • Introduction • Your Understanding of the Project • Your Proposed Solution • Your Approach • Timescale/Plan • Customer Reference/Testimonial • Financial Proposals • Benefits Summary • Contact Information

29. Useful Tips • Focus on the client’s requirements • Try to develop uniqueness in your response • Always check that you have covered • the main requirements • objectives set out by the client • Include all of the financial benefits • Try to quantify indirect benefits; • Highlight the potential risks in the project • Strongly underline how your proposal eliminates or significantly reduces those risks • Poorly written or presented proposals do not win projects.

30. USEFUL CONTACTS Northern Ireland • Central Procurement Directorate - 028 9081 6423 – www.cpdni.gov.uk • www.go-source.com • Strategic Investment Board – www.sibni.gov.uk • General NICS – www.onlineni.net • Regional Supplies – www.centralservicesagency.com • Northern Ireland Water - www.niwater.com

31. Useful Contacts Cont’d • ROI • IPA Year Book, - www.ipa.ie • www.etenders.gov.ie • www.enterprise-ireland.com • www.fpp.ie • Dept of Finance - www.irlgov.ie/finance InterTradeIreland • ACUMEN - cross-border business development programme • INNOVA - All-Island Collaborative R&D programme • FUSION - all-island technology transfer initiative • Annual All Island Seedcorn Competition - (€280,000) • More information available at www.intertradeireland.com • Europe • http://europa.eu.int/eur-lex/en/index.html • Official Journal of the European Union (OJEU)

32. EU Thresholds

33. Questions ? www.nb1.co.uk 07834191692