What is a Tender Manager?

A Tender Manager is the backbone of the bidding process. They manage everything from identifying opportunities and preparing bids to coordinating with various teams and ensuring a seamless handover to operations. Their role helps to win new contracts and grow a business through formal tendering opportunities.

A Tender Manager or bid management professional is essential in guiding a company through the process of bidding for contracts, particularly in sectors like construction, facilities management, and professional services. A Tender Manager ensures that bids, or tender submissions, are competitive, compliant and completed, meeting all the necessary requirements. This article provides further insight into the Tender Manager role for those looking into career options or businesses who need tendering and bid writing support. 

Identifying Opportunities and Assessing Suitability

Tender Managers often oversee opportunity identification and selection; finding new tenders and frameworks which could be good for the business. They monitor government portals and industry publications to find bidding projects, set up alerts to get notified about new tenders and keep tabs on what competitors are up to. This way, they can jump on promising opportunities as soon as they arise.

Once a potential project is identified, the tender manager assesses whether it aligns with the company's strengths and strategy. This means considering factors like the size and scope of the project, the level of competition, and the company’s chances of winning the bid. It's about making sure the project is worth pursuing before diving in.

Preparing and Writing the Bid

Next, they gather all the required documents and information needed for the tender. This involves coordinating with various departments within the company to collect data and ensure everything is in order. The Tender Manager is responsible for bid planning and will create a detailed timeline to make sure the bid preparation stays on track and meets the deadline.

Writing the bid is a big part of the job. Tender Managers work with different teams to pull together the technical and commercial aspects of the proposal. They ensure the bid is clear, concise, and tailored to meet the client's needs. Every detail counts, so they meticulously review the documents to make sure there are no errors and everything is presented professionally.

Collaboration is key. Tender Managers liaise with technical teams to ensure the right technical approach is taken. They will also often negotiate with third-party suppliers and brokers to get the best quotes. Hosting and attending meetings, both internally and externally, is a regular part of their job. They address any clarifications that might come up and make sure all questions are answered.

Some Tender Managers also price the tender, but this often depends on the sector. Using cost models for example, a Tender Managers ensures the proposal is commercially competitive. They also identify any deliverables required and coordinate their production. Attention to detail helps create a strong, competitive bid.

Tender Submission, Follow-Up, and Continuous Improvement

When the bid is ready, the tender manager ensures it's submitted on time and is available for the client, or contracting authority, to address any additional queries. 

If the bid is successful, the tender manager works closely with the contracts manager to review and finalise the contract. This is the transition stage from the tendering to operations, ensuring a smooth handover. This also helps improve their technical knowledge for future bids. Even if a bid isn’t successful, they seek feedback to learn and improve future submissions. They also help with bid process development, working to refine and improve how the company approaches tendering.

Finding an Outsourced or Consultancy Tender Manager

For companies that do not have the in-house expertise or resources to manage the tender process, outsourcing or hiring a consultancy Tender Manager can be a perfect solution. These professionals bring a wealth of experience and specialised knowledge, which can significantly increase the chances of winning contracts, as well as taking the 'hassle out of tendering'.

How to Find an Outsourced or Consultancy Tender Manager:

1. Ask for recommendations and check reviews 
2. Look for bid consultants with a strong track record in your industry
3. Ensure they have a structured approach to tender management, including clear timelines, communication protocols, and strategies for preparing competitive bids.
4. Ask for references or case studies from their clients
5. Understand their fee structure or cost of outsourced bid writing, and ensure it fits within your budget. 

Tender Management Services 

Or just contact Thornton & Lowe! We have provided expert and outsourced tender management services since 2009. Across our directly employed team we offer bid administration, coordinator, writing, graphic design and consultancy! We offer our clients a high-performing and consistent team. 

10 Ways a Tender Manager Adds Value to Your Business

1. Identifying suitable tender opportunities that align with your company's strengths and goals
2. Thoroughly understanding tender requirements and ensuring compliance with all specifications
3. Coordinating with various departments to gather information and create a compelling bid response 
4. Writing clear, concise, and persuasive proposals that demonstrate your company's expertise and value proposition
5. Managing the tender process from start to finish, ensuring timely submission and adherence to deadlines
6. Developing strong relationships with clients and buyers to better understand their needs and preferences
7. Continuously improving the tender process by analysing feedback and implementing best practices
8. Staying up-to-date with industry trends, regulations, and competitor activities to maintain a competitive edge
9. Negotiating favourable contract terms and conditions to protect your company's interests
10. Contributing to the overall growth and profitability of your business by securing new contracts and expanding your client base

Let us recruit your Tender Manager or work with our outsource directly to our Bid Team! Contact us to discuss your needs today - hello@thorntonandlowe.com - 01204 238046.