Why Hire a Freelance Bid Manager for Your Tender?

What is a Freelance Bid Manager?

Definition and Role

A freelance Bid Manager is fundamentally responsible for creating and overseeing a bid—a detailed, costed, persuasive proposal—on behalf of one organisation to secure a business contract or work offer from another. This role is pivotal in ensuring that bids are successful at a price at which their organisation can make a profit. Depending on the industry and geographical location, the title of a Bid Manager might vary, with common variations including Capture Manager, Business Development Manager, Deal Manager, and Pursuit Leader.

Common Responsibilities

The core responsibilities of a freelance Bid Manager encompass a broad spectrum of tasks aimed at managing the entire bid process from inception to completion. This includes assembling and managing a bid team equipped with the necessary skills to prepare and submit a winning proposal. The team typically consists of members from sales, marketing, product teams, finance, commercial, legal, and project management.

Key responsibilities include:

Bid Process Management: Taking ownership of the end-to-end bid process, which involves introducing and implementing all necessary bid procedures, governance, and processes.
Strategy Development: Working closely with the sales lead to develop a clear win strategy for each bid, ensuring that win themes are clear and compelling.
Stakeholder Engagement: Managing virtual bid teams and inputs from key stakeholders, ensuring efficient coordination and information flow.
Commercial and Technical Oversight: Preparing and reviewing the commercial aspects of the bid, ensuring all services or products are included in the final price to the customer, and resolving complex technical, strategic, and business issues.
Risk Management: Tracking and managing risks throughout the bid process to safeguard against potential challenges.
Documentation and Presentation: Contributing to the written proposal in terms of content and presentation, coordinating and planning all client presentations required as part of the bid submission.
Performance Monitoring: Managing the bid budget, monitoring and reporting on overall performance against key performance indicators (KPIs), and ensuring timescales are met at each step of the bid process.
Continuous Improvement: Driving continuous improvement by conducting post-bid reviews, both internally and with customers, to refine strategies and processes.

In larger organisations, the freelance or independent Bid Manager may oversee a bid management team, where specialists such as bid coordinators and proposal writers undertake separate parts of the bidding process. This role is highly networked, requiring an ability to work under pressure and meet challenging deadlines, leveraging strong people management and commercial skills to steer the bid to success.

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Benefits of Hiring a Freelance Bid Manager

Expertise and Specialisation

We often overlook the strategic role of bid managers who bring a big-picture visualisation to the table, transcending the mere administrative tasks of ensuring timely and compliant submissions. Their expertise in defining win themes and executing them flawlessly is invaluable. This is particularly crucial in a dynamic environment where technological evolutions demand a bespoke bid strategy. As businesses increasingly go digital, the ability of bid managers to offer thought leadership and unique solutions becomes pivotal. This expertise not only enhances the potential for winning bids but also protects and elevates the corporate brand during the process.

Costs and Efficiency

Outsourcing bid management can significantly reduce the burden on internal resources, allowing senior management to focus on other strategic areas of the business. By employing a qualified freelance Bid Manager, companies benefit from high-quality bids that improve the chances of success without the additional costs associated with full-time staff. This approach not only saves money on recruitment and employee costs but also prevents the diversion of in-house resources from revenue-generating activities. The flexibility of hiring specialist freelance resources for bid management supports specific business needs during peak periods without compromising on the efficiency or quality of the bid submissions.

Objectivity and Fresh Perspective

Independent Bid Managers play a critical role in maintaining objectivity throughout the bid process. They are often the only team members who review the entire Request for Proposal (RFP) from start to finish, enabling them to assess opportunities dispassionately. This unique position allows them to provide unbiased feedback to senior leadership, highlighting any risks of losing a bid with clear, irrefutable reasoning. Furthermore, bringing an external bid manager on board offers a fresh pair of eyes, introducing new ideas and perspectives that might be overlooked by internal teams. This fresh outlook is essential for identifying weaknesses and supervising the bid process comprehensively, ultimately leading to more innovative and successful bid submissions.

Bid Resource: Our Dedicated Bid Recruitment Function

At Thornton & Lowe we know the challenges of recruiting a bid professionals, whether writer, bid manager or bid director.

Our Bid Resource division was created in 2016. It was developed to meet the demands of our in-house team of bid managers and bid writers. However, over the years we have supported hundreds of clients to find temporary or freelance Bid Managers, or permanent roles.

When it comes to hiring bid professionals there is severe shortage of talent. For nearly 15 years Thornton & Lowe has recruited, trained and developed new bid writers and bid managers for ourselves. We also support many of our clients who want to 'form a new bid team'. Without an existing in-house bid function, it is often difficult to achieve a sustainable solution for the peaks and troughs of tendering. Our solution is based on recruiting new talent, supported and managed by our team. We recruit, coach and mentor your bid staff, but under your direction and line management. This means our direct bid writing services are required less, but you know we are there for continuity, additional capacity and added value.

Common Misconceptions About Freelance Bid Managers

The role of freelance Bid Managers are often misunderstood in terms of the cost implications and breadth of abilities.

Cost Implications

One prevalent misconception is that hiring a freelance Bid Manager is excessively costly, potentially draining resources. However, the reality is quite the opposite. These freelance Bid Managers can actually be a cost-effective solution, especially for businesses that do not have a continuous requirement for bid management. By engaging a freelance Bid Manager, companies avoid the overheads associated with permanent staff such as salaries, benefits, and training costs. Furthermore, and crucially, these managers bring specialised skills that can increase the likelihood of winning bids, thereby justifying their cost with a potentially high return on investment. They offer flexibility to work on a project-by-project basis, which can be particularly beneficial during periods of high demand or for particularly complex bids.

The time required of an independent or freelance Bid Manager on a live tender does also not have to be for the full duration; the 4 - 6 weeks. One of our bid consultants or managers could simply offer a Bid Review, which take less than a day. This can range from £500 to £850 depending on the sector and experience of the individual.

Commitment Issues

Another common misunderstanding revolves around the commitment of freelance Bid Managers to a project. Some stakeholders might believe that these professionals, not being permanent staff, may lack commitment to the project's success. However, this is a misconception. Freelance Bid Managers are highly motivated to ensure the success of each bid, as their professional reputation and future engagements depend on their performance and reliability. They bring a fresh perspective and are often able to identify innovative solutions that internal teams might miss, driven by their unique position of not being embroiled in company politics or biases.

Moreover, the nature of their role demands a deep understanding of the client's needs and a commitment to delivering tailored, compelling proposals. Their external status can also facilitate more objective decision-making, free from internal influences, which is crucial for crafting winning bids that align closely with client expectations.

Our Bid Managers Work to our Values

How to Select the Right Freelance Bid Manager

Selecting the right freelance Bid Manager is a critical decision that can significantly impact the success of your project bids. This section will guide you through the essential qualities to look for and the key questions to ask during the interview process to ensure you choose the most suitable candidate. It is important to say, as an outsourced bid recruitment service Thornton & Lowe can shortlisted your candidates prior to your final interview. This includes:

Developing the specification.
Advertising the role and speaking to our database of freelance Bid Managers.
Completing an initial interview.
Sending and reviewing tasks.
Recommending a shortlist of bid manager candidates.

Key Qualities to Look For

When assessing potential freelance Bid Managers, it's crucial to focus on their ability against your specific requirements. For example, this could be to manage the entire lifecycle of bids effectively - complete tender management. Or it could be more focused on an bid writing requirements but with reassurance of their seniority. With most Bid Manager role we look for a clear demonstration of strategic acumen, which involves developing a win strategy that aligns with both the client's needs and your company's capabilities. The candidate should have a robust methodical approach to bid management, ensuring that all proposals are not only compliant but also compelling to evaluators.

Expertise in Coordination and Leadership: The ability to bring together and lead a cross-functional team is pivotal. The candidate should show how they manage diverse teams comprising proposal managers, subject matter experts, and various coordinators to produce cohesive and professional bids.
Strong Analytical and Research Skills: A good understanding of market trends and competitor landscapes. The candidate should demonstrate how their research influences the proposal strategies, giving your bids a competitive edge.
Exceptional Communication Skills: Effective Bid Managers must articulate proposal details clearly and maintain ongoing dialogue with clients and stakeholders. This ensures that bids are continuously aligned with the client’s evolving preferences.
Comprehensive Risk and Compliance Management: Look for a candidate well-versed in managing risks and ensuring strict compliance with legal and contractual stipulations throughout the bid process.
Innovative Problem-Solving Abilities: The capacity to identify and solve complex problems under pressure is crucial. A good Bid Manager should provide examples of how they have navigated challenging scenarios to secure bid success.

Questions to Ask During the Interview

The interview is your opportunity to delve deeper into the candidate's qualifications and suitability for the role. Here are some essential questions to ask:

Can you describe a complex bid you managed and the outcome?
This question helps assess the candidate's experience level and their ability to handle complex bidding scenarios.
How do you develop and adjust your bid strategies in response to market changes?
This reveals the candidate's adaptability and awareness of industry dynamics.
What strategies do you employ to ensure team collaboration and effective communication in bid projects?
Understanding their management style will give you insight into how they will fit into your organisational culture and lead bid teams.
Can you provide an example of a challenging bid situation and how you handled it?
Responses to this question will highlight the candidate's problem-solving skills and their ability to operate under pressure.
What is your approach to learning and staying updated with industry trends and regulations?
This question gauges the candidate's commitment to professional development and their proactive nature in keeping their skills relevant.

By focusing on these key qualities and asking the right questions during the interview, you can ensure that you select a freelance Bid Manager who not only meets the technical requirements of the role but also aligns well with your company's strategic goals and culture.

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Freelance Bid Manager Job Description (example)

This example of a freelance Bid Manager Job Description is generic and focused on responsibilities and requirements. It is only a base and for our bid recruitment clients, we develop a bespoke specification to ensure fully clarity and an understanding of expectations from all parties.

Freelance Bid Manager Job Description

Job Title: Freelance Bid Manager

Location: [Office, Hybrid, Remote]

Job Type: [Full-time/Part-time/Contract]

Responsibilities:

Bid Management: Lead the end-to-end bid process for XXX tender, ensuring timely delivery and compliance with client requirements.
Writing and Editing: Produce high-quality, persuasive bid content, tailoring responses to meet client needs and requirements.
Coordination: Collaborate with internal teams, including sales, project management, and technical experts, to gather necessary information and inputs.
Strategy Development: Develop and implement bid strategies that align with company goals and enhance win probability.
Review and Submission: Conduct thorough reviews of bid documents to ensure accuracy and completeness before submission.
Buyer Interaction: Liaise with contracting authorities to clarify bid requirements and provide updates on changes to our team.
Market Research: Conduct research to stay informed about industry trends, competitor activities, and potential opportunities.

Requirements:

Experience: Proven experience [agree number of years] as a Bid Manager or similar role, with a successful track record of managing and winning bids within XXX sector.
Skills: Excellent writing, editing, and proofreading skills. Strong project management and organisational abilities.
Flexibility: An understand of and willingness to focus exclusively on this project till completion.
Energy: A driver of performance and momentum.
Knowledge: Excellent knowledge of bid management processes, tools, and best practices.
Education: Bachelor’s degree in Business, Marketing, Communications, or a related field [tailor for sector and specific requirements].
Attributes: Strong attention to detail, ability to work under pressure, and excellent communication and interpersonal skills.

Bid Manager Recruitment - FAQs

Why is it crucial to manage bids effectively? Effective bid management is vital for not only securing contracts but also for assessing the viability of projects and identifying potential challenges and risks. This ensures that a project is feasible and sustainable from the outset.

What responsibilities does a Bid Manager have? A Bid Manager plays a pivotal role in overseeing and coordinating the bid process within an organisation. They are responsible for analysing and assessing the proposals from potential vendors and suppliers, playing a key role in driving the company's growth and revenue.

What are the benefits of employing Bid Manager? Employing a temp Bid Manager is beneficial because they ensure that project objectives are achieved on time, within the allocated budget, and to the required quality standards. Their expertise includes an understanding of project goals, managing stakeholder relationships, risk mitigation, strategic allocation of resources, bid writing, procurement and often commercials.

How do Bid Managers differ from project managers? The primary differences between Bid Managers and project managers lie in their focus areas such as time, budget, and resource management. Bid managers handle multiple aspects of the bidding process and may take on various roles, especially in scenarios where there is no dedicated Capture Manager, effectively managing the bid as a project in itself.

What is the difference between a Bid Manager and a Freelance Bid Writer? This differs significantly depending on the sector and company size. Quite often and in healthcare for example, a Bid Writer can still manage the tendering process. However, in construction a Bid Manager will often be expected to manage commercials/ pricing, as well as bid writing. For many, a freelance Bid Writer will work with a more senior Bid Manager who runs the process, with the Bid Writer focussing on 'drafting' quality responses. This is why it is important to fully understand your requirement and how they will fit into your team, to ensure you can find, or we can find you the right candidate.