How to create a proposal toolbox
Also known as a bid library or a content library.
A proposal toolbox is a collection of documents about your company, its experience, testimonials, organisation chart, resume and photos of key staff, and so on. These documents are stored centrally and easily accessible by your proposal team. It is used when preparing your winning tender submissions.
The content library should be part of your risk management plan. The contents should be kept up to date to help you win more work. When selling your business, you can place a value on the content library. It will help the new owner prepare tender submissions using examples from the bid library.
The best time to prepare a proposal toolbox is well before you start writing your tender response. Having this toolbox eliminates down time searching for documents in obscure places or worse, trying to remember a project you worked on 10 months ago!
Photo Credit: Louis Hansel @Unsplash
What do you include in a content library?
So let start filling our proposal toolbox with the essentials.
1. Capability Statement
This is a 1-2 page document about your company’s history, accreditation, contact details etc. It is like a flyer but more in-depth and used as an Attachment to your tender submission.
2. Case Studies
They are examples of your company’s past experience (the projects you completed). Having a collection of case studies allows you to quickly select the best examples to match the tender submission and impress the Assessors!
3. Testimonials
Get testimonials from your customers as soon as you complete their project. If the customer is agreeable, you can take before and after pics but sometimes this is not possible. One of my customers worked on a Department of Defence project. Needless to say getting a written testimonial and photos were totally out of the question.
4. Resume of Key Staff
A 1-page long resume for each of your key staff delivering the project.
5. Photographs of Key Staff
Hire a professional photographer to update your photo library annually. Have a mix of photos on-site; at your desk or with pretend customers. Your aim is to look professional.
6. Organisation Chart
This can be prepared ahead of time and updated for each project.
7. Insurance Certificates
Keep your insurance register up to date along with your insurance certificates. Some government tenders require you to submit your insurance certificates as Attachments.
8. Training Register
Keep your training register up to date. Include Workshops, Conferences and any other training (includes on-line training) attended by staff. ie: Safe Food Handling, Senior First Aid; Forklift; Blue Card; Working at Heights etc.
9. Accreditation
Keep a list of your company’s accreditations. Have you got ISO accreditation? If you are a builder, the level you are pre-qualified to; Google accreditation etc. Use them peppered within your tender response.
10. Industry Awards
Keep a list of industry awards won by your company and staff members. This includes Awards from the Chamber of Commerce and Industry, or your industry such as Civil Contractors Federation, as well as community awards.
Depending on your industry and customer, you might need:
Police Clearance for staff involved in project delivery
Working with Children Check – for staff delivering the project
Sponsorship
Businesses often sponsor industry and community events. Keep a list of the community groups and industry associations you sponsor. You can include this information your tender submissions under the heading ‘community benefits’.
Model Answers
There is nothing wrong with having a collection of model answers in your bid toolbox.
Previous executive summaries - It's handy to have a collection of these so you can cut and paste bits and pieces; but make sure it is customised.
Western Australian Industry Participation Plans (WAIPP) - If you are applying for Western Australian Government contracts you will need to prepare the WAIPS section. Once prepared, it can be reused for up to 6 to 12 months with minor amendments.
Good luck setting-up your bid toolbox.
If you need help setting up your bid tool box we can help.
Contact our office on M: 0437 135 155 E: priscilla@claytonconsultingwa.com.au
See what our clients say about us:
Thank you Priscilla for the amazing assistance you provided us on the waips docs. The document was so much more than I expected. This just goes to show your depth of knowledge and experience in the industry. I would recommend you any time any day. Very professional and efficient. Thanks again Priscilla
Darren Brockman, Boodjera Construct