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Bid/No-Bid Analysis

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Also known as: bidding decision matrix, bid decision matrix, bid analysis matrix, bid decision analysis, bid/no-bid decision matrix, bid/no-bid analysis matrix, bidding checklists, bidding analysis matrix, win-loss analysis, bid/no-bid decision analysis matrix, bid vs. no-bid analysis, bid versus no-bid analysis, go/no-go analysis, go no-go decision matrix, go no-go decision matrix criteria, bid/no-bid response decision, bid versus no-bid decision, bid/no-bid process, win/loss evaluation, bid vs. no-bid decision, bid/no-bid considerations, bidding checklist, tender/no-tender analysis, bidding decision analysis, bid/no-bid evaluation, bid/no-bid decision analysis, tender/no-tender decision analysis, bid/no-bid decision checklist, bid/no-bid evaluation report, win/loss analysis, bid/no-bid procedure, bid/no-bid criteria, go no go decision analysis, bid/no-bid analysis flowchart, bid vs. no bid, no-bid decision checklist, bid/no-bid worksheet, bid matrix, win/loss decision analysis, bidding matrix, bid/no-bid analysis, bid/no-bid decision, or bid/no-bid matrix.

What is a Bid/No-Bid Analysis?

Bid/No-Bid Analysis Definition

The bid/no-bid analysis is the assessment, whether quantitative, qualitative, or both, of risks inherent to the choice of whether submitting or not submitting an offer upon receipt of an invitation to do so.

Also known as: bid decision analysis, bidding decision analysis, bidding choice analysis matrix, bid choice analysis, bid/no-bid decision analysis, bid/no-bid analysis, tender/no-tender analysis, bidding decision, bidding analysis, bid/no-bid analysis method, bid/no-bid process, go no-go decision analysis, bid/no-bid choice analysis, bid/no-bid analysis process, bid vs. no-bid decision, or bid/no-bid decision.

To Bid or Not To Bid?

That is the question.

The definition of chance is to be ready when an opportunity happens
--Miyamoto Musashi,
The Five Rings

There is a common saying that states that there is no problem, however complex it may be, that can't be solved by a lack of decision. It's true, but only when it applies to Politics. In our case, there's no place for "I don't know". Whatever option you choose, you have to live with it, and acknowledge the consequences by taking the appropriate actions.

Furthermore, the fastest, and easiest way to increase your ratio of winning proposals or bids is not to bid or send a proposal when your chances of winning are null, very low, or below the bid threshold you have priory fixed. Indeed, the last thing you want to do is to drain resources from your daily, costly business operations merely for the sake of bidding. So, do your homework.

You will perform a so-called bid/no-bid analysis, decide whether to bid, that is. If you decide to submit a bid, you will send a letter of intent to express you intention to bid. If, at the contrary, for any of the specific reasons described in upcoming sections, you find this opportunity not so appealing that you decided not to bid, you are highly encouraged to send the requesting organization a no-bid letter. Remember, they invited you to submit an offer because they thought you were worth it. So keep your chances to do business with them in the future optimal.

Communication is a key factor in any successful procurement system. So your response to a Request for Proposals (RFP), Invitations for Bids (IFB) or Invitation to Bid (ITB), whether positive or negative, is not only appreciated but almost mandatory should you want to be involved in future opportunities. Indeed, if you don't want to play the game by the rules, they are people who will make sure you can't play next time.

Bid/No-Bid Analysis

The bid/no-bid analysis takes the form of a bid/no-bid checklist, which could be later transformed into a bid/no-bid decision matrix.

Bid/No-Bid Checklist

The bid/no-bid checklist is the list of questions, as shown below in a non-exhaustive manner, you should ask to yourself to gauge benefits over risks, whether bidding or restraining yourself.

  1. Project budget
  2. Project timeframe
  3. Resources for proposal/bid
  4. Investment needed
  5. Return on Investment (ROI)
  6. Technical expertise
  7. Management expertise
  8. Differentiators from competitors
  9. Information gathering vs. real project
  10. Political considerations
  11. Previous relationship
  12. Project already funded

The Bid/No-Bid Checklist is also known as: bidding decision checklist, bid decision checklist, bid choice analysis checklist, bid analysis checklist, bid/no-bid decision checklist, bidding checklist, bid/no-bid analysis checklist, bid/no-bid choice analysis checklist, bid/no-bid process checklist, tender/no-tender checklist, bidding analysis checklist, bid/no-bid decision analysis checklist, bid checklist, bidding checklist, or bid/no-bid checklist.

Bid/No-Bid Analysis Matrix

The Bid/No-Bid Analysis Matrix is a derivate version of the concept of decision matrix.

Leveraging the work done for creating the bid/no-bid checklist described above, the bid/no-bid analysis matrix lists on one axis BID and NO BID as the two options or alternatives for the decision, and, on the other axis, the different criteria against which each alternative is evaluated and to which a rating is assigned.

A weight could even be assigned to each criterion, and then taken into account when counting the points.

A total score is then computed for each alternative as the summary of all the criteria ratings. Choice whether to bid can now be taken based on the option that appears to be the most appealing.

Example of a Bid/No-Bid Decision Matrix:

   

Alternatives

Criteria

Weights BID NO BID

Project budget realistic 1 2 1
Project timeframe realistic 1 3 0
Resources for proposal/bid 1 3 0
Investment needed 1 1 2
Technical expertise 3 3 0
Management expertise 1 2 1
Differentiators from competitors 1 3 0
Information gathering vs. real project 1 1 2
Political considerations 3 0 3
Previous relationship 3 0 3
Project already funded 2 3 0

Scores

18

30 24

But. There is a but. The decision matrix gives you only an indication. You still have to base your decision on this indicator, but the decision matrix does not tell you always the truth. Indeed, if we take the example of the bid/no-bid decision matrix above, you may make a mistake considering bidding as the best option. Indeed, it seems to be a heavy political context in this case: there is actually a good relationship between the requester and the incumbent contractor and political connections seem to enter into account in the final verdict. So it should be wise to audit, double-check the conclusion we may infer from the decision matrix to be sure it's the right one. In that particular case, since there are parameters that are totally out of our controls and tend to indicate some favoritism toward the incumbent contractor, it may not be wise not to bid unless you are willing to enter bureaucratic, even legal procedures put in place to ensure an optimal, and fair competition.

The Bid/No-Bid Analysis Matrix is also known as: bidding decision matrix, bid choice matrix, bid decision matrix, bid choice analysis matrix, bid analysis matrix, bid/no-bid decision matrix, bidding matrix, bid/no-bid choice analysis grid, bid/no-bid choice analysis matrix, government bid decision matrix, bid/no-bid choice analysis table, bid/no-bid analysis matrix, bidding analysis matrix, tender/no-tender analysis matrix, bid/no-bid process matrix, proposal decision matrix, tender/no-tender decision matrix, bid/no-bid choice analysis method, bid/no-bid decision analysis matrix, bid matrix, bidding matrix, or bid/no-bid matrix.

Decided To Bid

You made up your mind to submit a bid, so you will send a letter of intent to express you intention to bid. Cross your fingers and wait for the phone to ring, an email message to pop, or a certified mail to be delivered to you personally.

Letter of Intent

Save time. Use your FREE template to create your own letter of intent. Use templates and samples provided in your FREE RFP Toolkit to create your own letter of intent. Usually, to be considered as valid, the letter of intent must be received no later than a date specified in the RFP, ITB, or IFB. Anyhow, it has to be received before the bid/proposal submission timeframe.

Decided Not To Bid

Save time. Use your FREE template to create your own no-bid letter. You finally, for good reasons, deemed this opportunity not so appealing. You have now no other choice but to decline the offer by sending a no-bid letter.

In the purchasing officer's perspective, receiving a no-bid letter fulfills the requirement to promote as much as possible competition. The no-bid letter demonstrates to the contracting officer that, while not interested in bidding for this particular project for specific, and valid reasons specified, you are still interested in future opportunities and want to stay in the prospective bidder list. What a courteous gesture!

Otherwise, repeated failure to bid or send an offer without sufficient justification may lead the prospective provider to be removed from the bidders list. Usually, to be considered as a valid no-bid notice, the response must be received, like proposals or bids, no later than the deadline for proposal submission.

Bid/No-Bid Form

Sometimes, the RFP sent by the requester provides the prospective provider with a submission form with a section dedicated to non-bidding suppliers in which a box "no bid" has to be checked and an explanation be specified. While you are merely required to send the form with the NO BID box checked, you still need to substantiate the reasons that led to your abstinence, which is the trickiest part. To succeed, you should better learn how to sharpen your pencil, know what to put in and how to write your no-bid letter.

The Bid/No-Bid Form is also known as: bidding decision form, bid decision form, bid analysis form, bid/no-bid decision form, bid/no-bid analysis form, bidding analysis form, go/no-go decision form, go no-go decision form, go/no-go decision criteria, go/no-go decision checklist, tender/no-tender form, bidding form, bid/no-bid decision analysis form, tender/no-tender analysis form, bid choice analysis form, bid/no-bid process form, bid form, bidding form, or bid/no-bid form.

No-Bid Letter

Save time.
Use your FREE template to create your own no-bid letter.
Use templates and samples provided in your FREE RFP Toolkit to create your own no-bid letter. Usually, to be considered as valid, the no-bid letter must be received no later than the date specified in the RFP, ITB, or IFB for submitting your bid or proposal.

How to Write Your No-Bid Letter

Zen and the Art of Saying No

Stay Zen, don't slam the door at future opportunities. Instead, do it professionally: quietly, and with a "I'll bid next time" smile. Indeed, you want to leave that same door wide open for future business.

In the case you don't really want to do business with the requester because of a redhibitory reason (they are not financial stable, so you don't want to jeopardize your own viability), you probably don't want to and shouldn't say it to them. At the same time, the last thing you want to tell is that you are not, honestly, capable of doing the job because the only knowledgeable person left your organization for, we used to say, personal reasons. Your best option is to go with the business fit of your product or services with the requirements as they are expressed in the invitation document.

Keep the door open

"I've already told you not to put your elbows on the table."
-- Your Mom.
Basic table manners say that it's not acceptable to put your elbows on the table when you're actually eating. But, unlike what people usually think, good table manners say that it's not acceptable although you're not actually eating.

So gather your forces, sharpen your mind. Do whatever it takes to be irreproachable, and keep your shirt immaculate while leaving the table. Your Mom will be proud of you, won't she.

Do your homework

Let's take a look at the 2 following sentences:

  1. "We do not want to submit a bid for the following reasons"; and
  2. "We have identified the reasons hampering us from considering a proposal submission appropriate as follows"

Should you be able to see, I should probably say feel, the difference between the aforementioned sentences, you would be able to write a tactful, effective, and positive no-bid letter in your own explaining all the reasons why you won't submit a proposition without the unconscious, negative impact of using a sequence of negative forms.

Indeed, the second sentence, unlike the first, doesn't use a negative form. Instead, a verb expressing a negative idea but in an affirmative manner, "hampering", is coupled with a positive adjective, "appropriate". Even better, instead of being negative and passive, it could be seen, or felt, as positive, active, and even proactive.

To wrap up, you have to say it almost with flowers. But what to say? To succeed, or, preferably, not to fail, you have to provide reasons that should better be valid.

Explaining Valid Reasons for No-Bid

Be very specific regarding these reasons. Not only state the reasons why no bid/proposal will be submitted, but, above all, substantiate them carefully and thoroughly.

The best professional and successful approach is to go straight to the point, in a clear, sweet, positive, even proactive, but always-tactful manner. Documenting the reasons why you decided to go with a "no bid" is far more difficult than merely deciding or feeling to do so. Spend the time needed to honestly, and properly communicate the reasons. The more specific, exhaustive, valid, and honest the reasons for not submitting a bid or proposal are, the better are your chances to:

  1. be still considered as a valid provider;
  2. not be removed from the bidders list;
  3. get back more easily to your contact should a new opportunity occur;
  4. be remembered as a professional, knowledgeable, dependable, courteous, and honest prospective provider; and
  5. above all, win the new contract, eventually.

Example of valid reasons for no bid

Valid, thus acceptable reasons not to bid ensure your organization to stay on the Bidders list for future opportunities. It's a common sense, but to be considered acceptable, reasons have to be valid. Here are examples of valid reasons for not bidding or proposing:

Don't take them for granted. Indeed, you have to customize them in order to render them valid in your always-particular context.

We've just seen how and what to say. But how to put it in writing? To succeed, or, again, not to fail, you have to lay down your thoughts in a valid format. Here comes the no-bid letter template.

No-Bid Letter Template, Sample, How to write, and Tips

To create your own no-bid letter, use the templates and samples provided in your FREE Request for Proposal Letters Toolkit.

You will also find in your FREE RFP Toolkit, amongst others, templates and samples of RFP letters, including:

Bid/No-Bid Analysis and Decision Top Books

  1. Persuasive Business Proposals, by Tom Sant Persuasive Business Proposals
    by Tom Sant
    224 pages
    ISBN: 0814471536

    Book description:
    In a business climate marked by increased competition, tight budgets and stiffer regulations, your prospective clients are more intent than ever on making smart vendor evaluation and choices. Before they'll give you that contract, you've got to prove to them that your firm represents their best, or only option.

    Detailed book description

    This new edition of Persuasive Business Proposals is the key to presenting your firm's strategic value to any potential client. Tom Sant's frank and practical approach has already helped thousands of firms make sure that the quality of their proposals reflects well on the work they provide. In this second edition you'll find new strategies for enhancing results by making proposal writing a core business function - not simply an offshoot of someone's 'real' job. You'll also learn how to align your solutions directly with the customer's business needs and objectives.

    This crucial B2B tool includes dozens of fully updated techniques that will help you:

    • Develop, write, and deliver an individually tailored, client-focused message every time
    • Establish your credibility through convincing, concrete evidence
    • Structure letters and formal proposals you write to present a Winning Value Proposition that presents your firm as the ideal solution to clients' needs
    • Follow up your submission, analyze the client's choice, and incorporate lessons learned to take better advantage of future opportunities
    Persuasive Business Proposals also gives you valuable tools for maximizing the clarity of your writing, editing your proposal for optimal impact, and avoiding the six traps that can undermine even the strongest proposals -for example relying on clichés and hype instead of highlighting your core strengths and track record.

    Read more about
    :Persuasive Business Proposals
     
  2. The Consultant's Guide to Proposal Writing: How to Satisfy Your Clients and Double Your Income, by Herman Holtz The Consultant's Guide to Proposal Writing: How to Satisfy Your Clients and Double Your Income
    by Herman Holtz
    320 pages
    ISBN: 0471249173

    Book description:
    When clients make the choice to hire you, they are putting more than money on the line. They are also putting their company's future and its reputation in your hands. That's why your success depends on your ability to gain prospective clients' complete confidence, not only in the solutions you offer, but in you -your capabilities and character.

    Detailed book description

    In this latest edition of his bestselling guide, Herman Holtz-the "Consultant's Consultant"-shows that the most effective means of doing this is with a strategic, well-written proposal. But that's only part of the picture. He also shows you why and how a winning theme, when correctly used, is an indispensable tool for forging lasting relationships with clients and increasing income.

    The first book devoted exclusively to this critical consulting skill, The Consultant's Guide to Proposal Writing takes you through all of the steps involved in researching, planning, designing, writing, and presenting winning proposals. Drawing upon nearly three decades of experience as a successful consultant to both government and Fortune 500 companies, Herman Holtz shares everything he knows about what clients really want to see in a proposal and how to give it to them. He also provides valuable tips on effective language and design, what information to include and what to leave out, how not to undersell or oversell yourself, and how to generate interest in additional and future services.

    This Third Edition has been thoroughly updated to cover all of the important technological advances that have occurred since the last edition, as well as important new trends in the consulting markets themselves. You'll find a new chapter on how to market yourself in cyberspace via Web sites, e-mail, and other online resources, plus a new section on the latest in desktop publishing technology and how to make the most of it. This edition also features guidance for the growing numbers of consultants specializing in proposal writing, and for professional writers who would like to add proposal writing to the services they offer clients.

    The Consultant's Guide to Proposal Writing, Third Edition gives you everything you need to know to simplify one of the most difficult consulting jobs-winning clients.

    From America's foremost expert on consulting, a complete guide to developing winning proposals

    A winning theme is more than just a statement of proposed consulting services. An effective, well-crafted proposal is a valuable marketing tool that can:

    • Win new clients
    • Generate new business from established ones
    • As much as double your income!
    In this updated Third Edition of America's #1 consultant's guide to proposal writing, Herman Holtz -the "Consultant's Consultant" -tells you everything you need to know to research, design, write, present, and get the most out of winning proposals. He tells you what clients are really looking for in proposals and how to give it to them. And he shows you how to:
    • Get the most out of the latest desktop publishing technology
    • Market yourself via the Web, e-mail, and other online vehicles
    • Find and tap key online research sources
    • Discover the keys to creativity when you write
    • Avoid common errors in proposals you write
    • Safeguard your proposal against piracy
    • Solve the problem of page-limited proposals
    • Develop cost, technical, presentation, and competitor strategies
    • Write and sell to the government
    • Make the bid vs. no-bid analysis and decision, decide when to write
    Read more about: The Consultant's Guide to Proposal Writing
     
  3. Handbook For Writing Proposals
    by L. Sue Baugh, Robert J. Hamper
    224 pages
    ISBN: 0844232742

    Book description:
    In this easy-to-use, concise, and thorough handbook, two veteran business professionals guide you through the entire proposal-writing process, from the initial contact through completion and follow-up.

    Detailed book description

    You'll benefit from the authors' expertise and insight on:

    • Which jobs to target-and which to pass up
    • Setting up a strong proposal team
    • Evaluating potential projects
    • Preparing schedules and identifying tasks
    • Writing and producing a first-rate proposal
    • Delivering a show-stopping client presentation
    In their unique nine-step proposal-writing process, the authors demonstrate how even a first-time proposal writer can create a winning proposal. Throughout the book, you'll follow a case study of a proposal-writing team in action, and chapter checklists, summaries, and samples will keep you on time, on track, and on budget. If you want to profit from every proposal you write, the Handbook for Writing Proposals will show you how. In nine easy steps, you can produce and deliver professional, polished, and profitable proposals every time.

     Read more about: Handbook For Writing Proposals
     

 

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