Bartlett Bid Management supports Nuclear and Infrastructure MEICA/Civils Contractor (subject to NDA)

The Project:

After agreeing and signing a standard Non-Disclosure Agreement, the documents were made available for BBM to view and download. We applied our bespoke Bid Tracker whilst working through the documentation to build a picture of the project and evaluate the resource required to complete a winning bid. The project comprised complex questions in seven sections relating to:

• Technical,
• Industrial Delivery Capability and Supply Chain,
• Collaboration, Delivery Team and Interfaces,
• Productivity and Innovation,
• Industrial Relations Strategy and Project Environment,
• Health, Safety & Wellbeing; Environment & Quality, and Commercial.

The extent of the project was determined at a requirement of 73,000 words, translating to around 80 days to complete the project. The project deadline meant that further resource would be required to complete this within the given timeframe. This was communicated back to the client who then located two other companies that could share the project. BBM was named Project Lead.

An additional PQQ project was already underway for another large UK nuclear infrastructure site, so when BBM became available to begin the work, we were asked to assist in completing this second project before beginning work on the Minor Civils Framework. This meant less time available, so we joined with the existing team and helped achieve an efficient submission of the PQQ (that subsequently succeeded to ITT stage).

BBM then took over the lead and started on the main tender. A good team work ethic was soon established with the client’s main contact and the rest of the bid team. The project was managed through the client’s Microsoft Teams channel that allowed all participants, including the client’s subject matter experts (SME’s) to be working on individual documents within the shared space. BBM monitored this process and instituted daily online meetings that were then reduced to twice weekly events as the process began to run smoothly.

Establishing excellent relations with the client’s internal project team was key to ensuring the best outcome for the client on a project of this size. The main internal contact organised incoming information and data that the external bid team required.

Applying our bespoke ‘5-Step Bid Management Plan’, BBM managed all incoming data and allocated responses to individual members of the bid team for initial drafts to be completed. We then managed the review process with the SMEs and the client’s main contact. Every individual edit was noted on the project Bid Tracker and highlighted back to the SME for review and then sent for final management approval. This process was continued until final drafts were approved and highlighted on the Bid Tracker as complete.

We also managed the work of three bid writers from two companies, along with our own written submissions, and edited, proofread and copy-edited all responses. This was a complex process with multiple tasks happening simultaneously throughout the duration of the project of over ten weeks.

The Outcome:

The project was completed on time and well before the portal submission deadline at the end of April. In October 2024 it was announced that the client’s bid was successful, and the company had retained its place on the framework. The client announced this winning tender result on LinkedIn and other media.

Benefits:

By employing a collaborative strategy and thorough project planning, the bid team, which included four distinct companies, earned the trust of the client’s senior management team and established a strong relationship among all involved. The comprehensive and effective processes implemented by BBM ensured that a significant and intricate bidding project proceeded seamlessly, with all incoming data and information well-managed, ultimately meeting and surpassing the client’s objectives.