M A Purdy On-Line - Bid Tip 21

A sales pitch tender presentation outside of the tender cycle is an entirely different undertaking and consequently out of scope for this tip document.

Government Agency Guidelines

There is series of universal principles that guide the tender presentation process which include:

Stating the intention to invite short listed suppliers to present in the RFT specification, including the number of supplier personnel permitted to attend the presentation

Detailing the tender presentation format and/or flow including whether or not a Q&A component is included in the session

Suppliers should be asked to provide the names and roles of all personnel attending the presentation

Setting a realistic presentation time limit which should not force suppliers to rush their presentations

Predefining who will chair the presentation and which departmental personnel will be required to attend

If Q&A is included the tender manager must first clear all questions and pre-allocate them to appropriate personnel

Personnel classified as ‘Observers Only’ must be formally advised that they are not permitted to comment or ask questions during the session

A presentation evaluation form must be prepared prior to the release of the tender inline with standard equity and probity principles

The session chairperson is directly responsible for ensuring the presentation remains within the stated framework

Presentations should be spaced in a manner that ensures that suppliers do not cross paths when arriving for their presentation. A host should be allocated to escort suppliers into and out of the department’s premises

Under no circumstances should the outcome or impressions of a supplier presentation be discussed in or around the presentation room.

Post Presentation

At the end of the presentation sessions a debriefing should be held with all attendees in the context of the presentation process and not specific supplier presentations

The presentation chairperson and nominated members of the evaluation team should meet with observers to collect and discuss their views and questions

A briefing paper should be prepared for the tender sponsor reporting on the outcome of the presentation process

The evaluation team should meet to specifically discuss the presentations; this process may well generate questions for suppliers.

Advice for Suppliers

Unless a supplier is advised to contrary they show abide by the following guidelines:

Presentations should focus on the specific opportunity under consideration and not other opportunities either current or future
Adhere to the departments stated presentation agenda and time limit
Under no circumstances attempt coral any of the departments personnel for private discussions before during or after the presentation session.
Maintain a friendly but professional demeanour which loosely means leave the jokes and routine social chitchat at the door
If you do not know all of the departmental personnel in attendance at the presentation assume a mix of management business and subject matter experts and present accordingly
Clearly illustrate your value proposition
Remember that introducing new submission material is not permitted
Never under rate the importance of presenting your project plan for ensuring a successful procurement outcome
If a set limit is placed on the number of supplier representatives permitted to attend the presentation sacrifice sales professionals before proposed project team members
Appoint the project team leader or a senior company executive as the principle presenter
If the customer account manager is in attendance limit their role to a very brief welcome and thankyou.
If Q&A is planned ensure you have the necessary personnel on hand to answer questions immediately rather than taking them on notice
Make sure you bring along a copy of all critical working documents if Q&A is planned. In particular make sure you have all relevant financial modelling data close at hand.

Free Form Presentations

If as a supplier you are asked to make a free form presentation then remember content is king. If you require further advice or assistance with managing the presentation process or making a presentation then contact us via phone or email.