Late on Wednesday morning, our team was approached by the client with a request for a comprehensive bid response to a multi-site supply and installation bid of LED lighting for a Blue Light Emergency service public sector organisation. Despite the last-minute nature of the request, the project required detailed responses covering three main areas and several subcategories, each critical to securing the contract. The three primary responses totalling 6,000 words covering following topics:

Contractors’ proposal

• project delivery, approach and methodology
• site logistics
• health and safety
• client team communication and collaboration
• procurement and management of supply chain
• Risk management
• Commissioning and handover
• Capability
• Experience
• Resources
• Use of SMEs
• Waste disposal management
• Noise management
• Hazardous and COSHH material management
• Skills and training opportunities
• Life cycle carbon emissions
• Product lifecycle

To deliver high-quality content efficiently within the tight timeline and starting from scratch with no prior responses, we utilised Bid Bot’s content automation tool in conjunction with a generative AI content platform to streamline the bid writing process. This approach allowed us to create and refine each response quickly, ensuring alignment with key bid requirements.

Wednesday Morning: We received the initial bid documents, assessed the scope, and began drafting responses by midday.

Foundation Building with Bid Bot Content Automation: Using Bid Bot, we established the foundation of each response through instructing the tool on the question and customer requirements. From this, we generated core content components focused on key bid requirements such as team roles, tools, standards, accreditations, delivery approaches, and service to be delivered.

Structured Methodology Development with Generative AI: Building on Bid Bot’s initial automated content, we used additional generative AI to develop content a structured methodology content approach. This enabled us to build on the basic content with a well-organised methodology that reflected the client’s requirements.

Continuous Improvement via Bid Bot Suggestions: On Friday morning, final refinements were guided by Bid Bot’s scoring insights, ensuring all sections achieved optimal scoring based on Bid Bot’s metrics. This added layer of platform-driven analysis helped ensure the bid met high standards before final submission.

Thursday Evening: We shared all draft responses with the client’s internal team for review. Their immediate feedback was invaluable, and with no comments for further adjustments, we seamlessly moved into refining the content.

With limited time remaining, we focused Friday morning on fine-tuning the project methodology with additional insights from Bid Bot’s scoring and suggestion tool – improving the overall score.

The bid showcased a strong understanding of complex site conditions, continuity of experienced personnel, and a thorough project methodology, positioning the client favourably for the next bid evaluation stage; and completed all within two days.

Upon receiving the bid results, we will use the Bid Bots platform to analyse response scores and gather detailed feedback in combination with the client’s feedback. This insight will allow us to adjust and enhance the client’s profile for future bids for blue light service submissions, embedding lessons learned and buyers specific feedback for upcoming opportunities. Leveraging this data-driven approach ensures that our client’s responses continually improve in quality and relevance, setting the business up for increased success.

On the next bid, we will be allowing our client free access to the platform to review the bid responses we provide. They will be able to review the scores and suggestions through their personas e.g. Sales Director and Project manager / the overall responses analysis to review the suggestions and offer us feedback from their perspective of how to improve the responses – bridging the gap between subject matter experts and bid leads.