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The very real risk of global supply chain disruption has revealed the hidden costs of single-source suppliers and manufacturing centre dependencies. As procurement departments quickly shift to de-risk their supply chains with multi-level and regional sourcing, those responsible for business development and contract bidding along the supply chain need to be much more agile in how they plan, manage and respond to market opportunities
In these unprecedented times, supply chain management is critical to the sustainability of companies, communities and the economy – from how and where materials and goods are sourced, to who we choose to work with to manufacture, monitor, move and store raw materials and goods from point of origin to purchase and delivery.
Bidhive helped an Australian retailer to build a high performance bid team and best practice bid process to support the pursuit of supply contract opportunities as part of the company’s expansion into B2B and B2G segments.
“Bidhive has given us visibility of remote team activity as well as increased our quality and bid compliance”.
Procurement & Contracts Manager
Ageing infrastructure, population growth and the demand for smart, connected systems has maintained the consistent demand for new project bidding across the globe. As a key driver for economic growth and job creation, a company or consortia’s bidding process, and how their bid strategy is conceived and developed, has now been recognised as a crucial element of future project success.
Collaborative contracting through joint working, team integration, risk allocation and problem solving have become effective methods for managing the relationships between contractors, owners, suppliers and subcontractors. Now this successful model is being adopted during the bidding process, with resource integration and improved communication being enabled by digital practices and methods that facilitate enhanced knowledge and information exchange.
To help them with their growing pipeline of prime and subcontractor opportunities, the Daracon Group, a collective of integrated civil contractor businesses, turned to Bidhive after looking for a solution to replace their bid management legacy database and content management system.
Pre-Bidhive, Daracon Group was an organisation which grew organically, with a multitude of business silos that all that ”their way” of handling pre-contract practices across multiple locations. With multiple divisional managers involved in the pre-contracts stage, there was no single source of truth in the business for the executive group to gain a whole-of-business view of each business silo and how their bid/quoting process was being run, their successes or where improvements could be made.
Bidhive worked with Daracon Group to set up their ‘hive’ of business lines so that they could manage and track every opportunity from bid registration to contract award. In using Bidhive the team has visibility of key dates, milestones and responsibilities, including the win/loss outcome. The executive team can now – at the click of a button – see each tender opportunity the business is participating in, who approved it via the Bid/No Bid tool, all the way down to which estimating team is allocated to it. Daracon Group has also set up a content library to capture corporate and project information that can be quickly searched for, and utilised, for new bids.
Using the bid tracker, the management teams can view the total combined capacity of each estimator across all opportunities to which they are allocated; who is coming off projects and are able to take on additional workload; and can justify more wholly the need for more work/life balance in their teams.
By leveraging Bidhive’s closed loop cycle, the company is utilising lessons learned to inform their bid/no bid decisions, and they have recently developed their own bid/no bid decision criteria using Bidhive’s customised bid/no bid tool.
“We chose Bidhive for its bid process framework and ability to track and manage the many and varying returnable schedules typically requested in government and private construction bids. We were onboarded quickly as it’s very intuitive and simple to use. If you have a browser and are familiar with Word, you can use Bidhive. We now have the platform being used by both commercial and estimating staff across several of our Group company divisions”.
Bid Coordinator, Daracon
Around the world defence spending is at an all-time high, providing prime and sub-contractors with enormous opportunity to collaborate on pipeline projects for the delivery of technical, commercial, engineering, safety and related services. Defence procurement though, has specific legislative and strict policy compliance requirements around the sharing of information. While Defence solutions have delivered ground-breaking innovations, the workplace is only at the beginning of their transformation journey to cloud hosting and digital bid management tools
Bidhive is working with a number of Defence contractors to help them adopt digital best practice bid processes that allow collaboration using secure information tools. Since AWS became an approved Cloud provider for the processing, storage and transmission of US and Australian Departments of Defence data, a growing number of Defence organisations are migrating to the cloud to improve their level of security assurance and to reduce operational risk.
But when it comes to guarding sensitive bid documentation that delivers competitive and commercial advantage, many Defence contractors want to know that their information is safeguarded from getting into the wrong hands.
To support Defence organisations in modernising their bid practices from spreadsheet to a dynamic cloud solution, Bidhive is working with integrated work solutions such as Sharepoint to join content with Bidhive’s opportunity tracking, bid management and advanced analytics data flow. The combined functionality delivers an all-round solution that supports Defence bidding organisation modernisation while enabling them scale up to support international and joint bidding efforts with ease.
“Bidhive’s AWS security environment has been accredited and assessed for compliance and security, giving us confidence to safely operate our workloads in the cloud. Our teams are working more efficiently and able to collaborate and get critical information to the right people faster.”
Bid Manager, Defence industries
The banking, finance, insurance and energy industries are fiercely competitive, highly regulated, and heavily scrutinised. The smallest supply risk or compliance breach can negatively impact profitability and reputation. These sectors have mature procurement functions where priorities have shifted beyond price to agility, innovation, corporate social responsibility (CSR) and risk management
For a market-leading insurance company, searching for a solution to keep bidding information in one place was only one part of a broader requirement. Bidhive was selected not just for its bid library, but for team allocation, and monitoring of the bid pipeline to give the organisation a 360-degree view into bidding activity. Bidhive also supported the company with a change management strategy to bring new users on board for a planned nationwide rollout.
With new features continually being released, the organisation is now able to capture strategic insights and market knowledge and disseminate it across the business while following a best practice process to ensure compliance.
“We have a large and decentralised bidding team located across offices and geographies that bring in key contracts for the company. As a strategic function bidding is a business risk that needs proactive management to ensure we aren’t overly reliant on key people and memory. Bidhive provides a single platform and end-to-end visibility into what every business line is bidding for, and where everything is at from start to finish”.
Global Insurance brand
The Healthcare and Life Science sector is a vital contributor to the health and wellbeing of citizens around the world. New service designs and delivery models that involve consumers, citizens and community-led responses are playing an important role in addressing and contributing to effective responses that improve people’s lives. As bidding organisations adapt to the new responsibility of executing on government policy, they need to develop new capabilities, and more sophisticated core functions and systems to better deal with the complexities and variabilities that come with shifting policy, commercial, health and demographic issues.
Bidhive has welcomed an NHS Foundation Trust and one of the UK’s largest providers of physical and mental health, learning disability and social care services, supporting the central region of England’s population of 1.5 million people. Under the Health and Social Care Act the NHS Foundation competes through open tender to win work from Commissioning authorities.
The Trust was seeking a bidding solution that could support the commercial and strategic activity of the organisation across its many business development pursuits including bidding, funding opportunities and the development of new business including joint ventures, special purpose vehicles and public private partnerships.
Bidhive was assessed as providing the most suitable solution to capture the Trust’s collective knowledge while the platform’s process framework would help the bid team, comprised of bid experts and contributing clinical practitioners, take a more coordinated robust approach to competitive bidding.
“Bidhive has given the Trust an easy-to-use platform to collaboratively plan our opportunity pipeline for growth through new tenders, along with the governance we need for monitoring by our Business Development & Investment Sub-Committee”.
NHS Foundation Trust
Acacium Group (formerly the ICS Group) is the UK’s largest healthcare solutions partner and a global organisation offering staffing, managed services and innovative delivery models to health and social care systems and the global life sciences industry. Acacium Group is also one of the main providers of clinical workforces to the NHS in the UK. Acacium Group has grown its market position through both M&A and the successful management of bid and contract functions covering all group businesses globally, with an overall success rate of over 80%.
To support the organisation’s increasing bidding activity, Acacium Group looked for a digital solution that could scale across its internationally diverse group of health social care staffing and service companies, while centralising content, workflow, team communication and strategic insights.
Bidhive was chosen to replace the organisation’s manual spreadsheet system with an efficient, information management tool that in one click, visually tracks, analyses and displays key business line information and multiple data points enabling them to monitor the status of any bid as well as giving oversight of the entire bid pipeline and the overall financial contribution of the bid function to the Acacium Group business.
Among its many high profile contracts secured since using Bidhive are the multiple Coronavirus support services for the NHS and private businesses to help hem reopen safely, from supporting the NHS with workforce support services to allow them to get back to treating patients quickly, effectively and safely, to the provision of antibody and symptom testing for employees as well as playing a key role in mobilising the UK response to vaccination roll-out.
The scalability and stability of Bidhive has enabled Acacium Group to maintain continuity of their work winning activity as well as bring new portfolio companies onto the platform as a result of their M&A activity, giving them top down visibility of bidding activity and contract data in a single dashboard, all in the midst of a global pandemic.
“The Acacium Group of companies is a complex organisation with 23 clinical health and life science brands. Bidhive has alleviated manual reporting by giving us complete visibility of our bid pipeline across all of our global operations.”
Head of Bids & Contracts
The commissioning and outsourcing of essential and non-core activities to private companies that were once delivered by government needs to be able to withstand public scrutiny and audit – including how they were procured.
Bidding to win and deliver a critical public service contract has become core business for many private sector enterprises as a way to help break down policy silos and join up social services. But as citizens now demand greater transparency and accountability from employment, health, transport, justice and mental health services providers, they also need to be prepared for changes that are occurring as a result of widespread procurement reform and the publishing of open contracting data.
Bidhive worked with a Queensland regional aged care provider that had a business development strategy to pursue growth through the competitive bidding process for its home and social support services that help older people and those living with disability be connected and independent.
As a community provider, the provider was aware that the process to secure additional funding would require written evidence of its accreditation and business model of bringing together different people, governance processes, and network of providers to deliver services across its community. The provider identified that it needed a system to manage content and to coordinate the bidding process within its organisation.
The organisation engaged a consultant to establish an organisational-wide content library to provide staff with a single source of truth to manage opportunities as they arise. As the organisation grows, the Bidhive platform will help them manage multiple bids with workflow and collaboration tools as well as the ability to capture debrief feedback to make ongoing improvements to their process, submission quality and program delivery.
“Before Bidhive we responded to tender and funding opportunities and managed our content in a largely ad-hoc way. Bidhive has given us an efficient, best practice system that puts strategy and evidence at the core of our organisation’s business development approach. Plus, it has the flexibility to include other service providers if we need to involve them.”
External bid consultant
The workplace has fundamentally changed, and by 2030 a significant number will be professionals, mostly in business services, health, education or engineering, and the outsourcing operating model will be very different.
As companies strive to optimise their workforces, industries are looking at ‘talent forward’ strategies to achieve a balance between skills needed and skills held. The outsourcing of workforce management services is not only bringing efficiency and diversity to an organisation; but fundamentally changing by putting customer experience at the centre through technology-enabled, agile, cross-functional ways of working and re-engineered systems that support continuous improvement.
Many factors are coming into play to acquire top talent, including the ability to be innovative, adapting to new ways of working, and responding to the shifting change in job preferences from roles to projects. To help companies adapt with an agile workforce, recruiters and project managers must now be known for their ability to quickly source and supply workforces in line with customers’ industry and sector specialisations, and seasonal demands.
With international travel restrictions and growing demand on contingent and outsourced workforces, Bidhive supported Australia’s largest recruitment Group to transition their excel spreadsheet bid process to our digital platform, while they invested internal resources to build their own capability in best practice.
The Group looked to Bidhive to help them meet their procurement and HR goals by capturing information on market opportunities and bid pipeline, contract commitments (bids won), and to capture performance and track record and other baseline content across multiple business and sector lines. In using Bidhive, the Group has full visibility of its pipeline across each of its business lines and sector specialisations.
“Since implementation of Bidhive the management of our bidding activity is far more efficient, and delivers a greater level of visibility into the bid pipeline as well as won projects and where they are now being delivered across the country.
National Bid Manager