Bid Manager

Job Locations US-CO-Denver
Job ID
2020-1142
Category
Sales
Type
Permanent Employee

Overview

Vix Technology is a leading provider of integrated software and hardware solutions for transport applications worldwide. Vix’s mission is to provide a better passenger journey for our customers’ riders by enabling seamless and cashless travel and payment options. Vix’s North American Strategic Sales team shapes transit agency thinking and responds to procurement opportunities with targeted proposals featuring Vix Technology and integration partner solutions. These opportunities are generally implemented over multiple years and have budgets in excess of $10M. The Vix Americas Bid Manager is a new position responsible for managing Vix responses to public transit agency procurements. This role will be accountable for all aspects of the bid process to include registering with transit agencies, opportunity tracking, and bid project management. Typical activities include leading bid team calls, tracking all related actions, conducting internal reviews with senior leadership, managing project-related risks and mitigation measures, coordinating subcontractor pricing and content, ensuring timely and compliant bid submissions, maintaining bid file systems, and updating the global bid library.

Responsibilities

Overall Activities

  • Manage the bid qualification process, bid development, and bid submission in conjunction with all key stakeholders. 
  • Ensure adequate rigor, governance and quality of response across the entire bid process.
  • Maintain Vix Americas staffing and company/firm experience and personnel professional biographies and head shots for all Vix Americas staff and global Vix staff who routinely perform work on Vix Americas projects. Create a database of bio/CV content to easily add to bids.
  • Manage bid stakeholders and overcome obstacles as they arise throughout the evaluation and approval processes.
  • Ensure that third party support contracts and commercial frameworks are executed in conjunction with commercial lead as required. 
  • Use Salesforce to capture status updates and progress, to enable better reporting and to ensure one true source of information  
  • Ensure alignment with global process and reporting (including contributing to definition of both)

 

Pre-Bid Activities

  • Register with prospective agencies’ procurement portals to ensure timely receipt of relevant solicitation documents
  • Tracking of upcoming requests for proposal (RFP) and requests for information (RFI), overall  bid resource forecasting, and helping to prioritize prospective opportunities.
  • Support the development and cataloguing of standard bid solution narratives and related visuals, and the creation of custom content as required. Maintain all bid content in the Vix global bid library.
  • Support subcontractor and partner teaming agreements, and the shaping of customer requirements in advance of proposal submission.
  • Assess the resource requirements for pre-qualification and tender activity and to monitor progress of tenders.

 

Bid Activities

  • Create and manage the Vix bid team for active opportunities, and manage the approval process in conjunction with the North American Strategic Sales team.
  • Drive a culture of continuous improvement in bid responses
  • Create and maintain the project folder structure for each opportunity on Vix’s internal Google shared drives to ensure efficient document management and effective team collaboration.
  • Maintain all pre-bid documents, meeting notes and related bid documentation.
  • Schedule and lead a bid team kick-off meeting and all subsequent bid team progress meetings.
  • Manage all bids using a standard bid plan template that includes a schedule, key deliverables, action items, proposal outline, responsibility matrix (RACI diagram), and risk registry.
  • Help define win themes and ensure these are effectively incorporated into the response.
  • Manage bid review, decision and submission timelines.
  • Define all bid workstreams and assign primary and secondary owners to each stream.  
  • Lead bid reviews to ensure a timely, complete and compelling response. Understand and apply bid management best practices 
  • Create and distribute a weekly bid progress memo appropriate to the size of the bid. 
  • Identify and secure the resources who will review narratives and pricing, as well as a team to mock score each section against the solicitation’s evaluation criteria.
  • Manage the bid approval process and ensure timely approvals of internal stakeholders and external teammates are obtained.  
  • Coordinate and get approval for pricing and margins.  

 

Bid Delivery

  • Ensure timely and compliant delivery of all bids.
  • Obtain proof of delivery.

 

Post Bid Activities

  • Add any new bid content created to the bid library, and maintain the bid library on an ongoing basis.
  • Work with the opportunity owner through contract negotiations and achieve a successful handover to delivery team for winning bids and proposals.
  • Maintain archives and control access to bid directories to ensure the information is available for future reference and restricted to personnel who have an on-going need to access the information. 
  • Lead bid debriefs identifying what went well, what didn’t go well, root causes of any issues, and recommendations for improvement.
  • Should Vix not be selected in a bid, participate in a debrief with the customer to fully identify the customer’s selection rationale and key lessons for future Vix bids.  
  • Plan and organise the necessary resources to participate in any post submission activities such as clarifications rounds, BAFO, and negotiations.

Qualifications

Required Skills and Qualifications:

  • Advanced project management skills, including sound judgement to manage competing priorities, work under pressure, and deliver to tight timeframes.
  • Experience working on complex bids with associated operational processes, and project management methodologies.
  • Exceptional attention to detail, with proven ability to manage internal and external stakeholders responsible for content.
  • Excellent communication skills including the ability to produce clear, concise and persuasive written material and presentations to move the team toward a common vision or goal.
  • High emotional intelligence and interpersonal skills; an ability to work with and get the best out of many different types of personalities at different levels of seniority; adaptable, flexible and comfortable with change.
  • Consummate team player with a burning desire to contribute; finds enjoyment in team success; gives and shares credit for success; a fundamentally positive outlook and disposition.
  • Bachelor’s degree or higher.
  • Strong time management and ability to plan and meet deadlines for internal and external stakeholders.

 

Desired Skills and Qualifications:

  • Proven self-starter who can hit the ground running with limited direction.
  • Fast and agile learner; desire to learn, improve and avoid repeating mistakes; strong appetite for feedback.
  • Commercial orientation with an ability to think practically about risk and reward in relation to commercial positions and methodology and successfully advocate these positions through the business

 

Required Knowledge and Experience:

  • 5 or more years of multi-million dollar bid management experience, including business case preparation and senior executive review.
  • Experience driving cross-functional virtual teams or directly managing complex teams.
  • Experience working in a fast moving, complex, environment.
  • Experience managing diverse stakeholders to meet milestones in a project schedule.
  • Demonstrated ability to balance complex commercial, operational, legal and regulatory perspectives.
  • Experience in pricing & margin calculations in complex programs.

 

Desired Knowledge and Experience:

  • Transit or public agency industry knowledge.
  • Experience in bidding large SaaS enterprise opportunities.
  • Payments background or understanding – prepaid or contactless EMV ideally.
  • Experience managing third party suppliers in a large system delivery.
  • Experience working for a global company and demonstrated success managing and working with resources in disparate time zones.
  • Experience working with a systems integrator.
  • Experience with software license and API access agreements.
  • APMP or similar certification.
  • Basic knowledge of local procurement rules and forthcoming legislative changes.

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