Guide
Building a bid team in a small tech firm
Who does what when a 5 to 50 person IT firm bids for public contracts, the roles every bid needs, a realistic timeline, and when to bring in outside help.
Large firms have bid departments. Small firms have whoever is free, which often means nobody. The result is rushed bids written the night before. You don't need a department, but you do need clear roles.
The four roles every bid needs
Bid lead. Owns the process: reads the tender, builds the compliance matrix, sets the timeline, chases contributions, assembles and submits. Often an operations person or founder.
Solution lead. Designs how you'll deliver the work and writes or reviews the method answers. Usually your most senior technical or delivery person.
Pricing lead. Estimates effort, builds the price and checks it against the scoring model. See how to price a government IT tender.
Reviewer. Someone who didn't write the bid scores it against the published criteria. This is the role small firms skip most, and it's one of the most valuable.
In a five-person firm, one founder might be bid lead and pricing lead, and another solution lead, with a trusted outsider as reviewer.
A two-week bid timeline
| Day | What happens |
|---|---|
| 1 | Read the tender, quick bid/no-bid, compliance matrix |
| 2 | Kick-off: win themes, solution outline, owners, questions to ask |
| 3 to 7 | Draft answers, case studies, CVs; send clarification questions |
| 8 | Pricing draft; second bid/no-bid check |
| 9 to 10 | Full draft complete |
| 11 | Independent review against scoring |
| 12 | Fix weak answers, finalize price |
| 13 | Final compliance check and submission checklist |
| 14 | Submit, a day before the deadline |
Protect bid time
Bids lose to client work every time unless you plan for it. Block time in calendars, agree what client work can wait, and limit how many bids you run at once. For most small firms, one major bid at a time is plenty.
When to bring in help
- A freelance bid writer for large bids, to structure and polish, while your team supplies the substance.
- A reviewer with public sector evaluation experience.
- A partner for skills or capacity you lack. See teaming agreements.
Make it easier each time
Build a bid library, keep a bid calendar, and review each bid's result and debrief as a team.
Common questions
Do small companies need a bid manager?
Not a full-time one, but someone must own each bid's process and deadline. Without a bid lead, bids drift.
How many hours does it take to write a government tender?
For a typical IT services RFP, 40 to 120 hours of total effort across the team is common. Small quotes take much less.
Should the founder write the bids?
Founders often write the best evidence, but shouldn't do everything alone. Split the roles and have someone else review.