BBC evaluations: Lessons Learnt

Photo Credit: Alexander Svensson

As Wilson Jane nears completion of its project with the BBC where we provided independent evaluation of bid responses to select a partner to deliver Integrated Facilities Management (IFM) services, founder and project lead Tracy Wilson reflects on a year spent supporting one of the country’s most trusted organisations.

As a consultant working closely with the BBC’s team to provide impartial and independent evaluation of bidder responses and to support the selection of a partner, I had the opportunity to witness first-hand the complexity and strategic thinking that goes into a project of this scale.

It’s not just about finding the right supplier; it’s about laying the foundation for a long-term, successful partnership that will drive operational efficiency, across one of the UK’s most iconic estates.

What struck me throughout the project was the effort that had been put in to engagement with potential bidders, crafting of pertinent questions and the overall quality of responses. However we did see some avoidable mistakes, common amongst companies, these can often be the difference between success and failure.

In bringing Wilson Jane into the project at the outset of the tender process, we were able to collaborate closely with the BBC’s management team to identify what was important to the BBC.

Key lessons learnt from evaluations were:

1.      Consider the  whole question guidance, considering how you can structure a response that will address each aspect clearly and concisely.

2.      Consider the evaluation weightings and ensure focus is appropriate to the weighting for each question.

3.      Do the research, understand THIER strategic priorities and ensure those that you can affect drive your ‘Win Themes’ and wherever possible demonstrate how you will positively impact their priorities.

4.      Don’t over promise – there can be a temptation to  promise the world, especially when there is pressure to win, but don’t fall in to the trap of over promising – they know if what you are proposing is unrealistic and it loses credibility.

5.      Don’t wax lyrical about all the amazing achievements you have delivered across your wider business (unless they specifically ask for case studies or experience). At ITT stage they just want to know what you will do for them, and experience was dealt within at pre-qualification stage!

6.      Don’t waste valuable word count telling them things they didn’t ask, it can be tempting to go into detail of all you are proud of, but again, proposal should be about how you will impact them and their business, not about your business.

7.      Always explain ‘how’ you will deliver a requirement, consider the who, how and why (the benefits it delivers)

8.      Bespoke, bespoke, bespoke, nothing loses the evaluator more than a page of generic text, yes there are elements of FM delivery that will have a generic response, but look at the key questions and tailor to that individual client solution.