Here's a comprehensive table outlining the bidding procedures step by step, covering key departments like Sales, PMO,

Technical, Finance,
Procurement, and Warehouse, and incorporating lessons learned after project completion:

Main Stages of Responsible

Process Activities Documents Generated
Bidding Department/Person
- Monitor tender portals, government Opportunity Report
1. Opportunity Sales Department / Sales
Identify potential bids websites, and industry networks Bid/No-Bid Decision
Identification Manager
- Pre-qualify opportunities Document
- Assess project scope, profitability,
Sales, PMO, Finance, Technical Feasibility Study
2. Bid/No-Bid Decision Evaluate feasibility resources, and risks
Heads Risk Assessment Report
- Decision meeting
- Draft proposal
Develop bid strategy & PMO (Project Coordinator), Draft Proposal
3. Bid Preparation - Define technical and financial offers
proposal Sales, Technical Bid Strategy Document
- Assign roles and deadlines
- Analyze material, labor, and Cost Estimate Sheet
4. Cost Estimation & Prepare cost analysis and Finance Department / Cost
overhead costs Budget Approval
Budgeting budget Specialist
- Include contingencies Document
- Prepare technical specifications
Ensure technical Technical Department / Engineers Technical Proposal
5. Technical Review - Ensure compliance with bid
compliance & Designers Compliance Checklist
requirements
- Identify key suppliers
6. Procurement Plan for sourcing and Procurement Department / Supplier Quotations
- Gather supplier quotes for materials
Planning supply chain Procurement Manager Procurement Plan
and equipment
- Conduct internal review meeting
7. Internal Review & PMO, Sales, Finance, Technical Final Proposal Document
Finalize and approve bid - Final approval from senior
Approval Heads Approval Sign-off Sheet
management
- Package and submit proposal as per
Sales Department / Sales Submission Confirmation
8. Submission of Bid Submit bid to client client guidelines
Manager Email/Receipt
- Confirm submission
Clarification Responses
9. Post-Submission - Follow up with client for updates
Monitor bid status Sales, PMO Client Communication
Follow-up - Respond to clarifications if needed
Log
 Main Stages of Responsible
Process Activities Documents Generated
Bidding Department/Person
10. Award & Contract Negotiate terms if - Review contract terms Signed Contract
PMO, Legal, Finance
Negotiation awarded - Negotiate adjustments if necessary Contract Review Report
- Handover project documents to the
Transition to PMO (Project Coordinator), Handover Checklist
11. Project Handover implementation team
implementation team Technical, Procurement Kickoff Meeting Minutes
- Conduct kickoff meeting
- Monitor project progress Progress Reports
12. Project Execution Implement the project as PMO, Technical, Finance,
- Ensure budget and timeline Budget Reports
& Monitoring per contract Warehouse
adherence Inventory Logs
- Conduct project review meeting Lessons Learned Report
13. Post-Project Lessons learned and PMO (Data Analyst), All
- Document lessons learned and Post-Project Evaluation
Review performance review Departments Involved
improvements Document
- Archive all project-related
Archived Project Files
14. Archiving & Store documentation for documents
PMO, Sales, Technical Updated Bidding
Record Keeping future reference - Update templates and bidding
Templates
guidelines

Key Points:

1. Lessons Learned: After project completion, the PMO, in collaboration with other departments, should document what worked well and what
didn’t. This helps improve future bidding and project execution processes.
2. Cross-Departmental Collaboration: Bidding is not solely a Sales activity. It requires input from PMO for coordination, Technical for
compliance, Finance for budgeting, Procurement for sourcing, and even Warehouse for logistical planning.
3. Document Management: Each stage generates specific documents critical for traceability, accountability, and future reference.