What is Capture Management in Bidding? Know its Purpose and Importance in Tender Application

 What is Capture management?

Capture management is the process of gathering insight, building connections, developing competitive intelligence and making strategies on how to win a future request for proposal. It is one of the most critical steps in converting new business or re-signing current contracts.

What is the purpose of Capture management in bidding and why it is important?

Capture management in bidding is a plan designed to give your business entity an edge with a buyer or customer. It is a process of making strategies on how to prepare a bid response that gives you an edge over the others.

How does it work?

1. The first step in the capture management is finding the right tender. Capture key information about the buyer, their aim, and requirements. These aspects are then matched with your experience, resources and capabilities to complete the work. Right tenders selected via this process have a much higher chance to win than tenders that are randomly applied for.

Visit for Gem Seller Registration

2. The next stepped followed is the in-depth analysis and study of the market and competitor. This is a very crucial step as it helps you identify the key players in the tender you are aiming for. Tracking the competitors who are most likely to tender for the same contract, their past performance and bids and searching through tender results are the key steps completed in this stage.

3. Developing bid themes and USPs is the last step in the process. After the analysis of the market and the competitors, developing key USPs that should be the highlights of your bid proposal to give you an added-edge over the competition is prepared.

Importance of capture management –

Capture management is a process that is formulated for the purpose that it helps in locating the right opportunity, researching your competition and developing a high-quality bid proposal, enhancing your chances of winning. This process is important for government and public-sector tenders.

Why starting early is important?

Capture management is a lengthy process. Thus it is imperative for you to start early as possible. If you start it late it means there will not be enough time for you to complete the research and use the inputs in your bid proposal.

This is possible when the tender you think is right for your business is located and the bid or no-bid decision is made well on time. You will get an enough time in hand to produce a winning tender response within the submission deadline.

What makes a great capture plan?

A capture plan is aimed to ensure your potential customer is given every opportunity to prefer you over your competitor in advance of proposal being submitted. It is synchronized into an overall business planning.

With good capture management plan you can get-

1. Greater efficiencies in the bid management and development phase

2. More collaborative bid teams with clear and unified objectives

3. Better informed bid/no bid decisions

4. Better developed understanding and rapport with the customer

Capture management for government contracts

Capture planning for government contracts often occurs when the request for proposal opportunity is in its early stages of creation- bids are often unofficially won before the RFP actually comes out. A robust capture strategy is important for identifying the customer’s expected timeline.

Keywords play a key role in the business. By enhancing your visibility and discoverability, you can grow your business at a faster rate and drive good profits. When it comes to request for proposal opportunity, this is also how your business finds the bidding opportunities. However, government procurement offices do not use standardized keyword descriptions, which would make findings request for proposal opportunity that is in sync with your strategies easier. Instead, there are endless databases, portals, and search functions that make sourcing a suitable RFPs a tough task. So, it is very important to choose keywords carefully and deliberately as part of your growing keyword list.

Top benefits of capture management

1. Increase chance of winning request for proposal opportunity on research and connections

2. Shorter proposal timelines enables to assess potential risks

3. Faster sales and develop a more qualified proposal pipeline

4. Minimize proposal writing costs- guide your pricing using competitive insights

Key information to include in your capture plan

1. Customer requirements, expectations and concerns

2. Market analysis and wider economic climate that may influence the availability of request for proposal opportunity

3. Competitive insight and its benefits

4. Primary win themes

5. Strengths, weaknesses, opportunities and threats

6. Gather previous request for proposal documents to help craft responses to common queries.

Summing up

Capture management can reduce proposal writing costs and produce faster sales.