What is proposal management?

APMP is the global professional association for bid, proposal and capture practitioners, and in the UK the APMP UK chapter provides certification, best practice guidance and networking for those working on contracts for contracting authorities.

To “bid for contract” means a supplier submits an offer in response to a tender notice, outlining how it would fulfil the requirement and at what cost, aiming to win the contract from the contracting authority.

The process a supplier uses to plan, coordinate, and control all activity needed to prepare a compliant, compelling response to a contracting authority’s tender. It covers strategy, content, pricing, reviews, and submission. Private businesses apply the same discipline when bidding for commercial work to improve consistency and win rates.

The technology suppliers use to automate and streamline the process of creating, tracking, and submitting bids for public or private contracts. These tools help suppliers produce accurate, compliant proposals using templates, manage communication with contracting authorities, and coordinate internal reviews. In public procurement, bid management software supports responses to requests such as ITTs, RFPs or RFQs and integrates with wider sales or proposal systems.

The person in a bidding team who leads and coordinates the bid process from opportunity identification to contract award for tenders from a contracting authority or private business. They set strategy, manage risks, organise the team and ensure alignment with requirements.

The internal decision process a private supplier uses to decide whether to pursue or decline a contract opportunity in either the public or private sector. The process weighs strategic fit, capability, competition, cost to bid, and likelihood of winning before committing resources.

The planning of key milestones a supplier follows to meet a contracting authority’s deadlines, from opportunity spotting and capture through writing, review, and submission. Effective bid timing keeps teams organised, prevents last-minute errors, and allows time for approvals. Private businesses use similar scheduling to manage competitive sales proposals.

The professional who prepares the written response to a tender issued by a contracting authority or private business. They research the buyer’s needs, tailor content, ensure compliance and craft persuasive answers.

The strategic process a contracting authority uses, or a supplier uses in a commercial setting, to identify, engage and position for a contract opportunity before the formal procurement begins. It involves market insight, stakeholder mapping, competitor analysis and planning win themes.

A document a contracting authority or private business uses to invite potential suppliers to signal their interest in a future opportunity before the tender process begins. EOIs help buyers test market appetite, understand supplier capability, and decide whether to proceed.

A formal solicitation issued by a contracting authority (or private business) when requirements are clearly defined and the award will be primarily based on price.

An evaluation principle used by contracting authorities in the UK public-sector to award contracts based on the best balance of cost and quality rather than lowest price alone.

A document a contracting authority uses to ask potential suppliers about their suitability (financial, technical, legal) before inviting them to submit detailed bids. The PQQ stage helps shortlist bidders who meet core eligibility and capacity criteria.

In procurement and contract negotiation, it is the process of marking up a draft contract (commonly called a “red-lined” document) to show proposed changes, amendments and edits before final signature, used by contracting authorities and in commercial/private sector negotiations alike.

A tool used by a contracting authority or private business to learn from the market before launching a tender. RFIs gather information about suppliers, products, or trends to shape future procurement and test market capability.

A formal document a contracting authority or private business uses to ask suppliers how they would deliver a solution, including price, method, and timing, when the requirement isn’t fully defined. RFPs invite creative or technical proposals and help buyers compare different approaches for complex or innovative work.

A short procurement document used when the requirement is clear and the main decision factor is price. A contracting authority or private business asks suppliers to quote for specific goods or services, usually standard or low-value items.

A structured approach created by Shipley Associates (via their UK operation) to develop winning proposals. It guides you through strategy, story-boarding, content plan, reviews and submission to improve bid quality and win rate.

The mandatory template version of the Selection Questionnaire that a contracting authority must use under UK public procurement rules for above-threshold procurements. It standardises how supplier suitability is assessed.

A document used by a contracting authority (or private business) to describe in detail what work will be done: deliverables, timeline, responsibilities, and performance criteria.