Embedded Bid Management for $600M Defence Infrastructure Contract
When a Tier-One construction firm set out to win one of the most significant Defence infrastructure contracts in recent years, they knew the stakes were too high to go it alone. They engaged ProposalPro to provide intensive, embedded bid support for every word, process, and plan aligned with the Department of Defence’s exacting standards.
The Opportunity
Our client was pursuing a multi-million-dollar Tender under the Australian Government’s Major Capital Facilities Program: a complex, ASDEFCON-based submission demanding:
- Detailed methodology articulation
- Strict compliance with Commonwealth Procurement Rules, DIDs and Defence protocols
- Seamless coordination between engineering, design, and delivery teams.
This was not just a bid. It was a national infrastructure commitment and one of the largest Tenders our client had undertaken in five years.
The Solution: Embedded, Onsite Bid Leadership
Recognising the scale, complexity, and timeline pressures, ProposalPro appointed two Senior Bid Managers full-time to the client’s ‘Tender war room’ for the full 8-week submission lifecycle.
Our mandate
- Coordinate over 36 subject matter experts across Australia
- Manage a high-stakes bid environment with no margin for error
- Provide real-time strategy, structure, and oversight throughout the response process
Why onsite support was critical
Being physically embedded within the bid team enabled:
- Real-time collaboration with subject matter experts, estimators, design managers, and executive sponsors
- Faster decision-making and fewer communication bottlenecks
- Ability to maintain momentum during intensive review and writing cycles
We acted not as external consultants but as an extension of the client’s internal team.
What We Delivered
ProposalPro designed and delivered a fully structured bid program, including:
- A detailed bid plan aligned to ASDEFCON requirements
- Version control protocols and compliance tracking tools
- Content planning templates and a schedule of responsibilities
We led the workshops, drafting and refinement of core submission components:
- Delivery methodology and risk management plans
- Safety, quality, and environmental narratives
- Indigenous participation and local industry engagement strategies
- Executive summary and value proposition messaging
Every section was crafted with Defence’s procurement values in mind for assurance, accountability, partnership, and long-term value. We didn’t just write, we orchestrated. From initial content capture through to the final edit, every response was meticulously aligned to the Evaluation Criteria and Defence formatting protocols.
The Outcome
At the time of writing, the evaluation process is ongoing. However, our client submitted:
- A compliant, high-quality, and strategically positioned proposal
- On time, under pressure, and at a standard that reflects their tier-one standing
Client Testimonial:
“ProposalPro’s onsite presence was a game changer. They gave us the structure, capacity, and clarity we needed to put forward a winning proposal. Their ability to integrate seamlessly with our team under pressure was outstanding.”
– Proposal Manager WA, Defence Infrastructure Contractor
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