Why Most Contractors Don’t Review Failed Bids
Let’s be honest: reviewing failed bids isn’t fun. It’s easier to move on to the next tender than to unpack why the last one didn’t land. But skipping the post mortem is a huge mistake. Without understanding what went wrong, you’ll repeat the same errors—and lose more work.
A post mortem analysis isn’t just for failures. It’s for every bid. Why? Because even winning bids can show you what’s costing extra time or eroding your margins. Done right, post mortems are your roadmap to better bids and better results. But how should you structure one? Let’s break it down.
The Essential Components of a Bid Post Mortem Template
To get the most out of a post mortem, focus on these areas:
1. Bid Strategy Evaluation
-
Questions to ask:
- Did your bid align with the client’s stated priorities?
- Were you too aggressive on pricing or not competitive enough?
- Did your scope clearly address the RFP requirements?
-
Actionable steps:
- Revise your bid strategy to better understand the client’s priorities. This might include dedicating time to study the RFP or conducting pre-bid meetings to clarify requirements.
- Benchmark your pricing against industry standards to ensure competitiveness without compromising margins.
- Use a checklist for RFP requirements during bid preparation to ensure nothing is missed.
Comparing your bid strategy to the winning submission can also reveal opportunities for improvement. For example, if the winning bid offered enhanced warranties or expedited timelines, consider whether you can offer similar incentives in future bids.
2. BOQ Accuracy
-
Questions to ask:
- Were your quantities and rates spot on?
- Did you miss any scope items that could’ve lowered costs or added value?
- How long did it take to prepare the BOQ? Could faster turnaround have made a difference?
-
Actionable steps:
- Implement a system for double-checking quantities and rates before submitting bids.
- Use software tools, like real-time BOQ builders, to eliminate errors and streamline the process.
- Track the time taken for BOQ preparation and identify bottlenecks. If manual workflows are slowing you down, consider automating repetitive tasks.
3. Competitor Analysis
-
Questions to ask:
- Who won the bid? What do you know about their pricing, project execution, or reputation?
- Did they offer better terms, like faster delivery or added guarantees?
-
Actionable steps:
- Maintain a competitor database to track who you’re losing to and why.
- Research industry benchmarks for pricing, guarantees, and extras to understand what clients value.
- If possible, network with industry peers to gain insight into competitors’ strategies or strengths.
4. Client Feedback
-
Questions to ask:
- Did the client provide specific reasons for your loss?
- Was there a mismatch between their expectations and your proposal?
-
Actionable steps:
- Always request feedback after losing a bid. Be polite but direct—ask what could’ve been done differently.
- Pay attention to repeat feedback trends. If multiple clients mention unclear proposals or pricing, it’s time to address these issues in your process.
5. Proposal Quality
-
Questions to ask:
- Was your proposal clear and professional?
- Did your cover letter directly address the client’s needs?
- Were there any errors or inconsistencies?
-
Actionable steps:
- Standardize proposal templates to ensure consistency and professionalism.
- Institute a quality assurance process where someone reviews proposals for errors before submission.
- Make sure your cover letter is tailored to each client’s priorities, rather than using a generic template.
Using Real-Time BOQ Insights for Post Mortems
One of the biggest reasons contractors lose bids is slow, inaccurate BOQ creation. According to BidNext’s blog, outdated workflows delay BOQs and introduce errors. By the time your team completes the take-off, rates, and review process, you’re already behind competitors who can deliver faster proposals.
BidNext’s Enquiry & BOQ Builder solves this problem. It lets field teams build BOQs on-site, line by line, with real-time syncing to the JobNext ERP. No double entry. No waiting until you’re back at the office. Faster, more accurate BOQs mean faster quotes—and better chances of winning.
For post mortems, the same tool helps you pinpoint where BOQs went wrong. Maybe a rate was off, or a scope item was missed entirely. With BidNext, you can review BOQ history directly in the app and flag errors quickly. That’s actionable insight you can take into your next bid.
A Detailed Template for Bid Post Mortem Analysis
Here’s a practical template to evaluate your bids. Customize it based on your process:
| Section | Questions to Answer | Action Items |
|---|---|---|
| Client Fit | Did we fully understand the client’s priorities? | Improve client research methods. |
| BOQ Accuracy | Were quantities, rates, and scope 100% correct? | Use real-time BOQ tools on-site. |
| Proposal Quality | Was the proposal clear, professional, and error-free? | Standardize templates and QA checks. |
| Competitor Analysis | Who won the bid? What made their offer better? | Research competitor strategies. |
| Feedback Analysis | What specific feedback did the client provide? | Address feedback in future bids. |
Common Mistakes to Avoid in Post Mortems
- Skipping Client Feedback: If you don’t ask why you lost, you’ll never improve. Clients often give direct, actionable insights if you ask.
- Ignoring BOQ Errors: Small mistakes in quantities or rates can cost you the bid. Always review BOQs line by line.
- Focusing Only on Losses: Even winning bids can highlight inefficiencies or margin leaks. Review every bid.
- Not Tracking Competitors: Understanding the competition is crucial. If someone keeps beating you, find out why.
FAQ
Q: How often should we conduct post mortems?
A: After every bid—win or lose. This ensures consistent improvement and better insights.
Q: What’s the biggest challenge in post mortem analysis?
A: Getting honest feedback from clients. Build strong relationships and ask direct questions to understand their decision.
Q: Can a mobile app really improve BOQ accuracy?
A: Absolutely. Tools like BidNext’s Enquiry & BOQ Builder eliminate manual entry errors and speed up the process.
Q: How do we know if our bid strategy is wrong?
A: Look at the client’s feedback and winning bids. If your pricing or execution plan doesn’t align with their priorities, it’s time to rethink.
Q: What if we don’t know much about our competitors?
A: Start with public bid results or industry reports. Networking can also help you learn about their strengths and weaknesses.
Take Action
If slow BOQs or missed follow-ups are holding you back, BidNext can help. With real-time tools for BOQ creation, prospect management, and quoting, you’ll bid faster and smarter. Get started free →
Learn more at JobNext.ai - Construction ERP
