You’ve Got A Secret Weapon in Bid Writing; Why Aren’t You Using It?

Most businesses say they have a bid library, but when was the last time it truly worked for you? Often, these libraries are thrown together when there’s spare time, rarely updated, and not owned by anyone in particular. As a result, the content quickly becomes outdated, difficult to search, and underused.

Imagine the difference if you had a smart, automated library that practically ran itself—content that’s easily searchable, always up to date, and delivers the exact answers you need, in seconds.

Let’s explore how your existing content can be your secret weapon and how BidVault Basic and Virtual Bid Team unlock its full potential.

The Problem: The Traditional Bid Library Trap

Many organisations have some form of a bid library, but here’s the reality:

• No ownership: Most bid libraries aren’t actively managed. No one’s responsible for keeping them updated, so content goes stale.
• Disorganisation: Bid libraries are often scattered across folders, making them hard to navigate without specific ‘know-how.’
• Incomplete: Most bid libraries are built in spare time, meaning they’re rarely comprehensive. It’s hard to find relevant, finished content for each new bid.
• Time-consuming searches: Searching traditional libraries is often limited to basic keyword searches, which means finding the right content for specific questions can take hours.

So, we’re agreed that most content libraries are a bit of a mess or – at least – they’re not providing the value that they certainly could.

Then, here’s the thing we’re seeing more and more.

‘Let’s implement bid writing AI – that’ll help us write bids more quickly’.

Trust us when we say – it won’t help you write good bids more quickly if your content is a mess. So what’s the first port of call in rapidly increasing your first draft speed without having to manually build and maintain a library? (Once you’ve implemented AI writing software the maintenance bit becomes even more important and – no – you still won’t find the time to do it…)

The Solution: BidVault Basic and Virtual Bid Team

Here’s where BidVault Basic and Virtual Bid Team (VBT) come in. They automate and streamline the process of building, maintaining, and using a bid library, so your content is always up to date, organised, and easy to access.

• Virtual Bid Team: Instead of spending hours searching or manually building your library, VBT lets you drag and drop your documents into the system. The AI takes over from there—segmenting, indexing, and ranking your content automatically. With VBT, your team can instantly find the most relevant, high-quality responses for each question, getting you to Version 1 (V1) in a fraction of the time it would take even AI to write a response from scratch.
• KnowledgeVault: Included with VBT, KnowledgeVault provides a supplementary content library with expert-written material in critical areas like Social Value, Information Governance, and more. Updated daily, it ensures your team has access to fresh, compliant, and relevant content at all times.

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By using Virtual Bid Team, you can finally make the most of the bid content you’ve already created—without the headaches of traditional libraries.

Ready to unlock the potential of your content? Sign up for the Virtual Bid Team waiting list today.