Dear Erb – Kickoff Meeting

Dear Erb,

I’m new to my role and looking for resources to improve the process for stakeholders when kicking off a new procurement. What are some important items that need to be covered at a kick-off meeting?

Thanks!

Bid Beginner Blues

Hi Bid Beginner Blues,

Welcome and great question! A strong kickoff meeting is one of the most effective tools procurement professionals have to set expectations, align stakeholders, and reduce challenges later in the process.

When starting a new procurement, it’s essential to clearly define the project’s objectives and expectations from the outset. Whether the kickoff takes place through a meeting or a phone call, this early conversation creates an opportunity to align on how the procurement will be structured, identify key timelines, and confirm roles and responsibilities.

Taking the time to hold a kickoff meeting can significantly improve communication and foster a strong working relationship between procurement and the user department, setting the foundation for a successful bid and contract.

While kickoff processes may vary by organization, the following questions can provide a strong starting point:

• • What are we procuring and why?
    Use this opportunity to obtain a high-level understanding of what goods or services are being purchased and the business need of the user department. Clearly defining the “what” and the “why” helps procurement structure an effective solicitation and avoid scope misunderstandings later.
    
    
  • What is the term of the contract?
    Understanding the anticipated contract term, including any extension options or firm deadlines, helps inform how pricing, deliverables, and contract language should be structured within the bid document.
• • How will this bid be evaluated?
    Early discussion of the evaluation methodology and if applicable, potential evaluation team helps ensure the correct bid templates are used and that evaluators can commit to the required timelines, reducing the risk of delays during evaluation.
• • What is the timing and schedule for this bid opportunity?
    Establishing a realistic procurement schedule is critical for managing expectations and keeping the project on track. Topics to consider may include vacations and holidays, site meetings, demonstrations or interviews, complexity of the procurement and how much time suppliers would need to respond.
• • What is the budget for this procurement?
    Discussing budget early confirms funding approval and ensures expectations are aligned with what the department can afford. This helps avoid situations where submissions exceed available funds, leading to scope reductions or canceled bids.
• • Are there any transition or implementation periods required?
    For complex projects or when replacing an existing contract, transition or implementation periods may be necessary. Identifying these needs early helps minimize service disruptions and ensures appropriate timelines and deliverables are built into the bids.
• • Are there any previous bids or lessons learned?
    Reviewing prior bid documents, addenda, or contracts can provide valuable insight into what worked well and what did not. Incorporating lessons learned improves quality and increases the likelihood of a successful outcome.
• • What are the insurance, bonding and performance security requirements?
    If applicable, these requirements should be identified early to ensure they are included in the bid, providing ample time to review with subject matter experts before the bid is issued.
• • Are there any risks or special circumstances?
    Identifying risks, constraints, or unique requirements upfront allows procurement and the user department to proactively address them and factor them into the deliverables and contract terms.

A kickoff meeting is an excellent way to establish expectations and deadlines, but it’s just the beginning. Regular communication and check-ins throughout the procurement process are equally important to keep schedules on track and ensure all parties are meeting their responsibilities.

Erb