Laxyip Sovereign Intelligence

How It Works

How It Works

Monthly SOP: run the procurement intelligence system

This page is an internal, step-by-step operating procedure for using Laxyip Sovereign Intelligence each month: refresh data, review the dashboard, triage opportunities, identify buyers, prepare capability statements, execute outreach, log outcomes, and run a monthly retro.

Cadence: one monthly cycle, with weekly follow-ups.

Open Intelligence Dashboard
Procurement Intelligence overview

0) Monthly setup (roles, files, and time blocks)

Roles

  • Intelligence Lead: runs refresh, triage, and brief review.
  • Outreach Lead: owns buyer research, outreach, and follow-ups.
  • Approver: signs off on capability statement and key messages.
  • Recorder: maintains the tracker and meeting notes.

Working documents

  • Opportunity Tracker (one row per opportunity).
  • Buyer Contact Log (one row per person contacted).
  • Capability Statement (current version + change log).
  • Outreach Sequence (templates + schedule).
  • Monthly Retro Notes (what worked, what changed, next month adjustments).

1) Data refresh (Day 1)

Objective: ensure the dashboard reflects the latest CanadaBuys opportunities and the most recent contract-history signals.

Checklist

  • Confirm the month and reporting window (e.g., last 30 days for tenders; last 12–36 months for contract history).
  • Run the site’s refresh process (or confirm the automated refresh completed).
  • Spot-check 3–5 records for completeness: department, description, value, dates, solicitation ID, PSIB / Indigenous set-aside indicators (if present).
  • Record refresh timestamp in the tracker.

Quality controls

  • Remove duplicates (same solicitation appearing multiple times).
  • Normalize department names and vendor names for consistent reporting.
  • Flag missing values/dates for manual follow-up.
  • Confirm that filters for service categories and thresholds are still correct for your organization.

2) Review the dashboard (Day 1)

Objective: identify what changed since last month and what requires action now.

Review order

  1. New tenders and solicitation updates.
  2. Contracts nearing end date / renewal window signals.
  3. Departments with repeat buying patterns in your service categories.
  4. PSIB / Indigenous set-aside indicators (where available).

Outputs

  • Create a short “Top Changes” note (5–10 bullets) for internal alignment.
  • Move candidates into triage (next step).

3) Triage opportunities (Day 1–2)

Objective: decide what to pursue now, what to watch, and what to ignore.

Tier definitions

  • Tier 1 (Act Now): active solicitation, renewal window, or clear buyer engagement path within 0–90 days.
  • Tier 2 (Build Position): likely within 3–9 months; requires relationship building, onboarding, or partnering.
  • Tier 3 (Monitor): longer horizon; keep on radar for pattern recognition.

Triage criteria

  • Service fit (can you deliver within 90 days if awarded?).
  • Eligibility fit (PSIB / Indigenous set-aside requirements, if applicable).
  • Value and duration (preference for recurring, multi-year service work).
  • Entry point (market research call, supplier engagement, standing offer, subcontracting).
  • Capacity and risk (staffing, travel, compliance, security clearances).

Rule: select 3–7 Tier 1 opportunities per month to actively work. Everything else becomes Tier 2/3 with a scheduled review date.

4) Research the buyer and context (Day 2–5)

Objective: identify the correct procurement authority or program lead, understand the buying context, and document a contact path.

Buyer research checklist

  • Confirm the buying department and the program area (not just the contracting office).
  • Identify likely roles: procurement officer, technical authority, program manager, Indigenous procurement lead.
  • Locate contact details via official directories, departmental pages, and solicitation documents.
  • Document the “best first contact” and 1–2 alternates.
  • Capture context: incumbent vendor (if known), contract history pattern, renewal timing signals, and service scope.

Output: a complete Buyer Contact Log entry for each Tier 1 opportunity.

5) Prepare or update the capability statement (Day 3–7)

Objective: ensure you have a government-ready capability statement tailored to the service category and department.

Minimum sections

  • Organization overview and mandate
  • Core services (3–6 bullet capabilities)
  • Past performance (projects, outcomes, references where permitted)
  • Delivery model (team, partners, geographic coverage)
  • Indigenous ownership / PSIB positioning (facts only)
  • Contact information

Tailoring rules

  • Use the buyer’s language (program outcomes, service scope, geography).
  • Keep claims evidence-based; avoid superlatives.
  • Include 1–2 relevant case examples per service line.
  • Maintain a version number and date; log changes monthly.

6) Outreach sequence (Week 1–2)

Objective: start a procurement conversation, confirm the correct contact, and identify the next step (market research call, onboarding, or solicitation timeline).

Sequence (per opportunity)

  1. Email 1 (Introduction): service fit + one-sentence mandate + ask for the correct point of contact and next step.
  2. Follow-up 1 (3–5 business days): short reminder + one relevant past-performance bullet.
  3. Follow-up 2 (7–10 business days): ask if there is an Indigenous procurement lead or supplier engagement process.
  4. Close-the-loop (14 business days): confirm whether to pause, redirect, or schedule a call.

Attachments: capability statement (PDF) when appropriate. Do not attach large files; keep under common email limits.

7) Follow-ups and meeting prep (Week 2–4)

Objective: convert interest into a concrete next step and document requirements.

  • Schedule calls within 7–14 days when a buyer responds.
  • Prepare a 1-page call brief: opportunity summary, what you want (timeline, requirements, onboarding steps), and 5 questions.
  • After the call, send a written recap within 24 hours with agreed next steps.
  • If redirected, update the Buyer Contact Log and continue the sequence with the new contact.

8) Log outcomes (ongoing)

Objective: maintain continuity and ensure the system improves month over month.

Minimum fields to log

  • Opportunity ID / solicitation ID
  • Department + program area
  • Tier (1/2/3) and status (New, Contacted, Meeting Set, In Progress, Submitted, Won, Lost, Parked)
  • Owner
  • Buyer contacts + dates contacted
  • Notes from responses/calls
  • Next action + due date

9) Monthly retro (last week of the month)

Objective: improve execution quality and refine filters, messaging, and targeting.

Retro questions

  • Which departments and service lines produced responses?
  • Which outreach messages performed best?
  • Where did we lose time (buyer identification, approvals, attachments, scheduling)?
  • What should we stop doing next month?
  • What is the single highest-leverage improvement for next month?

Retro outputs

  • Update triage criteria and service-category filters.
  • Update outreach templates (subject lines, proof points, questions).
  • Update capability statement (new proof points, staffing, certifications).
  • Set next month’s targets: number of Tier 1 opportunities, number of outreaches, number of calls.

Notes and boundaries

  • This SOP is operational guidance. Confirm eligibility and requirements in the official procurement documents.
  • Keep outreach factual and respectful; do not imply preferential treatment.
  • Protect sensitive information in your tracker (limit access; avoid storing personal data beyond what is necessary for business contact purposes).