Edward R. Gardner, President Value Management Services, LLC SW Florida Government Contracting Symposium & Expo And welcome to the: “Proposal Writing Tips” Segment Focus: Federal, stAte, County opportunities Presented by: Edward R. Gardner, President Value Management Services, LLC

“Proposal Writing Tips” Presentation Agenda Behavioral Characteristics Developing a Company Foundation Company Classifications Proposal Pre-Requisites Development of a Proposal Continuing Education Provided by Value Management Services, LLC

“Proposal Writing Tips” Behavioral Characteristics Be Analytical Be Confident Be an Excellent Team Player Be Knowledgeable Be Inquizitive Be a Technical Writer Be Sure All Information is Known and Complete Be Sure there is the Right Team in Place Be Aware of Critical Dates Be Aware of Proposal Submittal Requirements Provided by Value Management Services, LLC

“Proposal Writing Tips” Proposal Pre-Requisites Sample of Registration Candidates System For Award Management (SAM) https://www.sam.gov/portal/SAM/#1#1 IDs: FTIN, DUN, CAGE Code D-U-N-S numbers are used to identify prospective vendors CAGE code use to identify a contractor’s facility at a specific location. FedBizOps https://www.fbo.gov/ Contracts over $25,000 State of Florida https://vendor.myfloridamarketplace.com/vms- web/spring/login?execution=e1s1 Provided by Value Management Services, LLC

“Proposal Writing Tips” Small Business Set asides -- The Small Business Act made it possible for small businesses to compete in the federal marketplace. Not only is the government required to set aside a specific percentage of its contracts (23% as of 2016). Provided by Value Management Services, LLC

“Proposal Writing Tips” Company Classifications --- The Small Business set-aside is the most common socioeconomic program. It restricts, or “sets aside,” contracts exclusively for small business participation. Only businesses that do not exceed prescribed size standards for the supply or service being acquired are considered small and are allowed to bid or propose on small business set-asides. Bidders or offerors that exceed the applicable size standard for a particular small business set-aside are, by definition, nonresponsive and their bids or proposals will be rejected. Provided by Value Management Services, LLC

“Proposal Writing Tips” Company Classifications -- A Veteran-Owned Business is defined as a business that is owned 51% by a veteran(s).. Provided by Value Management Services, LLC

“Proposal Writing Tips” Company Classifications – The Woman-Owned Small Business Program (WOSB) A woman-owned business is defined as a business that is owned and controlled 51% or more by a woman or women. Provided by Value Management Services, LLC

“Proposal Writing Tips” Company Classifications – The Service-Disabled Veteran-Owned Small Business Concern Program (SDVOSBC) set-aside defined as a business that is owned 51% by one or more service-disabled veterans. Provided by Value Management Services, LLC

“Proposal Writing Tips” Company Classifications: If the federal government determines that your business is located in a HUBZone set-aside or distressed area, designed to promote economic development and employment growth in distressed areas by providing access to more federal contracting opportunities. HUBZone is defined as a "Historically Underutilized Business Zone". Provided by Value Management Services, LLC

“Proposal Writing Tips” Company Classifications - The 8(a) Business Development Program set-aside was created to help small disadvantaged businesses win federal government contracts. A business must be socially and economically disadvantaged to apply for this particular federal set-aside program. Provided by Value Management Services, LLC

“Proposal Writing Tips” Company Classifications - Small Disadvantaged Business (SDB) is defined as a firm that is 51% or more owned, controlled and operated by a person(s) who is socially and economically disadvantaged. African Americans, Hispanic Americans, Asian Pacific Americans, Subcontinent Asian Americans, and Native Americans are presumed to qualify. Provided by Value Management Services, LLC

“Proposal Writing Tips” Company Classifications – NAICS Codes – 5-digit numeric North American Industry Classification System (NAICS). NAICS system was developed to reorganize business categories on a production/process- oriented basis. Use NAICS Code Directory to determine entries. Examples: 541211 - Offices of Certified Public Accountants 541213 - Tax Preparation Services 541110 - Offices of Lawyers 541512 - Computer Systems Design Services Provided by Value Management Services, LLC

“Proposal Writing Tips” A Small Segment of a US Federal Solicitation Posted Date: July 3, 2018 Response Date: Jul 17, 2018 4:30 pm Eastern Set Aside: Total Small Business Classification Code: 73 -- Food preparation and serving equipment NAICS Code: 722 -- Food Services and Drinking Places/722320 -- Caterers Provided by Value Management Services, LLC

“Proposal Writing Tips” Key Federal Solicitation Areas Statement of Work / Project Objectives Proposal Format & Delivery Instructions Proposal Evaluation/Selection Criteria Provided by Value Management Services, LLC

“Proposal Writing Tips” Proposal Pre-Requisites Registration Considerations: Focus on the Procurement Areas When Registering within the federal government, states, counties, other To Receive Solicitations of Interest: Develop Search Queries/Templates for Each Registration Receive RFPs, RFQs, & RFIs from Registration Queries Decide if Interested in an specific RFP, RFQ, or RFI depending upon the type or objective of the business, e.g., software engineering; manufacturing; aerospace; other – Much of the decision is made upfront with the NAICS codes selected. Provided by Value Management Services, LLC

“Proposal Writing Tips” Development of a Proposal Appointment of a Proposal Lead/Manager Has requisite skills/knowledge of Procurement Practices (Federal, State, County, Other) Team Coordinator/Player Recommends Personnel, Information, Other Tracks Key Dates, Activities, and Status of Internal Team and any Subcontractors or Suppliers Identifies Key Dates: Proposal Due Date, Questions Due Date, Other Watches out for Solicitation Amendments and analyses potential changes Provided by Value Management Services, LLC

“Proposal Writing Tips” Development of a Proposal Appointment of a Proposal Lead/Manager - (Continued) Using the Solicitation as Reference, tracks the status of key deliverables, e.g., Past Performance, Cost, Completion of Solicitation, Proposal Assignments with Subject Management Experts (SMEs) sections, Other Provided by Value Management Services, LLC

“Proposal Writing Tips” Presentation Agenda – Arriving at a Go – No Go Decision Development of a Proposal Drafting of Proposal & Any Supplemental Documents Make Adjustments if Amendment Impacts Assembling Proposal Review Team Subject Management Experts (SMEs) Candidate Partners, Subcontractors, Other Review Proposal, ensuring the inclusion of any assignments or amendments Providing Corrective Actions Sending/Delivering the Proposal as Directed in Solicitation Provided by Value Management Services, LLC

“Proposal Writing Tips” Presentation Agenda - Development of a Proposal Contracting with Subcontractor (Optional) Evaluating Subcontractor Sharing of RFP and Key Items Negotiating Key Dates/Labor Estimates/Specialty Commitment Completing Contract – Statement of Work Contracting with Product Supplier(s) – (Optional) Evaluating Supplier On-Site Sharing Product(s) Specifications Provided by Value Management Services, LLC

“Proposal Writing Tips” Suggested Elements of a Proposal And .. Customer Knowledge Compliance Creativity Clarity and Conciseness Executive Summary Statement of the Problem or Opportunity Compliance Matrix (Optional) Technical Approach Management Plan Personnel & Resumes Past Performance Quality Plan (Optional) Complete Solicitation (SF-1449) Provided by Value Management Services, LLC

“Proposal Writing Tips” Writing & Completing a Proposal…. Write a Proposal Do your homework --- carefully read and reread the solicitation document to clearly understand what is being asked, including clauses and provisions • If you are not sure about something --- ask questions • Respond appropriately • Align your proposal with the government’s needs • Articulate what makes you the best solution provider Completing a Proposal Key is pulling it all together in a proposal package that clearly describes why your company offers the best solution • No magic bullet – it comes down to doing a lot of things right • It’s about: – Understanding the solicitation and responding appropriately – Demonstrating how your firm can best fulfill the government’s needs – Offering pricing that is fair and competitive – Making sure your proposal is well-written and error free – Showing evidence of success through past performance – Interweaving an amazing story throughout all parts of the proposal that makes a compelling case for your firm as the best solution Articulate What Makes You the Best Solution Proposal Preparation. Provided by Value Management Services, LLC

“Proposal Writing Tips” Additional Education - The Small Business Administration (SBA) – Provides a step-by- step guide for selling to the government, with tips on bidding, marketing and competing for government contracts, as well as links to free online courses. Available on You-Tube ---- Government Proposal Writing 101 Federal Proposal Development Write winning Bid Proposals on Federal Contracts – 6 Tips and Tricks Elements of a Proposal – Session 1 – Overview The 3 Key Elements of Your Best Proposals SAM Registering New Entities in SAM for Government Contracts How to Win a Government Contract Other See the Florida Gulf Coast University’s Procurement Technical Procurement Technical Assistant (PTAC) Procurement Analyst, Phone: 239-745-3708, Dan Telep, at E-Mail: dtelep@fgcu.edu Proposal Writing Tips: https://governmentcontractingtips.com/government-contracting- study-guide/ Provided by Value Management Services, LLC

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