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SUCCESSFUL PROPOSALS Part 1

WIPP is a national nonpartisan public policy organization, advocating on behalf of nearly 4.7 million businesses women representing 75 business organizations. WIPP provides timely economic policy information and identifies important trends and opportunities to its membership.

Give Me 5 National program from WIPP & American Express OPEN designed to educate women business owners on how to apply for and secure federal procurement opportunities. Give Me 5 works to increase the representation of Women Business Owners that win government contracts. We provide accessible business education tools to assist both new and experienced federal contractors. Women Business Owners could gain more than $4 billion in annual revenues if the 5% contracting goal set by Congress was reached.

SUCCESSFUL PROPOSALS Part 1

The solicitation communicates to offerors the ground rules concerning the evaluation process that will be used

The Key---- Respond exactly to what is requested in the solicitation! This is called being “responsive”

TEN GROUND RULES FIRST STEP:  Make a copy of the solicitation  Save the original in a file  Use a copy for a working copy  Do the same with every document received in connection with the solicitation.

STEP TWO  Read the solicitation carefully 3X  Find and attach a copy of every incorporated clause and document  Use a binder to manage this paperwork

STEP THREE Mark everything in the proposal that requires your action  Use colored highlighters/stick-on notes  One for actions to prepare proposal  Another color for actions required in performing the contract  timing and pricing

STEP FOUR  Make a plan  Who will assist you?  Make a list of action steps in Third Step with who is responsible and when due (do this even if it is just you)  Put one person in charge to coordinate

STEP FIVE Implement the action items

STEP SIX  Compile all the documents necessary for a complete proposal, put in proper sequence  Type a cover page identifying name of offeror, the solicitation number, date and time due, and customer’s name and address  Be sure to sign where required

STEP SIX (cont.)  Save a copy for your files  Save another copy for your working file  Do not bind proposal unless instructed to in the solicitation; however  Present attractive proposal

STEP SEVEN  Control the bid-period communications carefully: Contact with customer by only one person All contact documented in writing by fax, letter or Keep a clear paper trail

STEP EIGHT  If formal negotiations are initiated by customer, clarify the procedures  Do not agree to anything until you are sure how it links to other things to be agreed upon  Make a list of everything you agree to and in the end ask your customer whether this constitutes everything

STEP NINE  When you get the contract, compare to your list of things agreed to  Make a working copy and save original in your audit-trail file

STEP TEN Perform the work as agreed

DETERMINE TYPE OF SOLICITATION IFB = Invitation For Bid: Your price complies exactly with what is specified, no deviations- no negotiation RFP = Request For Proposals: You submit how to solve problem along with your price. Negotiation may or may NOT occur

TO BID OR NOT TO BID CONSIDER: SPECIFICATION DELIVERY SCHEDULE AND LOCATION PACKAGING AND PRESERVATION REQUIREMENTS SPECIAL TEST PROCEDURES IS INCUMBENT BIDDING?

TO BID OR NOT BID CONSIDER: FIRST ARTICLE COMPATABILITY WITH EXISTING PRODUCT LINES/SERVICE POTENTIAL FOR LONG-TERM BUSINESS TECHNICAL EXPERTISE REQUIRED PAST PERFORMANCE REQUIRED

TO BID OR NOT BID CONSIDER: JOINT VENTURE AND SUBCONTRACTING ARRANGEMENTS WHO ARE THE RIGHT KEY PERSONNEL? CAN YOU CONNECT ALL REQUIRED TASKS WITH DELIVERABLES?

YOU NEED TO BE RESPONSIVE  Fill out all forms completely  Authorized signatures  Follow the solicitation’s format  Respond to customer’s needs -- no more, no less  Correct address and send with time to spare

YOU NEED TO BE RESPONSIBLE You have the ability to perform on the contract If allowed, you can subcontract parts of the job to make you responsible

YOUR PRICE NEEDS TO BE REASONABLE Your pricing must be reasonable to be considered for most contracts Difference between BID- low price wins and RFP- best value to the government wins

CONTENTS OF RFP Representations and Certification General and Special Clauses General Instruction and Notice to Offerors Statement of Work (SOW) Proposal Preparation Instructions

MAJOR CONTENTS OF RFP Statement of Work (SOW) What is required Deliverables Statement of Work (SOW) What is required Deliverables EVALUATION CRITERIA Discriminators. Describes what is considered important, very important, or key Weights. Describes what should be emphasized EVALUATION CRITERIA Discriminators. Describes what is considered important, very important, or key Weights. Describes what should be emphasized PROPOSAL PREPARATION INSTRUCTIONS Describes to offerors how they should format their proposal Describes to offerors how and what they should address in their proposal PROPOSAL PREPARATION INSTRUCTIONS Describes to offerors how they should format their proposal Describes to offerors how and what they should address in their proposal

THEME DEVELOPMENT Product Information _______ Product Information _______ Executive Summary THEMES Intelligence Gathering _______ Intelligence Gathering _______ Competition Information _______ Competition Information _______ Customer Contact Information _______ Customer Contact Information _______ Industry Data _______ Industry Data _______ Cost Proposal _______ Cost Proposal _______ Management Proposal _______ Management Proposal _______ Technical Proposal _______ Technical Proposal _______ Your Strengths _______ Your Strengths _______ Statement of Work _______ Statement of Work _______ Management Team _______ Management Team _______ Proposal Preparation Instructions _______ Proposal Preparation Instructions _______ Proposal Outline

THE EXECUTIVE SUMMARY Briefly state the problem or what the government wants Give an overview of the main features of your solution or what you are proposing to provide Stress your prior work in this field

THE TECHNICAL PROPOSAL SUGGESTED OUTLINE Identify requirements from RFP Restate the basic problem clearly State the best solutions (yours) Show how you will implement your solution; may include systems engineering concepts, subsystem analysis, risk assessment, manpower consideration, etc.

THE MANAGEMENT PROPOSAL MUST DESCRIBE HOW THE PROPOSED PROJECT WILL BE MANAGED SUGGESTED OUTLINE:  ORGANIZATION – Start with company organization and show where project will fit. Show individual’s name in each organizational block.

THE MANAGEMENT PROPOSAL  CAPABILITIES – Related experience, past performance and other factors favorable to the proposal.  FACILITIES - Show all the facilities that are available and are to be used in proposed program. Special equipment and how it will be used. Highlight unique or superior facilities.  SUPPLIERS

THE MANAGEMENT PROPOSAL  KEY PERSONNEL – Include bio sketches on each key individual in the project. Include those who have made substantial contact with the agency (when it makes sense).  SUBCONTRACT AND TEAM MANAGEMENT AND CONTROL – Explain why using subcontractors is best.

THE MANAGEMENT PROPOSAL  CAPABILITIES – Related experience, past performance and other factors favorable to the proposal.  FACILITIES - Show all the facilities that are available and are to be used in proposed program. Special equipment and how it will be used. Highlight unique or superior facilities.  SUPPLIERS

THE COST PROPOSAL THERE MAY OR MAY NOT BE ANY NEGOTIATION DATA DISPLAYED TO LEVEL REQUIRED IN REQUEST PRICING DATA DEVELOPED CONCURRENT WITH TECHNICAL AND MANAGEMENT APPROACH

THE NEGOTIATION PLAN STRATEGY:  KNOW BOTTOM LINE PRICE IF YOU ARE ASKED TO NEGOTIATE  DEVELOP YOUR DATA TO SUPPORT PRICE  REHEARSE NEGOTIATION SESSION WITH TEAM MEMBERS USING YOUR “DEVIL’S ADVOCATE”

HOW EVALUATORS SCORE (RATE) PROPOSALS I understand the problem; I can do it I understand the problem; I have several options I understand the problem; I have a low risk option I understand the problem; I have a low risk option and here are the places I’ve done this before I understand the problem; I’ve done it and here are the places where we’re doing it now and all are delighted customers PROPOSAL NARRATIVE LOW HIGH

PROPOSAL COMMUNICATION Key is to get proposal liked early Your proposal must be understood first time it is read Give the customer a document that looks good

SOURCE SELECTION PROCESS RFP Solicitation Issued Preproposal Conference Proposals Received Questions & Discussions Competitive Range (short list) Oral Presentation Best and Final Offers Received Selection Negotiations Award Technical EvaluationCost Evaluation Technical EvaluationCost Evaluation Site Visits

IN SUMMARY: KNOW YOUR PRODUCT/SERVICE Be able to do what you say you’re going to do. Poor contract performance will adversely impact your ability to gain future contracts. Learn what the customer needs. Tailor your presentation to the specific customer.

IN SUMMARY: READ THE RFP Background & Description of Project If you can provide only part of the solution consider teaming arrangements Look for subcontracting opportunities Proposal Preparation Instructions Evaluation Criteria

IN SUMMARY: UNDERSTAND THE REQUIREMENT Propose the right key personnel Demonstrate experience with directly- related work Clearly identify how you will perform key requirements Connect tasks and deliverables

TYPICAL PROPOSAL PROBLEMS Evaluators have revealed these typical problems: Proposals that are too wordy or unclear Poor proposal quality – washed out or all black and white graphics, spelling errors and typos, poor quality copying, etc. Poor response to RFP requirements Poor approach to solving the problem Inherent deficiencies – missed requirements here and there, inaccuracy of data, etc.

QUESTIONS FOR DEBRIEFING Was our proposal responsive to your needs? If not, which ones did we miss? Did we meet all the solicitation requirements? If not, where were we deficient? Did it sound like we understood your project? If not, which aspects did we come up short on? Did we clearly call out the benefits to you of our approach? If not, which ones did we miss?

QUESTIONS FOR DEBRIEFING Was our technical approach to resolving your problem adequate? If not, what was it lacking? Was our approach to managing the project what you were looking for? If not, how could we have improved it? Were our costs too high? Was the proposal easy to understand and follow? If not, which sections did you have trouble with? Use the Debriefing as a Positive Relationship- Building Experience!

TAKEAWAYS Organize and standardize your company info Key personnel Resumes Quality control plan Management approach Become familiar with FAR contract requirements Ensure reps and certs are up to date

QUESTIONS Barbara English English Solutions

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