The Proposal Presented by RAR Consulting, LLC Copyright © 2011 RAR Consulting, LLC ● Benicia, California ● PH: ●

Comprehensive Approach to Proposal Development Included in this PowerPoint deck is a high-level overview of a comprehensive approach to the development of bid documents, proposals, or other response to Request for Proposal, Request for Qualifications, or invitations to bid. Introduction - 1

To whom is this applicable? Business development organizations that pursue large budget projects in the Architecture- Engineering-Construction and Information Technology sectors, e.g.: Business development organizations that pursue large budget projects in the Architecture- Engineering-Construction and Information Technology sectors, e.g.: Professional services firms Professional services firms Department of Defense (DoD) contractors Department of Defense (DoD) contractors Department of Energy (DOE) contractors Department of Energy (DOE) contractors U.S. Federal Government contractors U.S. Federal Government contractors Private industry contractors Private industry contractors Introduction - 2

What is the genesis of this process? Long established standard processes in the marketing of professional services Long established standard processes in the marketing of professional services Experience of large organizations such as Bechtel, Granite Construction, URS Corporation, Shaw Group, Cisco Systems, Boeing, and virtually every professional services group in the world who competes for contracts Experience of large organizations such as Bechtel, Granite Construction, URS Corporation, Shaw Group, Cisco Systems, Boeing, and virtually every professional services group in the world who competes for contracts Introduction - 3

Proposal Life Cycle Proposals involve performing several phases of work, generally including: Proposals involve performing several phases of work, generally including: Discovery Discovery Planning Planning Organization Organization Execution Execution Delivery Delivery Debrief Debrief The progress of each “Life Cycle Phase” is defined through the achievement of milestones The progress of each “Life Cycle Phase” is defined through the achievement of milestones Introduction - 4

Proposal Life Cycle Phases Phase 1 - Opportunity/Assessment – Capture Plan Phase 1 - Opportunity/Assessment – Capture Plan Phase 2 - Proposal Planning Phase 2 - Proposal Planning Phase 3 - Proposal Development Phase 3 - Proposal Development Phase 4 - Proposal Submittal Phase 4 - Proposal Submittal Phase 5 - Presentation Phase 5 - Presentation Phase 6 - Proposal Debrief Phase 6 - Proposal Debrief Introduction - 5

Overview of Key Proposal Personnel Upper Management – Executive Officers, Risk Managers, Legal Counsel Upper Management – Executive Officers, Risk Managers, Legal Counsel Capture/Pursuit Team (Pursuit Manager) Capture/Pursuit Team (Pursuit Manager) Proposal Development Team Proposal Development Team Pursuit Manager Pursuit Manager Proposal Manager Proposal Manager Proposal Coordinator Proposal Coordinator Technical Writers Technical Writers Production Team Production Team Executive Pursuit Manager Proposal Manager Proposal Coordinator Technical Writers Graphics Director Production Introduction - 6

Opportunity Assessment BD-Identify Prospect Contracting Entities BD-Identify Prospect Contracting Entities BD-Pursuit Manager and Executives gather background information on prospect agency or organization BD-Pursuit Manager and Executives gather background information on prospect agency or organization BD-Pursuit Manager initiates contact with the prospect, establishes initial position BD-Pursuit Manager initiates contact with the prospect, establishes initial position BD-Ascertain basic prospect needs and requirements BD-Ascertain basic prospect needs and requirements BD-Determine Procurement Method (e.g., D-B/IDIQ) BD-Determine Procurement Method (e.g., D-B/IDIQ) BD-Identify main competitors for each contract BD-Identify main competitors for each contract Phase 1.0 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go/No Go

Resource Considerations Teaming Alternatives – Pursuit Manager may consider: Teaming Alternatives – Pursuit Manager may consider: Joint Venture Partner – Bonding and Resources Joint Venture Partner – Bonding and Resources Partners – Personnel and Equipment Partners – Personnel and Equipment Sub-contractors – Specialty Services, DBE Sub-contractors – Specialty Services, DBE Designers – Specialized Services Designers – Specialized Services Phase 1.1 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go/No Go

Capture Plan Review the Request for Proposal (RFP, ITT) Review the Request for Proposal (RFP, ITT) Analyze business fit, competitive potential, initial price range Analyze business fit, competitive potential, initial price range Prepare pursuit recommendations Prepare pursuit recommendations Go/No Go decision Go/No Go decision MILESTONE REACHED Phase 1.2 ▼ RFP Released ▼ Go/No Go Decision

Proposal Planning – Establish Partners & Teams Establish Team Agreements – Pursuit Manager Establish Team Agreements – Pursuit Manager Joint Venture Partner Joint Venture Partner Partners Partners Sub-contractors Sub-contractors Designers Designers Phase 2.0 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go

Proposal Planning – Assign Proposal Leaders Proposal Manager Proposal Manager Proposal Coordinator Proposal Coordinator Technical Writers Technical Writers Subject Matter Experts Subject Matter Experts Graphics and Page Layout Personnel Graphics and Page Layout Personnel Phase 2.1 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go

Proposal Planning – RFP Planning Deliverables Develop a Compliance Matrix Develop a Compliance Matrix Develop an outline for the proposal Develop an outline for the proposal Develop tasks and schedule Develop tasks and schedule Develop a Division of Responsibilities matrix to identify owners of each proposal section Develop a Division of Responsibilities matrix to identify owners of each proposal section Develop templates for each section of the proposal and distribute to section owners Develop templates for each section of the proposal and distribute to section owners Phase 2.2 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go

Proposal Planning – Win Strategy Identify hot button issues Identify hot button issues Identify key words in the RFP Identify key words in the RFP Pursuit Manager should brief proposal team on prospect perspectives and needs Pursuit Manager should brief proposal team on prospect perspectives and needs Identify advantages over the competition Identify advantages over the competition Identify disadvantages against the competition Identify disadvantages against the competition Develop a theme and messaging strategy and map the proposal for sections where these will be introduced, emphasized and repeated Develop a theme and messaging strategy and map the proposal for sections where these will be introduced, emphasized and repeated Phase 2.3 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go

Proposal Planning – Graphic Design Identify the format requirements from the RFP or other form of procurement/bid request Identify the format requirements from the RFP or other form of procurement/bid request Develop a story board depicting how the proposal narrative will be rolled out Develop a story board depicting how the proposal narrative will be rolled out Identify key graphic opportunities to state your proposal in illustrative ways throughout the proposal Identify key graphic opportunities to state your proposal in illustrative ways throughout the proposal Phase 2.4 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go

Proposal Planning – Proposal Development Worksheets Proposal Planning – Proposal Development Worksheets Prepare PDWs for each aspect of the scope of work Prepare PDWs for each aspect of the scope of work Identify objectives so the writer may: Identify objectives so the writer may: Identify methods Identify methods Describe expected end results (or output) Describe expected end results (or output) Describe who in the organization would do each task Describe who in the organization would do each task Define the time frames involved with each aspect of the work Define the time frames involved with each aspect of the work Define cost items Define cost items Prepare writer’s packages Prepare writer’s packages Provide section templates based on proposal design Provide section templates based on proposal design Gather “re-use” material from previous proposal packages Gather “re-use” material from previous proposal packages Distribute to the assigned writers Distribute to the assigned writers Phase 2.5 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go

Proposal Development Draft Executive Summary Draft Executive Summary Hold Kick-off Meeting Hold Kick-off Meeting Agree on strategy and task team leads Agree on strategy and task team leads Writing assignments confirmed Writing assignments confirmed Phase 3.0 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go ▼ Kickoff MILESTONE REACHED

Blue Team Review Blue Team draft to reviewers Blue Team draft to reviewers Draft graphics to reviewers Draft graphics to reviewers Formatting may not be completed at this point Formatting may not be completed at this point Proposal Development Phase 3.1 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go ▼ Kickoff ▼ GOLD ▼ RED ▼ ▼ ▼ BLUE

Red Team Review Blue team review comments incorporated Blue team review comments incorporated Revised draft proposal to reviewers Revised draft proposal to reviewers Pricing Forms and Schedule Pricing Forms and Schedule Estimating Team Estimating Team Project Executives Project Executives Presentation of formatted proposal materials and final form graphics Presentation of formatted proposal materials and final form graphics Proposal Development Phase 3.2 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go ▼ Kickoff ▼ GOLD ▼ RED ▼ ▼ ▼ BLUE

Gold Team Review Red Team comments incorporated Red Team comments incorporated Final edits complete Final edits complete Pricing and Schedule approved Pricing and Schedule approved Graphics finalized Graphics finalized Presentation format finalized Presentation format finalized Packaging complete Packaging complete Presentation rehearsed (if appropriate) Presentation rehearsed (if appropriate) Proposal Development Phase 3.3 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go ▼ Kickoff ▼ GOLD ▼ RED ▼ ▼ ▼ BLUE

Final Production Confirm print run totals Confirm print run totals Confirm wet signature requirements Confirm wet signature requirements Produce CD or DVD as required Produce CD or DVD as required Printing, copying Printing, copying Collation of materials Collation of materials Page count / final check Page count / final check Labeling Labeling Packaging Packaging Courier arrangement – Logistics Courier arrangement – Logistics Proposal Development Phase 3.4 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go ▼ Kickoff ▼ GOLD ▼ RED ▼ ▼ ▼ BLUE

Meet deadline Meet deadline Meet delivery requirements Meet delivery requirements Confirm delivery Confirm delivery Proposal Submittal Phase 4.0 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go ▼ Kickoff ▼ GOLD ▼ RED ▼ ▼ ▼ BLUE MILESTONE REACHED

Presentation scripted /choreographed Presentation scripted /choreographed Materials developed in large format Materials developed in large format Handout materials developed in sufficient number Handout materials developed in sufficient number Specialty presentation materials (e.g., video, PowerPoint) prepared Specialty presentation materials (e.g., video, PowerPoint) prepared Equipment provided as necessary Equipment provided as necessary Presentation Phase 5.0 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go ▼ Kickoff ▼ GOLD ▼ RED ▼ ▼ ▼ BLUE MILESTONE REACHED

Review what went well, what went poorly Review what went well, what went poorly Organize material gathered for the proposal so that it may be re-used (as appropriate) for future efforts Organize material gathered for the proposal so that it may be re-used (as appropriate) for future efforts Proposal Debrief Phase 6.0 ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go ▼ Kickoff ▼ GOLD ▼ RED ▼ ▼ ▼ BLUE

Final Thoughts: Contract opportunities are won at the business development stage, when a pursuit manager gathers the client intelligence needed to effectively guide the proposal team. Contract opportunities are won at the business development stage, when a pursuit manager gathers the client intelligence needed to effectively guide the proposal team. The proposal should present a solution perfectly fitted to the client’s needs, which are rarely characterized fully in an invitation to bid document. It should be a program designed to meet the client’s objectives, schedule and budget, along with a range of other determining factors. The proposal should present a solution perfectly fitted to the client’s needs, which are rarely characterized fully in an invitation to bid document. It should be a program designed to meet the client’s objectives, schedule and budget, along with a range of other determining factors. It is never advisable to pursue proposal opportunities for which you have not established outreach to the client in advance, or for which you have not done comprehensive preparation. It is never advisable to pursue proposal opportunities for which you have not established outreach to the client in advance, or for which you have not done comprehensive preparation. End of Presentation Postscript ▼ ▼ RFP ReleasedAward of Contract ▼ Proposal Submittal ▼ Presentation ▼ Go ▼ Kickoff ▼ GOLD ▼ RED ▼ ▼ ▼ BLUE