1 Fairfax Economic Development Authority Procurement Academy Capture Planning Process: How to Write Winning Proposals By Robert P. Rogers, Jr. President, Chesapeake Government Health Services

2 Chesapeake Follows a Process for Business Development The process we follow: – Ensures we collect the information we need to have a competitive advantage – Makes the proposal more efficient – Reduces the impact on participants – Enables progress and quality to be measured – Ensures that everyone knows what is expected of them – Is available as a set of off-the-shelf documentation from CapturePlanning.com Following this process has helped our win rate go from 5% to 40%

3 What Are The Major Phases Of The Process? Pre-RFP Marketing Q1: Lead Identification Q2: Lead Qualification Q3: Intelligence Gathering Q4: Bid Preparation RFP Release Post-RFP/Proposal Proposal Planning Proposal Writing Proposal Validation Proposal Production Submission Post-Submission Award

4 What Are The Major Phases of The Process? Time to anticipated RFP release… 0% LeadIdentified 20% LeadIdentificationReview 40% LeadQualificationReview 60% IntelligenceGatheringReview 80% BidPreparationReview 100% RFP Release ProposalPlanningProposalWritingProposalValidationProposalProduction Post Submission Proposal Award ? Business Development Phase Proposal Development Phase

5 It’s As Easy As Filling Out a Form Pre-RFP – Each phase has specific questions to be answered and goals to be achieved – We simply answer the questions on a form for each of four reviews that ensure we achieve the goals and are positioned to win Post-RFP – The information we collect Pre-RFP flows right into our proposal plans – We plan the content of the proposal, and then validate that the proposal fulfilled the plan – The plan, proposal writing, and validation all are based on what it takes to win, which was discovered during the Pre- RFP phase

6 Where Did The Process Come From? CapturePlanning.com is the author of the MustWin Process. Their website is an incredible resource. The MustWin Process is an off-the-shelf set of documentation that companies can implement on their own Chesapeake combines a few hours a week of their expertise with our own staff to achieve an economical blend The result is a level of sophistication and expertise that rivals those of the largest companies but at a cost we can afford

7 Results of Following The Process We went from losing 5 in a row, to winning 5 in a row We can now spot problems before they become too large to handle Everyone knows what to do and what is expected of them We work better as a team I’m more focused on quality assurance and oversight We are getting better over time

8 Closing Remarks and Q&A For more information: Chesapeake uses this product when working with subcontractors Chesapeake is continually improving the product with Capture Planning