1. 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

2. “Proposal Writing Tips”
Presentation Agenda
Behavioral Characteristics
Developing a Company Foundation
Company Classifications
Proposal Pre-Requisites
Development of a Proposal
Continuing Education
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3. “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
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4. “Proposal Writing Tips”
Proposal Pre-Requisites
Sample of Registration Candidates
System For Award Management (SAM)
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
Contracts over $25,000
State of Florida
web/spring/login?execution=e1s1
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5. “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).
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6. “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.
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7. “Proposal Writing Tips”
Company Classifications -- A Veteran-Owned Business is defined as a business that is owned 51% by a veteran(s)..
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8. “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.
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9. “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.
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10. “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".
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11. “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.
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12. “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.
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13. “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:
Offices of Certified Public Accountants
Tax Preparation Services
Offices of Lawyers
Computer Systems Design Services
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14. “Proposal Writing Tips”
A Small Segment of a US Federal Solicitation
Posted Date: July 3, 2018 Response Date: Jul 17, :30 pm Eastern Set Aside: Total Small Business Classification Code: Food preparation and serving equipment NAICS Code: Food Services and Drinking Places/ Caterers
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15. “Proposal Writing Tips”
Key Federal Solicitation Areas
Statement of Work / Project Objectives
Proposal Format & Delivery Instructions
Proposal Evaluation/Selection Criteria
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16. “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.
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17. “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
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18. “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
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19. “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
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20. “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
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21. “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)
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22. “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.
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23. “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: , Dan Telep, at
Proposal Writing Tips: study-guide/
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24. ANY QUESTIONS ? “Proposal Writing Tips”
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