1. Minding Your RFPs & Quotes LINGOs Meeting Chris Willis, CEO, Media 1 Laura Levy, LINGOs April 12, 2007

2. Agenda  Identify:  The elements of an adequate RFP/Project Plan  What to include in a winning proposal, resulting in a sensible project plan  The goal of each proposal element Writer Receiver  Small Group Workshop: RFP scenarios

3. It’s all about expectations  Setting Expectations  Clarify goals  Detail approach  List tangible deliverables  Meeting Expectations  Make sure you are working from a common mental model  Have a clear and detailed project plan Satisfaction = Expectations Met or Exceeded

4. Your Ps & Qs  RFI - Request for Information  “We need to learn more.”  Usually leads to an RFP  RFQ - Request for Quote  “We know what we want. How much will it cost?”  RFP - Request for Proposal  “Tell us what we need, how you’ll go about doing it, and how much it will cost.”  Project Plan – Selection of proposal elements, mutually negotiated and documented, used to guide the work effort

5. No matter what they ask for … No matter what they don’t ask … You need to craft a a complete work plan! What’s that? Remember … in your proposal response

6. Consider This: Elements of a News Report  Who?  What?  When?  Where?  Why?  How?

7. Elements of a Successful Proposal  Why?  How?  What?  Who?  When?  Where?  Plus … How Much?  And … Whatever Else they ask for = a Complete Project Plan!

8. Why – purpose of the response  Statement of Understanding  Reiterate the stakeholder problem and purpose of the project  Identify the Target Audience – document who will be using the solution  State the Learning Objectives – preliminary outline, if possible  Goals  Show that you are paying attention – like active listening  Establish credibility  Ensure you are truly on track

9. How – what you propose to do  Statement of Work (SOW)  Approach - Detailed, itemized list of tasks; technologies; innovations; functional narrative  Contingencies - What you need from them  Exclusions – Related items that are not included in proposed solution  Goals  Clearly document tasks to be performed  Remind them of the value of working with a pro (you!)  Prepare them for gathering the things you’ll need  Clearly document what is not included (exclusions)

10. What – something to hold onto  Deliverables & Approach  List tangible items to be developed through the course of the project  Tie to tasks  Bind scope Seat time? Number of screens? Lessons? Exercises?  Clearly call out technology, media, & ownership or use rights  Goals  Clearly document what they will get  Cross-check tasks against deliverables, budget Budget Deliverables Tasks

11. Who – team: yours, mine, & ours  Resources (Work Team)  Roles & responsibilities for your team; name if required  Roles & responsibilities you require of their team Single point of contact – final decision maker SMEs/Reviewers  Disclose any contractors (sometimes optional)  Provide team bios (optional); resumes only if requested  Goals  Help ensure they arrange the people you need  Meet any RFP requirements  Ensure you can meet project staffing requirements

12. When – deadlines  Schedule  Tasks/deliverables tied to due dates  Gantt timeline (optional)  Goals  Show how nimble you are, OR  Get them to be real about delivery expectations  Ensure you have staffing availability

13. Where – your place or mine?  Location  Onsite placement or remote work team  Meetings - in person or teleconference?  Goals  Clarify your preferences  Leave open, if negotiable

14. How Much – dollars and sense  Budget  Detail costs by task/deliverable by resource (optional)  Detail terms how often to bill Hours used or milestone payment terms (Upon receipt, Net 15, 30, 45…)  Goals  Tie budget directly to tasks/deliverables  Set stage to negotiate your billing preferences

15. And…Whatever Else they ask for!  Optional Considerations  References  Methodology  Case studies detailing related experience  Awards  Links to portfolio samples  List of certifications  Compliance to industry standards  Marketing materials  Caveat  If they tell you to leave it out, they mean it!

16. Order!  Follow their lead  Use their order of presentation, if specified in RFP/Q  Use their section numbers, if appropriate  Use Appendices  Great place to put in all your extra “stuff”  Create a Table of Contents

17. TryIt!  Review the sample RFQs. What questions would you need to ask in order to be able to provide a full response, including:  Why – Statement of Understanding  How – Statement of Work  What – Deliverables  Who – Resources  When – Timeline  Where – Location  How Much – Budget  Whatever Else!

18. Discussion: Q & A Chris Willis www.media1.us 616.935.1155 cfwillis@media1.us