Proposal Pro Ye k

7/29/2019 Proposal Pro Ye k

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Pembuatan Proposal Proyek


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The sellers contract management processes Presales Activity: The process of identifying prospective and current

customers, determining customers needs and plans, and evaluating thecompetitive environment.

Bid/No Bid Decision-Making: The process of evaluating the buyerssolicitation, assessing the competitive environment and risks against theopportunities of a potential business deal, and then deciding whether toproceed.

Bid/Proposal Preparation: The process of developing offers in

response to a buyers solicitation or based on perceived buyer needs, forthe purpose of persuading the buyer to enter into a contract.

Contract Negotiation and Formation: The process of reaching acommon understanding of the nature of the project and negotiating thecontract terms and conditions for the purpose of developing a set of sharedexpectations and understandings.

Contract Administration: The process of ensuring that each partys

performance meets contractual requirements.

Contract Closeout: The process of verifying that all administrativematters are concluded on a contract that is otherwise physically complete.This involves completing and settling the contract, including resolving any

open items.


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What is a proposal?

A proposal is a plan of action

for fulfilling a need.

Basically, it is a sales

document that responds to theneeds of someone else.

It is a written document

describing in detail the work to

be performed and provides

the reader/evaluator adequateinformation to make an

informed purchasing decision.


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The Seven Deadly Sins ofProposal Writing

Failure to focus on the client's business problems andpayoffsthe content sounds generic.

No persuasive structurethe proposal is an "informationdump."

No clear differentiation of this vendor compared toothers.

Failure to offer a compelling value proposition.

Key points are buriedno impact, no highlighting.

Difficult to read because they're full of jargon, too long, ortoo technical.

Credibility killersmisspellings, grammar andpunctuation errors, use of the wrong client's name,inconsistent formats, and similar mistakes


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So before we define what a

proposal is, let's make sure we

know what it's not: It's not a price quote. If all you tell the decision maker is the amount he orshe has to pay, you've reduced what you're selling down to the level of acommodity. You've said, in effect, "All products or services of this type arebasically the same. We have nothing unique to offer. Choose based oncost." Unless you are always the lowest-priced vendor, that's not a strong

position to take. It's not a bill of materials, project plan, or scope of work. In technicaland engineering environments, people sometimes take the attitude that ifthey just explain all the details of the proposed solution very clearly andaccurately, the customer will buy. Actually, giving customers a detailed billof materials or project plan may have exactly the opposite effect. You've justgiven them a shopping list so detailed they may decide to do the job without

your help. Ouch! It's not the company history, either. Oddly enough, a sizable number ofthe proposals we see start out that way. Why? From reading dozens anddozens of these things, I can assure you most company histories are notvery interesting.

Here's the bottom line: What is a proposal? It's a sales document.


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The Value of Your Proposals toYour Clients

Compare vendors, offers, or prices so he

or she can make an informed decision

Clarify complex information

Make the buying process more "objective"

Slow down the sales process

Solicit creative ideas, become educated,or get free consulting


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The Value of Your Proposals to You

The obvious: helping you sell. The proposal's most important job is to help you sell something. (In thenonprofit realm, it should help you obtain funding in support of your mission and objectives.) To go alittle further, though, a high-quality, carefully constructed proposal can help you:

Sell on value instead of price: Use your proposal to move the decision maker's focus away from price and towardsuch measures of value as lower total cost of ownership, higher reliability, direct customer support, documentedtechnical superiority, or some other message that separates you from your competitors.

Compete successfully without having personal contact with every member of the decision team: You maynever have the opportunity to meet every member of the team in person. A good proposal can speak to eachmember of the team, helping make your case.

Demonstrate your competence and professionalism: It's probably not fair and it's definitely not logical, butalmost everybody does it: We judge a vendor's ability to deliver goods or services from the quality of the proposalthey submit. Our conscious, rational mind tells us that spelling and grammar have nothing to do with the ability toprovide help desk support for our PC users, yet we find those misspellings and grammar mistakes raising doubt

and uncertainty in our mind. Offer a bundled solution: The customer may ask you for a proposal for basic bookkeeping services. In your

proposal, though, you can add a brief description of your ability to provide tax preparation, too, as part of a totalsolution. That will increase the size of the deal, it may differentiate you from other bookkeepers who submit aproposal, or it may just make the customer aware that you also do taxes. All of these are good things.

Sell the "smarter" buyer: Smart buyers want to gain as much as possible while spending as little as possible. Ifyou don't show them what they gain by choosing your recommendations, they will inevitably focus on the other halfof the equation: spending very little.

Sell a complex, technical product to nontechnical buyers: Speaking the buyer's language is an important partof winning his or her trust. A flexible proposal process can help you communicate effectively even if the customer

lacks in-depth knowledge of what you're offering.

The proposal as a marketing tool. Think about your company's image. What do your clients think ofyou? What do prospects who have never worked with you assume about you?

Influencing clients. Good account management requires you to think about the future of your businessrelationships, not merely the immediate opportunity. Reacting to a customer's problems or needs whenthe customer brings them up is all right, but it's not nearly as effective as working with the customercollaboratively to develop a business direction.


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Why use a Proposal?

A good RFP will help the evaluatorcollect critical data to streamline theevaluation process and compareonly the qualified bidders.

The RFP outline format is design tohelp the evaluator quickly compareproposal.

Most proposal writers spend a hugeamount of time writing the RFP.They expect you to read it andfollow it carefully.


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Skenario Perolehan ProyekPL:

Penunjukan Langsung oleh Client

(pemberi kerja).

Melalui Tender.


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Penunjukan Langsung (diIndonesia), biasa dgn Cara:

Konsultan (tim pengembang) melakukan

survei di perusahaan Client (wawancara,mengumpulkan dokumen, observasi

sistem dan prosedur kerja).

Konsultan menyusun proposal (bisadengan berkonsultasi dengan Client).

Negosiasi antara Konsultan dan Client.

Penanda-tanganan dokumen kontrak olehKonsultan dan Client.


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Proposal pada PenunjukanLangsung:

Singkat tapi jelas (minimal).

Kisi-kisi materi disusun atas kesepakatanClient Konsultan.

Bisa hanya terdiri dari satu dokumen, isiutama: spesifikasi teknis sistem / PL yangakan dibangun, rencana kerja, anggaran

yang diusulkan (atau hanya nilai totalproyek yang diminta).


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Mekanisme Melalui TenderProyek:

Clientmenyusun TOR (KAK).

Pengumuman lelang / tender proyek melaluimedia publikasi atau pengiriman undangan

tender kpd Konsultan2 yang dipilih. Pendaftaran peserta tender (= Konsultan).

Pemasukan proposal tender oleh peserta.

Penilaian dan seleksi proposal pemenang.

Pengumuman pemenang.

Penanda-tanganan dok kontrak dan penerbitanSPK (Surat Perintah Kerja) oleh Client.


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Dilema Konsultan:

Setelah membaca TOR/KAK:

To BID or NOT bid (ikut tender/ tidak)?


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Isu Utama to BID or NOT bid:

Biaya yang dikeluarkan untuk penyusunan

proposal (untuk gaji tim penyusun, surveiawal, peralatan): ~ 10% dari nilai proyek.

Waktu penyusunan proposal: dapatdipenuhi?

Mampu melaksanakan TOR atau tidak?

(Pertimbangan: keahlian personil yangada, peralatan yang dimiliki Konsultan,waktu yang ditetapkan pada TOR.)


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Request for proposals (RFP)

Negotiated bid, such as a request forproposals (RFP) or request for quote(RFQ).

is the typeof contracting commonly used when thegovernment is not sure what is required

and they are looking for your input onways you plan to meet their objectives.

First and foremost, respond to an RFPin exact accordance with therequirements outlined in the RFP.

) is the method

often used to solicit price or marketinformation. A quote submitted does notconstitute an offer and is not thegovernment form of a binding contract.


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Proposal t.d.:

Proposal Administrasi: Profil Perusahaan

(struktur organisasi, manajemen, kondisi

keuangan), pengalaman (proyek2 yg sdh

dikerjakan).

Proposal Teknis

Proposal Biaya


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Pedoman Umum PenyusunanProposal Teknis:

Penampilan menarik (perhatikan: cover,

struktur isi buku, font, gambar berwarna).

Jelas (disertai dg visualisasi gambar,tabel, grafik).

Isi meyakinkan: konsisten, menjawab

semua butir-butir TOR dg baik.

Keahlian tim pelaksana proyekdipresentasikan dengan meyakinkan(perhatikan: pendidikan, pengalaman).


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Isi Proposal Teknis (ygutama):

Bab 1: Pendahuluan (biasanya isi TOR).

Bab 2: Tanggapan thd TOR

Bab 3: Bahasan sistem (PL) yg diusulkan(dpt > 1 bab, jika perlu).

Bab 4: Metodologi Pelaksanaan

Pekerjaan. Bab 5: Kesimpulan.

Lampiran: CV para tenaga ahli.


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Sample Proposal OutlineWhen a format is not provided.

: a short statement of your case and summary ofthe entire proposal; typically 1 to 2 pages.

: why this project is necessary; 1 to 3 pages

: nuts and bolts of how the project will beimplemented; 2 to 5 pages

: financial description of the project plusexplanatory notes; 1 to 2 pages

: history and structure of the company; itsprimary activities, clientele, and services; 1 to 2 pages

: summary of the proposal's main points; one-page.


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The Executive Summary

Here you will providethe reader with a snapshot of what is to follow. Itsummarizes all of the key information and is a salesdocument designed to convince the reader that thisproposal should be considered. Be certain toinclude:

A brief statement of the problem or need yourcompany has recognized and is prepared to address(one or two paragraphs);

A short description of the project, includingwhat will take place and the benefits, how it willoperate, how long it will take, and how it will be staffed

(one or two paragraphs);a brief statement of

the name, history, purpose, and activities of yourcompany, emphasizing its capacity to carry out thisproposal (one paragraph).


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Write your proposal like a sales documents.

The statement of need will enable theevaluator to learn more about the issues andto understand the problem that the projectwill remedy.

It presents the facts and evidence thatsupport the need for the project and

establishes that your company understandsthe problems and therefore can reasonablyaddress them.

You want the need section to be logical, yetpersuasive. Like a good debater, you mustassemble all the arguments. Then presentthem in a logical sequence that will readilyconvince the reader of their importance. Asyou marshal your arguments, consider thefollowing points.


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Demonstrate complete understanding ofthe stated requirement or problem.

Be specific and direct, being vague onlydemonstrates that you do not understandthe requirements and will createquestions in the mind of the evaluator.

Be sure the data you present areaccurate. There is nothing moreembarrassing than to find out yourinformation is out of date or incorrect.

Decide which facts or statistics bestsupport the project and substantiate yourpromises with facts and details.

Information that does not relate to theproject you are presenting will cause thereader to question the entire proposal.


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The Project Description

This section of your proposalshould have four

subsections: Objectives,

Methods,

Staffing/administration, and

Evaluation.

Together, objectives andmethods will dictate yourstaffing and administrativerequirements.


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This means that you demonstrate yourability to solve or meet the challenge.

The methods section describes thespecific activities that will take place toachieve the objectives. It might be helpfulto divide your discussion of methods intothe following:

what, how, when, and why.

Your proposal should clearly communicate

your ability to successfully perform thecontract.

Documentation of successful fulfillment ofother contracts will help prove your point.


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: This is the detailed

description of what will occur fromthe time the project begins until itis completed. Your methodsshould match the previouslystated objectives.

: The methods sectionshould present the order andtiming for the tasks. It might makesense to provide a timetable sothat the reader does not have to

map out the sequencing on theirown.

The timetable tells the reader"when" and provides anothersummary of the project that

supports the rest of the methodssection.


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: You may need to defend yourchosen methods, especially if theyare a new approach. Why will theplanned work lead to the outcomesyou anticipate?

You can answer this question in anumber of ways, including using thevaluation of an expert and examplesof another projects that worked.

The methods section helps thereader to visualize theimplementation of the project. Itshould convince the reader that yourcompany knows what it is doing,thereby again establishing credibility.


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Staffing/Administration

In describing the methods, you willhave mentioned staffing for theproject. You now need to devote a fewsentences to discussing the number of

staff, their qualifications, and specificassignments.

Details about individual staff membersinvolved in the project can be includedeither as part of this section or in the

appendix, depending on the lengthand importance of this information

How will you free up the time of analready fully deployed individual?


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Pricing the project As you prepare to assemble the pricing, go

back through the proposal narrative and

make a list of all personnel and contractorsrelated to the operation of the project.

Be sure that you list not only new costs tocomplete the project but also any ongoingexpenses for items that will be allocated to

the project. Verify or get the relevant costs from theperson in your agency who is responsible forkeeping the books.

You may need to estimate the proportions ofyour companys ongoing expenses that

should be charged to the project and anynew costs, such as salaries for projectpersonnel not yet hired. Put the costs youhave identified next to each item on your list.


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Keeping records

Your list of pricing items and the calculationsyou have done to arrive at a dollar figure foreach item should be summarized onworksheets.

You should keep these to remind yourself howthe numbers were developed.

These worksheets can be useful as youcontinue to develop the proposal and discussit with the evaluator; they are also a valuabletool for monitoring the project once it is underway and for reporting after completion.

Some proposals require you to provideadequate management and cost information.In this case, you need to demonstrate yourability to account for all of the costs involved inperforming the contract.


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Developing Your Conclusion

Every proposal should have aconcluding paragraph or two.

This is a good place to call

attention to the future, after the

project is completed.

If appropriate, you should outlinesome of the follow-up activities

that might be undertaken.

This section is also the place to

make a final appeal for your

companys consideration. Briefly summarize what your

company wants to do and why it

is important.


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Finishing touches

Packaging

Cover design

Cover letter

Spell check

Gather appendixmaterials

Prepare table ofcontents, sectiondividers, etc.

Production Where and by whom

will the document beproduced?


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A checklist for government proposal writing

Thoroughly reviewed the RFP

Prepared any questions concerning the RFPand submitted to the contracting officer

Obtained and reviewed backgrounddocumentation for the project

Evaluated your companys strengths and

weaknesses Evaluated your companys competition

Developed a strategy to differentiate yourcompany

Prepared document in the appropriate format

Included commitment letters from potential

employees, suppliers and funding sources If appropriate, past performance references

Purchased a sufficient number of packagingmaterials? Binder rings, tabs, notebooks, etc.


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Proposal delivery

Deliver on time.

Label the originaldocuments and requirednumber of copies.

Seal the original and copiesin a package and labelappropriately.

If mailing, dont forget tocheck delivery schedules.

If hand carrying, provide asignature receipt for thedelivery person.


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Isi Proposal (tugas MPPL) Cover

Table of Content Cover letter (ditujukan ke elisati h) Executive Summary Pendahuluan

Our Understanding (Statement of Need): pemahaman konsultan ttngpermasalahan yang di-ceritakan di TOR

Tanggapan (proposed solution) Bahasan sistem(detil) Metodologi Pelaksanaan (Implementasi+Project Management)

Tahapan pengerjaan Scheduling WBS

Biaya Estimasi biaya proyek (personil: mandays)

Kesimpulan CV semua anggota dengan posisi: PM, (Programmer, Analyst&Desainer,

Network Engineer, QA, dst)


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Sekian..

Documents

Proposal Pro Ye k