Strategies & Techniques for Successful Proposals...Tips for Preparing a Proposal •Obtain product history (previous winner, award data, competition, etc.) •Attend any pre-bid meetings

www.washingtonptac.org • 425.248.4223 • www.economicalliancesc.org 1

Strategies &

Techniques for

Successful Proposals


3 Basic Types of Government

Solicitations & Corresponding

Responses

• Request for Quotes (RFQ’s) > Offer

• Invitation for Bids (IFB’s or ITB’s) > Bid

• Request for Proposals (RFP’s) > Proposal


Uniform Contract Format

• FAR 15.204-1

• “Contracting Officers shall prepare

solicitations and resulting contracts using

the Uniform Contract Format….”

• Part I – The Schedule

A. Solicitation/Contract Form

B. Supplies or Services and Pricing/Costs

C. Description/Specs/Work Statement



D. Packaging and Marking

E. Inspection and Acceptance

F. Deliveries or Performance

G. Contract Administration Data

H. Special Contract Requirements

• Part II – Contract Clause

I. Contract Clauses



• Part III – List of Documents, Exhibits

and Other Attachments

J. List of Attachments



• Part IV – Representations and

Instructions

K. Representations, Certifications and

other Statements

L. Instructions, Conditions & Notices to

Offerors or Quoters

M.Evaluation Factors for Award Note: The Government-wide Past Performance

Information Retrieval System (PPIRS) may be used


Whichever type of proposal … What makes you different?


Highlight Your Uniqueness


Three Keys to Success

• Research

• Planning

• Prepositioning


Research, Planning, and Prepositioning

• Research

•

•

•

•


Research, Planning, and Prepositioning • Planning

• Identify markets & clients

• Market assessments

• Identify top clients


Research, Planning, and Prepositioning • Preposition by Building Relationships

•

•

•


SWOT Analysis


The Go-No/Go Decision


Types of Responses

• Capability Statement

• The “SF” forms

• The Statement of Qualifications

• The Response to Requests for Proposals

(RFP)


Capabilities Statement

• Kept on file for future reference

• Usually a double-sided single sheet,

preferably on a heavy index or card

stock

• No long paragraphs—heading and

short sentence about your company

• Bullet point facts


Capabilities Statement

• Company Data

• Core

Competencies

• Past

Performance

• “Differentiators”


The Go-No/Go Decision


Alice: Would you tell me, please, which way I ought to go from here?

Cheshire Cat: That

depends a good deal on where you want to go.

Alice: I don’t much

care. Cheshire Cat: Then it

doesn’t matter which way to go.


Determine your path


Here’s how it starts when the agency is ready

• You find out a about a project

• Advertisement

• Invitation

• Word on the street

• Bid Match

• Get the RFP

(Request for Proposal) or RFQ (Request for Quote)


Make a decision

• Go or No-Go based on:

• Compatible with your interests?

• Can you make money?

• Are there risks? If so, what are they?

• Do you know/understand the client?

• Are you competitive?

• Past experience

• Strong PM and team

• Who else is going after the project?

• Use the “SWOT” analysis


As a Prime: The Sequence


Read and understand the RFP or RFQ

• What is the project?

• Do you have the staff?

• Can you go it alone? If not, have you

lined up your subs?

• Do you have the time to do the

project?



• If there’s a pre-proposal meeting, can

you or one of your staff attend?

• Is there a cut-off period for questions?

• Have you/your marketer checked for

addendums?

• Do you have time to put together a

compelling proposal?



• Review the contract. Can you accept

the contract terms?

(It’s not an option to disregard any element of

the terms)


As a Prime: Building Your Proposal


The Outline

• Background &

Strategy

1. The basics

2. What’s it about

3. Hot buttons

4. Evaluation

criteria from the

RFP

5. SWOT analysis

3

1

2

4

5


The Outline

6. Understanding

and approach

• Proposal

Specifics

• The mechanics

• Outline /

Assignments

6


The Nitty-Gritty

• Staff / team

• Projects / experience

• Subconsultants

• Action items

• Calendar

• Assignments due

• Pink / Red Team

reviews

• Production and delivery


As a Subconsultant: Assembling your qualifications


As a Sub…

• Meet the prime’s deadlines for

information!

• Read the RFP/RFQ carefully–ask for a

copy if you don’t have it


As a Sub…

• Clarify your role

• What you will do and who will do it (unless requested, name only 1-3 key staff; ask

how deep to go)

• Many teams / exclusive to one team?

• Ask for clarification from the prime if

you’re not sure what they want

• Contact: Marketing? Your friend? CEO?


As a Sub…

• Ask for an RFI (request for information)

from your prime(s)

• What do they want?

• What format? Do they have a template?


As a Sub…

• Do they want projects? If so, what focus?

• Similar job?

• History with the agency?

• Do they want references? Photos?

• Is there a time frame on projects (e.g., less

then 3 years)? Project costs? Dates? Staff

involved?


Tips for Preparing a Proposal • Obtain product history

(previous winner, award data, competition, etc.)

• Attend any pre-bid meetings

• Acknowledge amendments

• Fill in original

• Submit bid at price you can live with

• Submit on time – not 1 second late

• Attend bid opening, if applicable

• Sign your bid (SF-33 & SF-1449)


Toolkit


Capability Statement Template


Full Resume Template


Resume and Project Sample


Project Description Template

Page 1


Project Description Template

Page 2


File Structure Template

Page 1



Page 2



Page 3


Job Ticket Template


Questions?


Instructor/Facilitator

Jeanie James Shorebird Creative LLC Principal / Creative Director (425) 330-4537 [email protected]

Jean Hales Economic Alliance Snohomish County Director Small Business Programs PTAC - Government Contracting Assistance (425) 248-4223 [email protected]