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How to Write Better
Proposals
1
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
Presented by:
Shené Commodore, CPCM, Fellow
President- Commodore Consulting, LLC
How to Write Better
Proposals
Outline
A. Responsible vs. Responsive
B. How to Properly read the RFP
C. Core Proposal Components
1. Introduction and Executive Summary
2. Technical Proposal
3. Past Performance References
4. Cost Proposal
D. Close (Q&A)
2
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
How to Write Better Proposals
Are you a Responsible and Responsive
Bidder?
A responsible bidder – fully capable to meet all of the
requirements of the solicitation and subsequent contract.
A responsive bidder - follows instructions as written
in the bid or RFP.
3
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
How to Write Better Proposals
How to Read the RFP
READ THE RFP OR BID IN IT’S ENTIRETY !
1.Note any milestones / deliverables and due dates,
special requirements, equipment, certifications, or key
personnel required.
2.Note any notice requirements (termination, funding,
amendments, pricing, invoices, auto-renewals).
3.Be sure you can meet all requirements and schedule
guidelines. (Will you need a partner or
subcontractor?)
4.Submit your response in accordance with the RFP /
Bid instructions.
4
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
What Are You Looking For?
• Organization/Buyer info
• Requirements
• Processes
• Contacts
• Special Reports
• Key Personnel
• Special Requirements
• Bad specifications
• Unclear requirements
• Unnecessary requirements
5
CommodoreConsulting,LLC
(c)2018
Entrepreneurial Ecosystem
6
CommodoreConsulting,LLC
(c)2018
Entrepreneurial Ecosystem. Mazzarol 2014
7
CommodoreConsulting,LLC
(c)2008
Read the ENTIRE Solicitation
• Read and take note of the customer’s
requirements, org mission, special requirements,
communication preferences?
• What, when, where, how, why?
• Is this solicitation set-aside, location, clearances?
• When is the proposal due ?
• When are questions due?
• How will the contract be awarded
• Sealed Bids (FAR Part 14)
• Negotiated (FAR Part 15) – also known as competitive
proposals.
• What type of contract is envisioned e.g., Cost or Fixed
Price ?
• Is this a simplified Acquisition?
• What are the dollar thresholds?
Bid or No Bid?
9
CommodoreConsulting,LLC
(c)2018
Go/No Go Decision
Bid Factors
Bid Factor Scoring Scale Estimated Score
Negative Neutral Positive Our
Company
Top
Competitor1 2 3 4 5 6 7 8 9 10
1.Are you known by the
client?
Unknown to this client Known to client, but not fully
cultivated
Well-developed working relationship;
previous contracts
2.Is this the first you
heard of procurement?
Did not expect RFP; unprepared Generally up-to-date; no
major negatives
Known 3-12 months; good favorable,
confirmed intelligence
3.What is our overall
technical
capability/position, in-
house staff?
Not qualified; weak relevant
experience
Capable; understand
problem; experienced
Can meet/exceed every requirement;
technically superior
4. Core Business/
Operations
Counter to core business and
corporate direction
Neutral to core business and
corporate direction
Partial to Fully aligned core business
and corporate direction
5. Adequate
Equipment/Staffing
Do not have equipment/staff in
house
Need to obtain
equipment/RFP staff
Equipment/ Staff in place and ready to
use
6. Are subcontractors
needed?
Yes, but will dilute position. Less
than 50% of content is from our
company
Yes, but will have little or no
effect. Between 50%-75% of
content is from our company
Yes, and will enhance overall proposal.
Between 75%-90% of content is from
our company
7.What is the financial
potential?
Marginal long term; no short
term return
Good long term;
questionable short term
Excellent long term; excellent short
term
Constructive Change Involves:
•Order: improper word or deed by
government
- Could be inaction
•Overt change in gov requirements
•Acted upon: required contractor
effort that was not part of the
contract
Must Result in:
•Increase cost: change in
performance beyond original
contract requirement
GOV CONTRACT TIP
HANDLING CONSTRUCTIVE CONTRACT CHANGES & RECOVERING REASONABLE COSTS
Common Types of Constructive
Contract Changes:
•Contract Misinterpretation
•Defective Specifications
•Interference/ Failure to
Cooperate
•Withhold Superior Knowledge
•Acceleration
A CONSTRUCTIVE CONTRACT CHANGE happens when a contract is modified by an act, omission or for other
reasons, but without a written change order or modification by the authorized contract officer.
Contractors / Vendors must notify the CO as soon as possible the work is considered a contract change. The vendor should submit facts in writing
demonstrating the contract change and related costs to request a formal contract change or seek a request for equitable adjustment (REA) to recover
reasonable cost.
Constructive Change Involves:
•Order: improper word or deed by
government
- Could be inaction
•Overt change in gov requirements
•Acted upon: required contractor
effort that was not part of the
contract
Must Result in:
•Increase cost: change in
performance beyond original
contract requirement
GOV CONTRACT TIP
HANDLING CONSTRUCTIVE CONTRACT CHANGES & RECOVERING REASONABLE COSTS
Common Types of Constructive
Contract Changes:
•Contract Misinterpretation
•Defective Specifications
•Interference/ Failure to
Cooperate
•Withhold Superior Knowledge
•Acceleration
A CONSTRUCTIVE CONTRACT CHANGE happens when a contract is modified by an act, omission or for other
reasons, but without a written change order or modification by the authorized contract officer.
Contractors / Vendors must notify the CO as soon as possible the work is considered a contract change. The vendor should submit facts in writing
demonstrating the contract change and related costs to request a formal contract change or seek a request for equitable adjustment (REA) to recover
reasonable cost.
Buyer Responsibilities:
•Have the proper stakeholders
review the design specifications and
sign for approval
•Make sure required test methods
& standards are applicable and
current. You should provide
references.
•Request vendors to notify you
immediately with any questions and
concerns regarding the
specifications.
•Make sure the specifications are
current, not outdated.
GOV CONTRACT TIP: HOW TO HANDLE DEFECTIVE DESIGN SPECIFICATIONS
Bad Design specifications can cause constructive contract changes, increase risks, and lead to higher contract costs.
Vendor Responsibilities:
•Notify the CO and authorized representatives in
writing of the defective specification immediately
•Document how you were misled by the errors
•If you are required to build to the plans/ specs
provided by the govt or buyer, you are not
responsible for consequences of the defects.
•Assert your rights
• Right to non-performance if performance is
rendered impossible or impracticable. You
must show it is impossible for anyone to
perform, not just you.
• Right to an excusable delay
*Both parties have a duty to cooperate in the execution of the contract.
*Vendors, if you know the specs are wrong but still perform, you cannot
recover.
Are you a Responsible
Bidder?
13
CommodoreConsulting,LLC
(c)2008
HOW TO WRITE BETTER
PROPOSALS
Common Mistakes
• Failure to show understanding of the problem
• Failure to show basis of pricing
• Not providing prior relevant experience information
• Inadequate project research or business development
• No proposal signatures or inclusion of all forms 14
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
HOW TO WRITE BETTER
PROPOSALS
Common Mistakes – Misinterpretation of Experience
• Relevant experience should be similar in scope and complexity
• “What” similar work have you completed ?
• Is it a natural progression and related to your past project work?
• Past Performance
• “How” well did you complete the relevant work?
• What will customers say about how well you performed?
15
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
How To Write Better Proposals
Core Proposal Components
• Introduction and Executive Summary*
Your introduction should be about the customer, not about you.
The RFP told you what they want, why disengage them
discussing anything else?
16
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
How To Write Better Proposals
Core Proposal Components
17
Plan the Readers Journey
•What is the situation?
•What is the challenge?
•State the resolution.
•State when the resolution
will be realized.
*Establish an audience connection!
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)
2018
Create a STAR Moment
18
• Significant
• Sincere
• Motivating
Moment that magnifies your big idea and makes your
solution stand out.
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
How To Write Better Proposals
Core Proposal Components
Introduction and Executive Summary*
•Provide an overview of your understanding of the problem
•Start by telling them how you will meet their needs. How are
you going to meet the requirements?
•What benefits will they gain from using your solution?
•Speak clear, easy to understand language
•Avoid jargons and clichés
19
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
Technical Proposal
1.Explain your solution and how it will meet the requirements.
•State this information in the same order as the RFP and in
accordance with the instructions.
2. Use a variety of narrative information and graphics
•Narratives should be used to explain features and benefits of your
solution.
•Graphics can be used to explain technical details and processes
3. Do you have success stories to share of your solution?
“Stories are the currency of human relationships.”
Robert McKee 20
Conveying You Can Do the Job
Core Proposal Components
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
Management Approach / Plan
•Structure
•Schedule
•Communication
•Key Personnel – be sure to use the same resume format when
providing resumes
•Outsourcing, subcontractors, or partners role
• Be sure to discuss subcontract management and the role
subcontractors will play
21
Conveying You Can Do the Job
Core Proposal Components
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
Partners and/or Subcontractors
•Letter of Commitment
•Subcontract Agreement
•What percentage of work will they perform
•How will they be paid
•Do they have a history of success in this area
•Do they have a relationship with the customer
•Have they been debarred, suspended, terminated
•Have there been any civil claims filed against them recently
•Who will manage them
22
Conveying You Can Do the Job
Core Proposal Components
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
Past Performance
•Briefly discuss 2-3 prior projects to demonstrate relevant
experience
•These projects should be:
• Similar scope, size, requirements
• Not more than 3 years old
• Discuss period of performance and solutions
• State if you were the prime/lead or subcontractor
23
Conveying You Can Do the Job
Core Proposal Components
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
Costs Proposal – Follow instructions !
•Always identify direct costs and other direct costs
•List special notes or assumptions for costs related to items not
clearly defined but that should be taken into consideration.
•Is travel included?
24
Conveying You Can Do the Job
Core Proposal Components
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)
2018
Costs Proposal – Follow instructions !
•Are there extra charges for special requests or repetitive
services?
•Are there set up fees?
•Are there penalties or late fees?
•Do project delays cause additional fees to be incurred?
•List optional or related value-added services
25
Conveying You Can Do the Job
Core Proposal Components
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
Reviewing Your Proposal
26
• Is there a big idea?
• Do small, incremental decisions lead to the big idea?
• Are there clear, factual evidence for assertions listed to
support all points?
• Is your call to action clear?
• Have all issues in Section L, Section M, and Section C been
addressed?
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
Eval Review: Technical
Questions
• Did the offeror provide a detailed and comprehensive
statement of the scope and purpose of the project,
demonstrating a complete understanding of the intent and
requirements of the contract?
• Did the offeror adequately describe their technical
approach in a manner that demonstrates that the services
required of IDIQ and sample task orders will be
successfully accomplished, not simply a recitation of the
requirements?
• Did the offeror identify relevant potential problems that
could or may be encountered demonstrating a clear
understanding of the requirement?
27
CommodoreConsulting,LLC
(c)2018
Eval Review: Personnel
Questions
28
CommodoreConsulting,LLC
(c)2018
Did the offeror, for all proposed subcontractors, include a letter
from the subcontractor detailing their willingness to perform as
a subcontractor for specific duties, specifying what
Did the offeror list the names, titles, and proposed duties of all
personnel that will be assigned to this project demonstrating a clear
understanding of the requirement?
Did the offeror, for all proposed personnel, provide a discussion on
their education, background, recent experience, and specific
experience in performing the type of work that is called for by the
statement of work?
Did the offeror, for all personnel who are not currently members of the
offeror's staff, submit a letter of commitment or other evidence of
availability (resume does not meet this requirement)?
Eval Questions: Financial
Capabilities
• Did offeror adequately demonstrate their organization's
financial capability to perform a contract of this magnitude?
• Did offeror confirm availability of financial resources to pay
staffing of required employees prior to reimbursement on
invoices from the government?
• If required, did offeror provide adequate letter of commitment
and certification that confirms all accounts are in good
standing from their Bank?
• Did offeror provide a discussion as well as demonstrate that
they have procedures and financial resources that are in place
to assure the government that employees and subcontractors
will be paid in a timely manner? 29
CommodoreConsulting,LLC
(c)2018
Proposal Review Tools
Cross Reference Matrix
CLIN SOO SOW CDRL QASP Section L Section M
Proposal
Reference
Solicitation Exceptions
 
Solicitation
Document
Page/
Paragraph
Requirement Rationale for Exception
1
2
3
4
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)
2018
Solicitation Number and Name
Question
Number
Reference Question Answer Solicitation Change
1
Section _____
– Service
Contract Act
Wage
Determination.
“The Offeror shall use the DOL wage
determination for the National Capital
Areas in developing the CONUS labor
rate ranges.” Would the government
please provide the Wage Determination,
Wage Determination number or a web
link to it?
The web link is www.wdol.gov. See revised
section _______
Section _____ has been modified to
include __________.
2
Round 1 Q&A
#5d
Can the Government please clarify that
the hardship and danger differential pay
set by the Department of State for
contractor personnel traveling or
stationed in potentially hostile areas will
be an ODC?
Confirmed. None.
Proposal Review Tools
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)
2018
HOW TO WRITE BETTER
PROPOSALS
Proposal Delivery
Electronic or Hard Copy or In-person delivery?
Multiple Copies?
Who is responsible for putting the complete proposal together
and packaging?
How much time should be allowed to:
• Put the final proposal together
• Submit the proposal
32
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
HOW TO WRITE BETTER
PROPOSALS
Follow Up
Always follow up with the potential client
Ask for a debriefing or meeting to discuss why you did not win?
Ask if they will continue to inform you of similar projects
Ask if they are any special items they are interested in you could
keep them abreast of in the future?
33
HowtoWriteBetterProposals
CommodoreConsulting,LLC(c)2018
HOW TO WRITE BETTER
PROPOSALS
QUESTIONS AND ANSWERS
President - Commodore Consulting, LLC
Shené Commodore, CPCM, Fellow
770-590-5147
shene@commodoreconsulting.com
www.commodoreconsulting.com
Follow Us on Twitter
@CommodoreC
34

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How to Write Better Proposals

  • 1. How to Write Better Proposals 1 HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018 Presented by: Shené Commodore, CPCM, Fellow President- Commodore Consulting, LLC
  • 2. How to Write Better Proposals Outline A. Responsible vs. Responsive B. How to Properly read the RFP C. Core Proposal Components 1. Introduction and Executive Summary 2. Technical Proposal 3. Past Performance References 4. Cost Proposal D. Close (Q&A) 2 HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 3. How to Write Better Proposals Are you a Responsible and Responsive Bidder? A responsible bidder – fully capable to meet all of the requirements of the solicitation and subsequent contract. A responsive bidder - follows instructions as written in the bid or RFP. 3 HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 4. How to Write Better Proposals How to Read the RFP READ THE RFP OR BID IN IT’S ENTIRETY ! 1.Note any milestones / deliverables and due dates, special requirements, equipment, certifications, or key personnel required. 2.Note any notice requirements (termination, funding, amendments, pricing, invoices, auto-renewals). 3.Be sure you can meet all requirements and schedule guidelines. (Will you need a partner or subcontractor?) 4.Submit your response in accordance with the RFP / Bid instructions. 4 HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 5. What Are You Looking For? • Organization/Buyer info • Requirements • Processes • Contacts • Special Reports • Key Personnel • Special Requirements • Bad specifications • Unclear requirements • Unnecessary requirements 5 CommodoreConsulting,LLC (c)2018
  • 8. Read the ENTIRE Solicitation • Read and take note of the customer’s requirements, org mission, special requirements, communication preferences? • What, when, where, how, why? • Is this solicitation set-aside, location, clearances? • When is the proposal due ? • When are questions due? • How will the contract be awarded • Sealed Bids (FAR Part 14) • Negotiated (FAR Part 15) – also known as competitive proposals. • What type of contract is envisioned e.g., Cost or Fixed Price ? • Is this a simplified Acquisition? • What are the dollar thresholds?
  • 9. Bid or No Bid? 9 CommodoreConsulting,LLC (c)2018 Go/No Go Decision Bid Factors Bid Factor Scoring Scale Estimated Score Negative Neutral Positive Our Company Top Competitor1 2 3 4 5 6 7 8 9 10 1.Are you known by the client? Unknown to this client Known to client, but not fully cultivated Well-developed working relationship; previous contracts 2.Is this the first you heard of procurement? Did not expect RFP; unprepared Generally up-to-date; no major negatives Known 3-12 months; good favorable, confirmed intelligence 3.What is our overall technical capability/position, in- house staff? Not qualified; weak relevant experience Capable; understand problem; experienced Can meet/exceed every requirement; technically superior 4. Core Business/ Operations Counter to core business and corporate direction Neutral to core business and corporate direction Partial to Fully aligned core business and corporate direction 5. Adequate Equipment/Staffing Do not have equipment/staff in house Need to obtain equipment/RFP staff Equipment/ Staff in place and ready to use 6. Are subcontractors needed? Yes, but will dilute position. Less than 50% of content is from our company Yes, but will have little or no effect. Between 50%-75% of content is from our company Yes, and will enhance overall proposal. Between 75%-90% of content is from our company 7.What is the financial potential? Marginal long term; no short term return Good long term; questionable short term Excellent long term; excellent short term
  • 10. Constructive Change Involves: •Order: improper word or deed by government - Could be inaction •Overt change in gov requirements •Acted upon: required contractor effort that was not part of the contract Must Result in: •Increase cost: change in performance beyond original contract requirement GOV CONTRACT TIP HANDLING CONSTRUCTIVE CONTRACT CHANGES & RECOVERING REASONABLE COSTS Common Types of Constructive Contract Changes: •Contract Misinterpretation •Defective Specifications •Interference/ Failure to Cooperate •Withhold Superior Knowledge •Acceleration A CONSTRUCTIVE CONTRACT CHANGE happens when a contract is modified by an act, omission or for other reasons, but without a written change order or modification by the authorized contract officer. Contractors / Vendors must notify the CO as soon as possible the work is considered a contract change. The vendor should submit facts in writing demonstrating the contract change and related costs to request a formal contract change or seek a request for equitable adjustment (REA) to recover reasonable cost.
  • 11. Constructive Change Involves: •Order: improper word or deed by government - Could be inaction •Overt change in gov requirements •Acted upon: required contractor effort that was not part of the contract Must Result in: •Increase cost: change in performance beyond original contract requirement GOV CONTRACT TIP HANDLING CONSTRUCTIVE CONTRACT CHANGES & RECOVERING REASONABLE COSTS Common Types of Constructive Contract Changes: •Contract Misinterpretation •Defective Specifications •Interference/ Failure to Cooperate •Withhold Superior Knowledge •Acceleration A CONSTRUCTIVE CONTRACT CHANGE happens when a contract is modified by an act, omission or for other reasons, but without a written change order or modification by the authorized contract officer. Contractors / Vendors must notify the CO as soon as possible the work is considered a contract change. The vendor should submit facts in writing demonstrating the contract change and related costs to request a formal contract change or seek a request for equitable adjustment (REA) to recover reasonable cost.
  • 12. Buyer Responsibilities: •Have the proper stakeholders review the design specifications and sign for approval •Make sure required test methods & standards are applicable and current. You should provide references. •Request vendors to notify you immediately with any questions and concerns regarding the specifications. •Make sure the specifications are current, not outdated. GOV CONTRACT TIP: HOW TO HANDLE DEFECTIVE DESIGN SPECIFICATIONS Bad Design specifications can cause constructive contract changes, increase risks, and lead to higher contract costs. Vendor Responsibilities: •Notify the CO and authorized representatives in writing of the defective specification immediately •Document how you were misled by the errors •If you are required to build to the plans/ specs provided by the govt or buyer, you are not responsible for consequences of the defects. •Assert your rights • Right to non-performance if performance is rendered impossible or impracticable. You must show it is impossible for anyone to perform, not just you. • Right to an excusable delay *Both parties have a duty to cooperate in the execution of the contract. *Vendors, if you know the specs are wrong but still perform, you cannot recover.
  • 13. Are you a Responsible Bidder? 13 CommodoreConsulting,LLC (c)2008
  • 14. HOW TO WRITE BETTER PROPOSALS Common Mistakes • Failure to show understanding of the problem • Failure to show basis of pricing • Not providing prior relevant experience information • Inadequate project research or business development • No proposal signatures or inclusion of all forms 14 HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 15. HOW TO WRITE BETTER PROPOSALS Common Mistakes – Misinterpretation of Experience • Relevant experience should be similar in scope and complexity • “What” similar work have you completed ? • Is it a natural progression and related to your past project work? • Past Performance • “How” well did you complete the relevant work? • What will customers say about how well you performed? 15 HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 16. How To Write Better Proposals Core Proposal Components • Introduction and Executive Summary* Your introduction should be about the customer, not about you. The RFP told you what they want, why disengage them discussing anything else? 16 HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 17. How To Write Better Proposals Core Proposal Components 17 Plan the Readers Journey •What is the situation? •What is the challenge? •State the resolution. •State when the resolution will be realized. *Establish an audience connection! HowtoWriteBetterProposals CommodoreConsulting,LLC(c) 2018
  • 18. Create a STAR Moment 18 • Significant • Sincere • Motivating Moment that magnifies your big idea and makes your solution stand out. HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 19. How To Write Better Proposals Core Proposal Components Introduction and Executive Summary* •Provide an overview of your understanding of the problem •Start by telling them how you will meet their needs. How are you going to meet the requirements? •What benefits will they gain from using your solution? •Speak clear, easy to understand language •Avoid jargons and clichés 19 HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 20. Technical Proposal 1.Explain your solution and how it will meet the requirements. •State this information in the same order as the RFP and in accordance with the instructions. 2. Use a variety of narrative information and graphics •Narratives should be used to explain features and benefits of your solution. •Graphics can be used to explain technical details and processes 3. Do you have success stories to share of your solution? “Stories are the currency of human relationships.” Robert McKee 20 Conveying You Can Do the Job Core Proposal Components HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 21. Management Approach / Plan •Structure •Schedule •Communication •Key Personnel – be sure to use the same resume format when providing resumes •Outsourcing, subcontractors, or partners role • Be sure to discuss subcontract management and the role subcontractors will play 21 Conveying You Can Do the Job Core Proposal Components HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 22. Partners and/or Subcontractors •Letter of Commitment •Subcontract Agreement •What percentage of work will they perform •How will they be paid •Do they have a history of success in this area •Do they have a relationship with the customer •Have they been debarred, suspended, terminated •Have there been any civil claims filed against them recently •Who will manage them 22 Conveying You Can Do the Job Core Proposal Components HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 23. Past Performance •Briefly discuss 2-3 prior projects to demonstrate relevant experience •These projects should be: • Similar scope, size, requirements • Not more than 3 years old • Discuss period of performance and solutions • State if you were the prime/lead or subcontractor 23 Conveying You Can Do the Job Core Proposal Components HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 24. Costs Proposal – Follow instructions ! •Always identify direct costs and other direct costs •List special notes or assumptions for costs related to items not clearly defined but that should be taken into consideration. •Is travel included? 24 Conveying You Can Do the Job Core Proposal Components HowtoWriteBetterProposals CommodoreConsulting,LLC(c) 2018
  • 25. Costs Proposal – Follow instructions ! •Are there extra charges for special requests or repetitive services? •Are there set up fees? •Are there penalties or late fees? •Do project delays cause additional fees to be incurred? •List optional or related value-added services 25 Conveying You Can Do the Job Core Proposal Components HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 26. Reviewing Your Proposal 26 • Is there a big idea? • Do small, incremental decisions lead to the big idea? • Are there clear, factual evidence for assertions listed to support all points? • Is your call to action clear? • Have all issues in Section L, Section M, and Section C been addressed? HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 27. Eval Review: Technical Questions • Did the offeror provide a detailed and comprehensive statement of the scope and purpose of the project, demonstrating a complete understanding of the intent and requirements of the contract? • Did the offeror adequately describe their technical approach in a manner that demonstrates that the services required of IDIQ and sample task orders will be successfully accomplished, not simply a recitation of the requirements? • Did the offeror identify relevant potential problems that could or may be encountered demonstrating a clear understanding of the requirement? 27 CommodoreConsulting,LLC (c)2018
  • 28. Eval Review: Personnel Questions 28 CommodoreConsulting,LLC (c)2018 Did the offeror, for all proposed subcontractors, include a letter from the subcontractor detailing their willingness to perform as a subcontractor for specific duties, specifying what Did the offeror list the names, titles, and proposed duties of all personnel that will be assigned to this project demonstrating a clear understanding of the requirement? Did the offeror, for all proposed personnel, provide a discussion on their education, background, recent experience, and specific experience in performing the type of work that is called for by the statement of work? Did the offeror, for all personnel who are not currently members of the offeror's staff, submit a letter of commitment or other evidence of availability (resume does not meet this requirement)?
  • 29. Eval Questions: Financial Capabilities • Did offeror adequately demonstrate their organization's financial capability to perform a contract of this magnitude? • Did offeror confirm availability of financial resources to pay staffing of required employees prior to reimbursement on invoices from the government? • If required, did offeror provide adequate letter of commitment and certification that confirms all accounts are in good standing from their Bank? • Did offeror provide a discussion as well as demonstrate that they have procedures and financial resources that are in place to assure the government that employees and subcontractors will be paid in a timely manner? 29 CommodoreConsulting,LLC (c)2018
  • 30. Proposal Review Tools Cross Reference Matrix CLIN SOO SOW CDRL QASP Section L Section M Proposal Reference Solicitation Exceptions   Solicitation Document Page/ Paragraph Requirement Rationale for Exception 1 2 3 4 HowtoWriteBetterProposals CommodoreConsulting,LLC(c) 2018
  • 31. Solicitation Number and Name Question Number Reference Question Answer Solicitation Change 1 Section _____ – Service Contract Act Wage Determination. “The Offeror shall use the DOL wage determination for the National Capital Areas in developing the CONUS labor rate ranges.” Would the government please provide the Wage Determination, Wage Determination number or a web link to it? The web link is www.wdol.gov. See revised section _______ Section _____ has been modified to include __________. 2 Round 1 Q&A #5d Can the Government please clarify that the hardship and danger differential pay set by the Department of State for contractor personnel traveling or stationed in potentially hostile areas will be an ODC? Confirmed. None. Proposal Review Tools HowtoWriteBetterProposals CommodoreConsulting,LLC(c) 2018
  • 32. HOW TO WRITE BETTER PROPOSALS Proposal Delivery Electronic or Hard Copy or In-person delivery? Multiple Copies? Who is responsible for putting the complete proposal together and packaging? How much time should be allowed to: • Put the final proposal together • Submit the proposal 32 HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 33. HOW TO WRITE BETTER PROPOSALS Follow Up Always follow up with the potential client Ask for a debriefing or meeting to discuss why you did not win? Ask if they will continue to inform you of similar projects Ask if they are any special items they are interested in you could keep them abreast of in the future? 33 HowtoWriteBetterProposals CommodoreConsulting,LLC(c)2018
  • 34. HOW TO WRITE BETTER PROPOSALS QUESTIONS AND ANSWERS President - Commodore Consulting, LLC Shené Commodore, CPCM, Fellow 770-590-5147 shene@commodoreconsulting.com www.commodoreconsulting.com Follow Us on Twitter @CommodoreC 34

Notas del editor

  1. Proposal Goals: Create awareness and brand recognition Prove you are a responsible and responsive company Offer complete solutions on schedule and within budget
  2. These items should be discussed with sales, operations, and legal / contracts. Any exceptions to the terms should be noted in the proposal cover letter. Common mistakes here include missed deadlines, poor understanding of reporting requirements, ambiguities with requirements.
  3. Do not simply restate you will meet the requirement. Explain the applicability of corporate experience, location, equipment, staff. Lead off each section with the single most important point in that area.
  4. Convince the reader you can effectively manage the project.
  5. Convince the reader you can effectively manage Subcontractors. Show subcontractors are committed to working on the project.