Government Contracting - Winning Proposals

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Jennifer Schaus & Assocates host a series of webinars on various government contracting topics. For full downloads with audio, including Q/A with the audience, please visit our complimentary download library at http://www.jenniferschaus.com/#!webinars/c8k2

Please contact us for any assistance regarding government contracting - GSA Schedules, federal sales, 8a Certification, proposal writers and more! JSchaus@JenniferSchaus.com or + 1 - 2 0 2 - 3 6 5 - 0 5 9 8 Visit us at http://www.JenniferSchaus.com THANK YOU

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Government Contracting - Winning Proposals

  1. 1. Govt Contracting Webinar Series Learn Before You Leap! • Govt Grants & SBIR Process RECORDING: http://youtu.be/1n8mUFsRcBc • Simplified Acquisitions RECORDING: http://youtu.be/dwSjw_P8WNg • Mentor-Protégé Program RECORDING: https://vimeo.com/103389860 • HUBZone Certification RECORDING: http://youtu.be/Eokpi70EOz8 • Access to Capital RECORDING: http://youtu.be/wMg_-wiBouQ • Aug 21 Winning Proposals Guest:  Michael Hordell & Rob Leahy, Pepper Hamilton LLP     ALL WEBINARS WILL BE RECORDED AND ARE AVAILABLE FOR DOWNLOAD ON OUR WEBSITE UNDER THE WEBINAR TAB PLEASE VISIT WWW.JENNIFERSCHAUS.COM AND SELECT “WEBINARS”                                        
  2. 2. Jennifer Schaus & Associates GOVERNMENT CONTRACTORS WEBINAR SERIES Winning Proposals – What a Company Needs to Focus On August 21, 2014
  3. 3. Jennifer Schaus & Associates • Washington DC Based • 20+ Yrs Government Contracting • GSA Schedule Consulting • Govt Contractor Events • Govt Contractor Support Services 1717 Penn Ave, NW; #1025 Washington DC 20006 + 1 – 2 0 2 – 3 6 5 – 0 5 9 8 http://www.JenniferSchaus.com
  4. 4. Jennifer Schaus & Associates SPONSOR ANNOUNCEMENT… Unanet provides software to over 1,000 Government Contractors that facilitates:    •  DCAA Compliant Time Tracking & Approvals •  Expense Reporting Automation with Federal Per Diems •  Real-Time Reporting on Direct & Indirect Costs •  KPIs on Profitability, Utilization, Actual vs. Budget, etc. •  Billing & Revenue Recognition •  Budgeting, Planning & Resource Forecasting •  Contract Management WEBSITE: www.Unanet.com CONTACT: MFranklin@Unanet.com 
  5. 5. Jennifer Schaus & Associates Winning Proposals AGENDA: Speaker Introduction & Background Speaker Presentation Audience Q & A Conclusions & Wrap-UP
  6. 6. Michael A. Hordell •Chair, Government Contracts Practice Group of Pepper  Hamilton LLP  •Holds Top Secret/Sensitive Compartmented  Information clearance/access •Advises small and large businesses on a range of  government contracts issues, including: - proposal preparation, business counseling and  rights in technical data - teaming agreements, joint ventures and  strategic alliances •Bid protests and disputes •Investigations and compliance matters •Co-author “Winning Proposals and Pricing/Cost  Strategies: A Guide for the Federal Contractor” (2014)  Jennifer Schaus & Associates Winning Proposals
  7. 7. Jennifer Schaus & Associates Winning Proposals Robert T. Leahy •Associate, Government Contracts Practice Group of  Pepper Hamilton LLP  •A member of the firm’s Sustainability, CleanTech  and Climate Change Team  •Represents clients before the Government  Accountability Office and the U.S. Court of Federal  Claims •Represents clients in government investigations and  regulatory compliance matters •Experienced in Major Defense Acquisition Programs  (MDAPS) and Major Automated Information Systems  (MAIS) acquired pursuant to DoD Instruction  5000.02 
  8. 8. Jennifer Schaus & Associates Winning Proposals
  9. 9. Winning Proposals – What a Company Needs to Focus On Jennifer Schaus & Associates Winning Proposals
  10. 10. The Government as a Customer • World’s largest customer • Not like a commercial customer Jennifer Schaus & Associates Winning Proposals
  11. 11. Set Up the Framework • Administrative steps − Commercial and Government Entity (CAGE) Code − SAM.gov − Accounting system − Small business certification − Electronic Data Interchange (EDI) system • Implement a system to identify potential business opportunities Jennifer Schaus & Associates Winning Proposals
  12. 12. Initial Steps – Coordinated Attack • Determine the product you wish to sell • Determine the customer(s) • Get on the “bidders list” • Start homework – budget, funding, estimates, prior and current needs • Track opportunities − respond to expressions of interest − attend industry days and proposal conferences • Identify and push any advantage, especially if a small business • Set up infrastructures and procedures Jennifer Schaus & Associates Winning Proposals
  13. 13. Before the RFP Is Even Issued… • Conduct advanced intelligence gathering − current and prior contracts − previous solicitations and proposals • Prepare preliminary proposal information as appropriate − draft boilerplate − gather resumes and other documents − gather photographs of facilities, products or sites − draft initial “shell” proposal and theme ideas Jennifer Schaus & Associates Winning Proposals
  14. 14. Initial Review of RFP • Primary goal – make bid/no bid decision quickly − check all pages, amendments, attachments − review specifications − create a “procurement library” − organize questions Jennifer Schaus & Associates Winning Proposals
  15. 15. Setting Milestones • Create a realistic timeline • Leave some leeway to deal with changes, problems (not just with proposal but those that arise in day- to-day business operations) Jennifer Schaus & Associates Winning Proposals
  16. 16. The Bid/No-Bid Decision • Research • Historical data • Potential competition • Business goals and strategy • Realistic assessment Jennifer Schaus & Associates Winning Proposals
  17. 17. The Initial Proposal Development Process • Build the proposal preparation team • Select the right person for the job • Enough people, enough time Jennifer Schaus & Associates Winning Proposals
  18. 18. The “Kick-Off” • Procedures are agreed-to and in place − set the ground rules − assign specific responsibility and deadlines − share information • distribute schedule • solicitation and other documents Jennifer Schaus & Associates Winning Proposals
  19. 19. Developing the Compliance Checklist • Compliant, complete, and compelling • Checklist based on requirements review Jennifer Schaus & Associates Winning Proposals
  20. 20. The Proposal/Contract Work Breakdown Structure • Performance requirements broken into discrete components • Use sections L and M, the SOW, and technical and performance specifications • Follow the solicitation! Jennifer Schaus & Associates Winning Proposals
  21. 21. The Continuing Proposal Preparation Process • Risk analysis refinement − cost or pricing strategies − information security / cyber risks • Subcontracting decisions • Teaming/joint ventures • Make or buy Jennifer Schaus & Associates Winning Proposals
  22. 22. Writing the Proposal • Write for non-experts, experts, and non- experts who think they are experts • Volumes must “stand alone” but be consistent Jennifer Schaus & Associates Winning Proposals
  23. 23. Proposal Content • Consistency • Easy to read and evaluate − explain how the offer meets the agency‘s needs • Free from ambiguity • Use themes • Executive Summaries − draft as if these are the only part of the proposal that will be read Jennifer Schaus & Associates Winning Proposals
  24. 24. Technical Volume • Frequently most critical part • Be realistic • Detail the specific solution • Crosswalk to pricing Jennifer Schaus & Associates Winning Proposals
  25. 25. Management Volume • Showcase experienced personnel • Explain how your management will make things run smoothly for the agency • Do not assume the evaluators know your company Jennifer Schaus & Associates Winning Proposals
  26. 26. Cost or Pricing Volume • Demonstrate the realism and reasonableness • Supporting rationale • Double (even triple) check for accuracy • Crosswalk with technical proposal for evaluator ease Jennifer Schaus & Associates Winning Proposals
  27. 27. The Magic Circle • Direct Costs • Indirect Costs − Overhead Cost Pools • Unallowable Costs • Intermediate Cost Pools • General and Administrative Cost Pool • Home Office Allocated Costs Jennifer Schaus & Associates Winning Proposals
  28. 28. Past Performance • Support company capabilities • Address “negative” past performance • Simplify reference checks • Make no assumptions Jennifer Schaus & Associates Winning Proposals
  29. 29. Other Proposal Pieces • Follow format requirements, page limits • Title Page • Informational and clear • Proprietary legend – title and each page • Marketing Materials ─ a part of your proposal ─ current, up-to-date and no contradictions Jennifer Schaus & Associates Winning Proposals
  30. 30. Red Team and Legal Review • Red Team − review volumes individually and as a whole − replicate the actual evaluation process − thoroughness and candor a must • Legal − risks and liabilities − understand intellectual property rights Jennifer Schaus & Associates Winning Proposals
  31. 31. Proposal Delivery • Confirm delivery information • Leave sufficient time • Follow-up Jennifer Schaus & Associates Winning Proposals
  32. 32. The Next Steps • Competitive Range Determination • Discussions and Clarifications • Oral Presentations • Final Proposal Revision Jennifer Schaus & Associates Winning Proposals
  33. 33. Award and Debriefing • Periodically check award status • Request a debriefing whether you win or lose • Lessons Learned Analysis Jennifer Schaus & Associates Winning Proposals
  34. 34. Questions ? ? ? Jennifer Schaus & Associates Winning Proposals
  35. 35. Jennifer Schaus & Associates Winning Proposals Conclusions . . .
  36. 36. Thank You !!
  37. 37. Jennifer Schaus & Associates Winning Proposals Contact Info Michael A. Hordell 202.220.1232 hordellm@pepperlaw.com Robert T. Leahy 202.220.1274 leahyr@pepperlaw.com Jennifer Schaus & Associates JSchaus@JenniferSchaus.com http://www.JenniferSchaus.com + 1 – 2 0 2 – 3 6 5 – 0 5 9 8

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