Closing the Gap:  Preparing Women Business Owners to Subcontract with the Federal Government Presented by  Seton Hill Univ...
Part II:   “ Developing a Winning Proposal” May 25, 2005 2:00 – 3:00 p.m. ET
Today’s Webinar Facilitator Debra J. Borkovich, CPCM, SAS [email_address] (412) 418-3758
Virtual “Housekeeping” Issues <ul><li>Please hold your questions until one of the designated Q&A sessions (two opportuniti...
Overview of  Federal Government Contracting <ul><li>USA – LARGEST Procurer of Supplies and Services Worldwide </li></ul><u...
The Federal Procurement “GAME” <ul><li>The GAME </li></ul><ul><li>The PROCESS </li></ul><ul><li>The RULES </li></ul><ul><l...
Proposal Development  How to Compete and Win! <ul><li>Purpose:  To Assist with… </li></ul><ul><ul><li>Understanding the Pr...
Types of Solicitations <ul><li>Informal </li></ul><ul><li>Micropurchases  </li></ul><ul><ul><li><   $2500   Supplies/Servi...
Proposal Case Study -  Assumptions <ul><li>Customer </li></ul><ul><li>Solicitation Type </li></ul><ul><li>Procurement </li...
Selecting the Team Leader <ul><li>Proposal Manager (PM) - Identify a Strong Leader With Abilities to: </li></ul><ul><ul><l...
Identifying the Team Members <ul><li>Identify the Best Available Candidates for the Proposal Team </li></ul><ul><li>Make W...
Identifying the Team Members <ul><li>Don’t Overlook the Need for: </li></ul><ul><ul><li>Consultants – Subject Matter Exper...
Breaking Down the  Proposal Requirements   <ul><li>How to Analyze the RFP …  </li></ul><ul><ul><li>Read the Entire Documen...
 
3.1 Key Technical Personnel L-4 M-3 J-1 C-5 2.1 Materials Control L-3 M-1 J-13 C-4 1.2 Design Plan L-2 M-2 J-6 C-3 1.1 Tec...
 
Proposal Process  The KICKOFF Meeting <ul><li>Proposal Manager’s Duties … </li></ul><ul><ul><li>Schedules & Leads the Kick...
PROPOSAL SCHEDULE - SAMPLE
The KICKOFF Meeting <ul><li>Develop Winning Strategies & Themes that … </li></ul><ul><ul><li>Inspire Confidence and Succes...
The KICKOFF Meeting – Wrap Up <ul><li>Proposal Manager Provides Team with Final Directives </li></ul><ul><li>Discusses How...
Questions? <ul><li>To ask a question:  </li></ul><ul><li>Press *7 on your phone keypad to unmute your line. </li></ul><ul>...
Developing the Proposal Text & Graphics <ul><li>Large RFPs: Use the 50% - 50% Rule to Tell the Story </li></ul><ul><ul><li...
Developing the Proposal Text & Graphics <ul><li>Incorporate Amendments </li></ul><ul><li>Consistently Apply Themes, Strate...
 
The Proposal Review Process <ul><ul><li>Review Team –Select the Team Members </li></ul></ul><ul><ul><ul><li>Objective Subj...
The Proposal Review Process <ul><ul><li>Preparing the Submission to the Customer or to the Prime Contractor </li></ul></ul...
Submission of the Proposal <ul><li>Proposal Manager is Responsible for … </li></ul><ul><ul><li>Entire Proposal Content – T...
Responses After Proposal Submission <ul><li>Prior to Contract Award the Customer May Request … </li></ul><ul><ul><li>Minor...
Tasks After Proposal Submission <ul><li>Save ALL Master Proposal Documentation … </li></ul><ul><ul><li>Create & Save Files...
 
- Following Award -  Debriefs and Lessons-Learned  … <ul><li>When the Customer Announces the Contract Winner – Always Requ...
Summary – Key Points to Consider <ul><li>Developing a Winning Proposal … </li></ul><ul><ul><li>Select a Strong and Qualifi...
Questions? <ul><li>To ask a question:  </li></ul><ul><li>Press *7 on your phone keypad to unmute your line. </li></ul><ul>...
Acronym List <ul><li>ARNET – Acquisition Reform Network </li></ul><ul><li>BAA – Broad Agency Announcement </li></ul><ul><l...
Business Opportunities Websites <ul><li>Free/No-Cost </li></ul><ul><ul><li>www.sba.gov </li></ul></ul><ul><ul><li>www.fedb...
Reference Materials – Self Study <ul><li>Federal Acquisition Regulations (FAR) </li></ul><ul><ul><li>FAR Part 10 – Market ...
Selected Additional Resources for Women Business Owners Women Presidents Organization www.womenpresidentsorg.com National ...
Join Us for a Another Webinar <ul><li>August 31, 2005:  </li></ul><ul><li>“Government Contractor  </li></ul><ul><li>Compli...
Webinar Instructor:   Debra J. Borkovich, CPCM, SAS [email_address] (412) 418-3758 Presenting Organization:   Seton Hill U...
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Developing a Winning Proposal

  1. 1. Closing the Gap: Preparing Women Business Owners to Subcontract with the Federal Government Presented by Seton Hill University’s National Education Center for Women in Business This project is funded by a grant from the U.S. Small Business Administration (SBA). SBA's funding should not be construed as an endorsement of any products, opinions, or services. All SBA-funded projects are extended to the public on a nondiscriminatory basis.
  2. 2. Part II: “ Developing a Winning Proposal” May 25, 2005 2:00 – 3:00 p.m. ET
  3. 3. Today’s Webinar Facilitator Debra J. Borkovich, CPCM, SAS [email_address] (412) 418-3758
  4. 4. Virtual “Housekeeping” Issues <ul><li>Please hold your questions until one of the designated Q&A sessions (two opportunities will be available within today’s program). </li></ul><ul><li>If you did not receive today’s documents via email, please send an email request to info@e-magnify.com AFTER this webinar. </li></ul><ul><li>An archived transcript of this webinar will be available online before the next program. Details will be posted on www.e-magnify.com when the transcript is available. </li></ul><ul><li>If you experience technical problems during this webinar, please contact Netspoke at [email_address] or call toll-free 1-877-295-0100. Note that if you leave the webinar to call Netspoke, you can then reconnect to the webinar by using the information in your registration email. </li></ul>
  5. 5. Overview of Federal Government Contracting <ul><li>USA – LARGEST Procurer of Supplies and Services Worldwide </li></ul><ul><li>USA – GFY 2006 Budget of $2.57 Trillion </li></ul><ul><li>USA – Spends $200+ Billion of Annual Budget on Supplies and Services </li></ul><ul><li>USA – Targets Minimum 23% of Annual Spending to ALL SBs (2006 = $46B) via 15 USC 644(g) </li></ul><ul><li>USA – Targets Minimum 5% of Annual Spend to WOSBs (2006 = $10B) via PL 103-355 & EO 12138 </li></ul><ul><li>If Women-Owned Small Businesses (WOSB) want to be “in the game”, they must know how to “play the game” – to successfully “COMPETE and WIN”! </li></ul>
  6. 6. The Federal Procurement “GAME” <ul><li>The GAME </li></ul><ul><li>The PROCESS </li></ul><ul><li>The RULES </li></ul><ul><li>The PLAYERS </li></ul><ul><li>The STRATEGY </li></ul><ul><li>Procurement of All Supplies and Services for the USA </li></ul><ul><li>Federal Acquisition SYSTEM </li></ul><ul><ul><li>3 Branches of Government </li></ul></ul><ul><ul><li>Checks / Balances </li></ul></ul><ul><ul><li>Taxpayer Funds </li></ul></ul><ul><ul><li>Annual Appropriations </li></ul></ul><ul><li>Federal Acquisition Regulations (FAR) and its Supplements </li></ul><ul><ul><li>www.arnet.gov </li></ul></ul><ul><li>Buyers: Contracting Officers v. Sellers: Prime Contractors, Subcontractors, Vendors </li></ul><ul><li>Developing a Competitive Winning Proposal Document </li></ul>
  7. 7. Proposal Development How to Compete and Win! <ul><li>Purpose: To Assist with… </li></ul><ul><ul><li>Understanding the Proposal Development Process </li></ul></ul><ul><ul><li>Creating a Winning & Successful Proposal Document </li></ul></ul><ul><li>Intent: To Provide Tools to… </li></ul><ul><ul><li>Select Proposal Leadership & Identify Team Members </li></ul></ul><ul><ul><li>Break-Down the Customer’s Requirements </li></ul></ul><ul><ul><li>Plan, Organize, & Manage the Proposal Response </li></ul></ul><ul><ul><li>Know Your Competitors’ Strategies & Neutralize Them </li></ul></ul><ul><ul><li>Write the Proposal (Text v. Graphics) </li></ul></ul><ul><ul><li>Review & Revise the Proposal ( Pink / Red / Gold Teams) </li></ul></ul><ul><ul><li>Package & Submit the Proposal </li></ul></ul><ul><ul><li>Respond After Proposal Submission </li></ul></ul><ul><ul><li>Participate in De-Briefs After Award Announcement </li></ul></ul>
  8. 8. Types of Solicitations <ul><li>Informal </li></ul><ul><li>Micropurchases </li></ul><ul><ul><li>< $2500 Supplies/Services </li></ul></ul><ul><ul><li>< $2000 Construction </li></ul></ul><ul><ul><li>Oral – Small Purchases </li></ul></ul><ul><ul><li>P-Card, PO, Releases, Vouchers, Checks, Cash </li></ul></ul><ul><li>Request for Quotation (RFQ) </li></ul><ul><ul><li>Simplified Acquisition Procedures </li></ul></ul><ul><ul><li>FAR Part 13 </li></ul></ul><ul><li>Formal </li></ul><ul><li>Invitation for Bid (IFB) </li></ul><ul><ul><li>Sealed Bidding </li></ul></ul><ul><ul><li>FAR Part 14 </li></ul></ul><ul><li>Request for Proposal (RFP) </li></ul><ul><ul><li>Negotiated Procurement </li></ul></ul><ul><ul><li>FAR Part 15 </li></ul></ul><ul><li>Others ……. Special Contracting Methods </li></ul><ul><ul><li>FAR Parts 17, 19, 25, 34, </li></ul></ul><ul><ul><li>35, 36, 37, 38, 39, & 41 </li></ul></ul>
  9. 9. Proposal Case Study - Assumptions <ul><li>Customer </li></ul><ul><li>Solicitation Type </li></ul><ul><li>Procurement </li></ul><ul><li>Offeror (or Bidder) </li></ul><ul><li>Proposal Due Date </li></ul><ul><li>Now how do I get started …? </li></ul><ul><li>U.S. Federal Government Department or Agency </li></ul><ul><li>Request for Proposal (RFP) </li></ul><ul><li>(FAR Part 15) </li></ul><ul><li>Complex Services or Manufactured Products Based Upon Specs/Dwgs, or Performance Description > $1M </li></ul><ul><li>Woman-Owned Small Business Concern (WOSB) </li></ul><ul><ul><li>Prime Contractor </li></ul></ul><ul><ul><li>Dedicated Team Member </li></ul></ul><ul><li>30 Calendar Days from Receipt of RFP </li></ul>
  10. 10. Selecting the Team Leader <ul><li>Proposal Manager (PM) - Identify a Strong Leader With Abilities to: </li></ul><ul><ul><li>Manage the Proposal Like a Project </li></ul></ul><ul><ul><li>Analyze the Customer’s Requirements </li></ul></ul><ul><ul><li>Develop a Budget & Schedule </li></ul></ul><ul><ul><li>Know the Customer & the Competition </li></ul></ul><ul><ul><li>Develop the Executive Summary </li></ul></ul><ul><ul><li>Set-up and Lead the Kick-off Meeting </li></ul></ul><ul><ul><li>Responsible for Entire Process, Document Content, Costs/Prices </li></ul></ul><ul><ul><li>Lead, Motivate, Encourage, Inspire, & Focus Team </li></ul></ul><ul><ul><li>Remember that the Proposal Manager may be YOU … </li></ul></ul>
  11. 11. Identifying the Team Members <ul><li>Identify the Best Available Candidates for the Proposal Team </li></ul><ul><li>Make Writing Assignments with Members Strengths in Mind </li></ul><ul><li>- THIS IS NO TIME TO EXPERIMENT OR TRAIN - </li></ul><ul><ul><li>Technical (or Engineering) Specialist </li></ul></ul><ul><ul><li>Management/Operations Specialist </li></ul></ul><ul><ul><li>Estimator or Cost(s) Analyst </li></ul></ul><ul><ul><li>Contracts Specialist </li></ul></ul><ul><ul><li>Logistics/Procurement/Small Business Specialist </li></ul></ul><ul><ul><li>Quality/Environmental Health & Safety (EH&S) Specialist </li></ul></ul><ul><ul><li>Past Performance/Projects & Resumes Specialist </li></ul></ul><ul><ul><li>Expert Word Processor </li></ul></ul><ul><ul><li>Graphics Designer/Artist </li></ul></ul><ul><ul><li>Editor & Proof-Reader </li></ul></ul><ul><ul><li>Proposal Coordinator </li></ul></ul>
  12. 12. Identifying the Team Members <ul><li>Don’t Overlook the Need for: </li></ul><ul><ul><li>Consultants – Subject Matter Experts (SME) </li></ul></ul><ul><ul><ul><li>Fill Gaps in Team Manpower & Experience </li></ul></ul></ul><ul><ul><ul><li>Add Expert Support in Niche Areas </li></ul></ul></ul><ul><ul><ul><li>Provide Inside Knowledge of Customer & Competitors </li></ul></ul></ul><ul><ul><li>Teaming Partners – Large & Small Business Providers of Supplies and Services </li></ul></ul><ul><ul><ul><li>Exclusive v. Non-Exclusive </li></ul></ul></ul><ul><ul><ul><li>Formal v. Informal </li></ul></ul></ul><ul><ul><li>Dedicated Subcontractor/Supplier Competitive Pools </li></ul></ul><ul><ul><li>Reproduction Function - Internal or External </li></ul></ul><ul><ul><li>Overnight Courier or Other Transportation Carrier </li></ul></ul>
  13. 13. Breaking Down the Proposal Requirements <ul><li>How to Analyze the RFP … </li></ul><ul><ul><li>Read the Entire Document as a Whole </li></ul></ul><ul><ul><li>Dissect the Statement of Work (SOW), Specifications, Drawings, Technical Descriptions </li></ul></ul><ul><ul><li>Develop Work Breakdown Structure (WBS) </li></ul></ul><ul><ul><li>Review the RFP Instructions & Evaluation Criteria </li></ul></ul><ul><ul><ul><li>Responsiveness v. Responsibility </li></ul></ul></ul><ul><ul><li>Relate the Source Selection Process with the Proposal Development (Point to Point) – Don’t Miss ANYTHING! </li></ul></ul><ul><ul><ul><li>Develop a Compliance Checklist </li></ul></ul></ul><ul><ul><ul><li>Correlate Each Requirement to an Evaluation Criteria </li></ul></ul></ul><ul><ul><li>Develop a “Proposal Outline” Handout for the Kick-off Meeting </li></ul></ul>
  14. 15. 3.1 Key Technical Personnel L-4 M-3 J-1 C-5 2.1 Materials Control L-3 M-1 J-13 C-4 1.2 Design Plan L-2 M-2 J-6 C-3 1.1 Technical Approach L-1 M-2 J-2 C-2 Section Title L 4 M 5 J (Specs) 3 C 2 Request for Proposal (RFP) – Proposal Responses to Criteria
  15. 17. Proposal Process The KICKOFF Meeting <ul><li>Proposal Manager’s Duties … </li></ul><ul><ul><li>Schedules & Leads the Kickoff Meeting </li></ul></ul><ul><ul><li>Notifies ALL Parties (including Consultants, Team Members) </li></ul></ul><ul><ul><li>Distributes Copies of the RFP & Proposal Outline </li></ul></ul><ul><ul><li>Introduces all Parties & Provides Contact Info for Each Member </li></ul></ul><ul><ul><li>Announces Key Responsibilities for Each Team Member and Writing Assignments </li></ul></ul><ul><ul><li>Walks the Team through the Proposal Outline </li></ul></ul><ul><ul><ul><li>Proposal Schedule, Budget, Manhours </li></ul></ul></ul><ul><ul><ul><li>Discuss Proposal Outline & How Each Writing Assignment Will Rely Upon & Influence Every Other Author </li></ul></ul></ul><ul><ul><ul><li>Discuss Need for Consistency in Proposal Document </li></ul></ul></ul>
  16. 18. PROPOSAL SCHEDULE - SAMPLE
  17. 19. The KICKOFF Meeting <ul><li>Develop Winning Strategies & Themes that … </li></ul><ul><ul><li>Inspire Confidence and Success – Create Storyboards </li></ul></ul><ul><ul><li>Provide Value-Added Solutions Without Adding Extra Cost </li></ul></ul><ul><ul><li>Emphasize Successful Experience & Past Performance </li></ul></ul><ul><ul><li>Be Consistently Integrated Throughout Entire Proposal </li></ul></ul><ul><ul><li>Appear Prominently in the Executive Summary </li></ul></ul><ul><li>Discuss the Competition’s Strategy </li></ul><ul><ul><li>Knowledge of the Incumbent or Newcomer’s Strengths & Weaknesses </li></ul></ul><ul><ul><li>Identify the Competitor’s Teaming Relationships </li></ul></ul><ul><ul><li>Address & Mitigate the Competitor’s Advantages or Highlight Weaknesses </li></ul></ul><ul><li>Discuss the Customer’s Proposal Rules (FAR, DFARS) </li></ul><ul><ul><li>Terms and Conditions – When to Take Exceptions </li></ul></ul><ul><ul><li>Definition of Responsive v. Responsible (Both are Important) </li></ul></ul><ul><ul><li>Meet ALL the Prop Requirements - Address ALL the Evaluation Criteria </li></ul></ul>
  18. 20. The KICKOFF Meeting – Wrap Up <ul><li>Proposal Manager Provides Team with Final Directives </li></ul><ul><li>Discusses How Amendments Will Be Handled </li></ul><ul><li>Schedules Brief Routine Status Meetings </li></ul><ul><ul><li>Daily - or - Every Other Day Recommended </li></ul></ul><ul><ul><li>Leave Nothing to Chance </li></ul></ul><ul><li>Reminds Team of 1 st Draft Due Date </li></ul><ul><li>Charges All Team Members to Read Proposal </li></ul><ul><ul><li>Jot Down Discrepancies, Anomalies, Unclear Statements </li></ul></ul><ul><ul><li>Submit All Written Questions to PM Within 2 Days </li></ul></ul><ul><ul><li>PM Compiles Questions & Submits to Customer in Writing </li></ul></ul><ul><ul><li>Customer’s Responses to Questions Generate Amendments </li></ul></ul>
  19. 21. Questions? <ul><li>To ask a question: </li></ul><ul><li>Press *7 on your phone keypad to unmute your line. </li></ul><ul><li>State your first name, city, and state, and ask your question. </li></ul><ul><li>After your question has been answered, press *6 to mute your line again. </li></ul><ul><li>And …….. Email your questions directly to: </li></ul><ul><ul><li>[email_address] </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul>
  20. 22. Developing the Proposal Text & Graphics <ul><li>Large RFPs: Use the 50% - 50% Rule to Tell the Story </li></ul><ul><ul><li>Figures; Flowcharts; Org Charts; Tables </li></ul></ul><ul><ul><li>Cover Art; Cartoons; Drawings; Photos </li></ul></ul><ul><ul><li>Text; Quotations; Action Captions </li></ul></ul><ul><li>Others May be More Text Oriented: </li></ul><ul><ul><li>White Papers, RFQs, RFIs, Non-Complex RFPs & IFBs </li></ul></ul><ul><li>Maintain Focus on the Page Count </li></ul><ul><li>Compare Value/Worth v. Fair Cost/Price </li></ul><ul><li>Request Written Clarifications from Customer </li></ul><ul><li>Follow the Compliance Checklist & Outline </li></ul><ul><li>Provide exactly what the Customer specifies ONLY. </li></ul>
  21. 23. Developing the Proposal Text & Graphics <ul><li>Incorporate Amendments </li></ul><ul><li>Consistently Apply Themes, Strategies, Success Stories </li></ul><ul><li>Include Positive Proof Statements </li></ul><ul><li>Always Maintain Focus on the Cost Volume </li></ul><ul><li>Develop Executive Summary </li></ul><ul><li>Protect Your Business Confidential & Proprietary Info </li></ul><ul><ul><li>Insert a “Notice” to the Title Page of Each Volume </li></ul></ul><ul><ul><li>Insert a “Reminder” to Each Page of the Proposal Incorporate </li></ul></ul>
  22. 25. The Proposal Review Process <ul><ul><li>Review Team –Select the Team Members </li></ul></ul><ul><ul><ul><li>Objective Subject Matter Experts </li></ul></ul></ul><ul><ul><ul><li>Not Members of the Proposal Team </li></ul></ul></ul><ul><ul><ul><li>Consultants are Valuable in this Task </li></ul></ul></ul><ul><ul><li>Review Process </li></ul></ul><ul><ul><ul><li>First Review ( Pink Team ) - Schedule Early in the Process </li></ul></ul></ul><ul><ul><ul><li>Second Review ( Red Team ) - Schedule Mid-Way </li></ul></ul></ul><ul><ul><ul><li>Final Review ( Gold Team ) - Final Management Sign-off </li></ul></ul></ul><ul><ul><ul><li>Provide De-Brief of Comments to ALL Writers After Every Review </li></ul></ul></ul>
  23. 26. The Proposal Review Process <ul><ul><li>Preparing the Submission to the Customer or to the Prime Contractor </li></ul></ul><ul><ul><ul><li>Proposal Coordinator </li></ul></ul></ul><ul><ul><ul><ul><li>Assists with the final edits and proofing </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Compiles Final Document & Sends to REPRO </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Arranges for Transportation of Prop to CLIENT Prior to the Due Date and Time </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Serves as the ‘Right Arm’ of the Proposal Manager </li></ul></ul></ul></ul>
  24. 27. Submission of the Proposal <ul><li>Proposal Manager is Responsible for … </li></ul><ul><ul><li>Entire Proposal Content – Technical & Cost </li></ul></ul><ul><ul><li>Dissemination of Proposal Amendments </li></ul></ul><ul><ul><li>Proposal Reviews and Comments </li></ul></ul><ul><ul><li>Proposal Revisions and Edits </li></ul></ul><ul><ul><li>Timely Submission & Arrival of Proposal </li></ul></ul><ul><ul><li>Hand-Delivery of the Proposal or Arrangement for a Courier </li></ul></ul><ul><ul><li>Collecting a Customer Receipt </li></ul></ul><ul><ul><li>Proposal Budget </li></ul></ul><ul><ul><ul><li>Includes Manhours Expended – Timesheets </li></ul></ul></ul><ul><ul><ul><li>Expense Reports </li></ul></ul></ul><ul><ul><ul><li>Other Direct Costs (ODC) Associated with Proposal </li></ul></ul></ul><ul><ul><li>The Win or the Loss </li></ul></ul>
  25. 28. Responses After Proposal Submission <ul><li>Prior to Contract Award the Customer May Request … </li></ul><ul><ul><li>Minor Clarifications to the Text or Graphics </li></ul></ul><ul><ul><li>Oral Presentations Describing … </li></ul></ul><ul><ul><ul><li>Key Points & Solutions </li></ul></ul></ul><ul><ul><ul><li>Introductions & Qualifications of Key Personnel </li></ul></ul></ul><ul><ul><li>Discussions or Negotiations </li></ul></ul><ul><ul><li>Best and Final Offer (BAFO) </li></ul></ul><ul><li>Or the Customer May Decide to Award … </li></ul><ul><ul><li>Without Discussions or Negotiations </li></ul></ul><ul><ul><li>Without Oral Presentations </li></ul></ul><ul><ul><li>Without a Request for BAFO </li></ul></ul><ul><li>So … ALWAYS MAKE SURE YOUR FIRST OFFER IS YOUR BEST OFFER. </li></ul>
  26. 29. Tasks After Proposal Submission <ul><li>Save ALL Master Proposal Documentation … </li></ul><ul><ul><li>Create & Save Files </li></ul></ul><ul><ul><li>Use as Templates for Future Submissions </li></ul></ul><ul><ul><li>Retain ALL Data as Business Intelligence (BI) Information </li></ul></ul><ul><ul><ul><li>Customer Info/Data </li></ul></ul></ul><ul><ul><ul><li>Competitors Info/Data </li></ul></ul></ul><ul><ul><ul><li>Proposal Copies </li></ul></ul></ul><ul><ul><li>File or Save Documentation in a Secure Location (Locked File Room or Password Protected or Encrypted E-Files) </li></ul></ul><ul><li>Retrieve ALL Other Copies, Drafts, Notes, Outlines, etc. and Destroy … </li></ul><ul><ul><li>Collect all File Copies (Electronic and Hard Copies) from Employees, Teaming Partners, and Consultants – or Require that they Each Certify as to their Destruction and When. </li></ul></ul>
  27. 31. - Following Award - Debriefs and Lessons-Learned … <ul><li>When the Customer Announces the Contract Winner – Always Request a Debrief – WHETHER YOU WIN OR LOSE … </li></ul><ul><ul><li>As the Winner – </li></ul></ul><ul><ul><ul><li>Learn About What You DID BETTER than Everyone Else - Strengths </li></ul></ul></ul><ul><ul><ul><li>Learn About What May Need Improvement for the Future - Weaknesses </li></ul></ul></ul><ul><ul><ul><li>Continue to Develop a Better Relationship with the Customer </li></ul></ul></ul><ul><ul><ul><li>Build Customer Trust and Show Humility </li></ul></ul></ul><ul><ul><ul><li>Begin to Cultivate Follow-On Work – It’s never too early … </li></ul></ul></ul><ul><ul><li>As the Unsuccessful Offeror – </li></ul></ul><ul><ul><ul><li>Learn about the Proposal Weaknesses v. the Proposal Strengths </li></ul></ul></ul><ul><ul><ul><li>Learn more about What the Customer Really Wants and Why You Didn’t Provide it THIS TIME ….. </li></ul></ul></ul><ul><ul><ul><li>Continue Gathering Business Intelligence (BI) </li></ul></ul></ul><ul><ul><ul><li>Request Info regarding New Opportunities – It’s never too early … </li></ul></ul></ul><ul><ul><ul><li>Consider Submitting a Freedom of Information Act (FOIA) Request regarding the Winning Proposal </li></ul></ul></ul>
  28. 32. Summary – Key Points to Consider <ul><li>Developing a Winning Proposal … </li></ul><ul><ul><li>Select a Strong and Qualified Leader as the Proposal Manager </li></ul></ul><ul><ul><li>Identify Experienced and Self-Disciplined Team Members </li></ul></ul><ul><ul><li>Use Consultants as ‘Gap-Fillers’ and Expert Reviewers </li></ul></ul><ul><ul><li>Prepare and Schedule a Thorough Kickoff Meeting </li></ul></ul><ul><ul><li>Develop Consistent Winning Strategies & Themes </li></ul></ul><ul><ul><li>Follow Daily Development of the Cost Volume </li></ul></ul><ul><ul><li>Schedule Daily (Brief) Proposal Status Meetings </li></ul></ul><ul><ul><li>Schedule More Than One (at Least 2) Proposal Reviews </li></ul></ul><ul><ul><li>Submit Proposal On-Time & Within Budget </li></ul></ul><ul><ul><li>Be Prepared for Post-Submission Customer Requests </li></ul></ul><ul><ul><li>Save all Proposal Documentation as Templates for the Next Opportunity </li></ul></ul><ul><ul><li>Safeguard all Proposal Documents, Materials, Data, and Related Information </li></ul></ul><ul><ul><li>Attend Proposal Debriefs Regardless of Win or Loss </li></ul></ul><ul><ul><li>Motivate and Inspire the Team to Compete and Win </li></ul></ul><ul><li>Remember That You Have to Play the Game to Compete and Win! </li></ul>
  29. 33. Questions? <ul><li>To ask a question: </li></ul><ul><li>Press *7 on your phone keypad to unmute your line. </li></ul><ul><li>State your first name, city, and state, and ask your question. </li></ul><ul><li>After your question has been answered, press *6 to mute your line again. </li></ul><ul><li>And …….. Email your questions directly to: </li></ul><ul><ul><li>[email_address] </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul>
  30. 34. Acronym List <ul><li>ARNET – Acquisition Reform Network </li></ul><ul><li>BAA – Broad Agency Announcement </li></ul><ul><li>BD – Business Development </li></ul><ul><li>BI – Business Intelligence </li></ul><ul><li>CCR – Central Contractor Registration </li></ul><ul><li>DFARS – Defense FAR </li></ul><ul><li>DHS – Department of Homeland Security </li></ul><ul><li>DoD – Department of Defense </li></ul><ul><li>EH&S – Environmental, Health, & Safety </li></ul><ul><li>EO – Executive Order </li></ul><ul><li>FAR – Federal Acquisition Regulations </li></ul><ul><li>IFB – Invitation for Bid </li></ul><ul><li>FSS – Federal Supply Schedule </li></ul><ul><li>FOIA – Freedom of Information Act </li></ul><ul><li>GFY – Government Fiscal Year </li></ul><ul><li>GSA – General Services Administration </li></ul><ul><li>GWAC – Government-Wide Acquisition Contract </li></ul><ul><li>ID/IQ – Indefinite Quantity/Indefinite Delivery </li></ul><ul><li>MAC – Multiple Award </li></ul><ul><li>ODC – Other Direct Cost(s) </li></ul><ul><li>PL – Public Law </li></ul><ul><li>RFP – Request for Proposal </li></ul><ul><li>RFQ – Request for Quotation </li></ul><ul><li>SB – Small Business </li></ul><ul><li>SBA – Small Business Administration </li></ul><ul><li>SME – Subject Matter Expert </li></ul><ul><li>SOW – Statement of Work </li></ul><ul><li>UCF – Uniform Contract Format </li></ul><ul><li>USA – United States of America </li></ul><ul><li>USC – United States Code </li></ul><ul><li>WBE – Women Business Enterprise </li></ul><ul><li>WBS – Work Breakdown Structure </li></ul><ul><li>WOSB – Woman-Owned Small Business </li></ul><ul><li>www.militarywords.com </li></ul>
  31. 35. Business Opportunities Websites <ul><li>Free/No-Cost </li></ul><ul><ul><li>www.sba.gov </li></ul></ul><ul><ul><li>www.fedbizopps.gov </li></ul></ul><ul><ul><li>www.grants.gov </li></ul></ul><ul><ul><li>www.gsa.gov </li></ul></ul><ul><ul><li>www.arnet.gov </li></ul></ul><ul><ul><li>www.firstgov.gov </li></ul></ul><ul><ul><li>www.defenselink.mil </li></ul></ul><ul><ul><li>www.dla.mil/db/procurem.htm </li></ul></ul><ul><li>Paid Fee Sites </li></ul><ul><ul><li>www.epipeline.com </li></ul></ul><ul><ul><li>www.eagleeyeinc.com </li></ul></ul><ul><ul><li>www.input.com </li></ul></ul><ul><ul><li>www.onvia.com </li></ul></ul><ul><ul><li>www.bid-search.com </li></ul></ul><ul><ul><li>www.softshare.com </li></ul></ul><ul><ul><li>www.cch.com </li></ul></ul>
  32. 36. Reference Materials – Self Study <ul><li>Federal Acquisition Regulations (FAR) </li></ul><ul><ul><li>FAR Part 10 – Market Research </li></ul></ul><ul><ul><li>FAR Part 11 – Describing Agency Needs </li></ul></ul><ul><ul><li>FAR Part 12 – Acquisition of Commercial Items </li></ul></ul><ul><ul><li>FAR Part 13 – Simplified Acquisition Procedures </li></ul></ul><ul><ul><li>FAR Part 14 – Sealed Bidding </li></ul></ul><ul><ul><li>FAR Part 15 – Negotiated Procurements </li></ul></ul><ul><ul><li>FAR Part 16 – Types of Contracts </li></ul></ul><ul><ul><li>FAR Part 17 – Special Contracting Methods </li></ul></ul><ul><ul><li>FAR Part 19 – Small Business Programs </li></ul></ul><ul><li>Periodicals </li></ul><ul><ul><li>National Contract Management Association Magazine & Journal </li></ul></ul><ul><ul><li>National Association of Purchasing Managers – Institute of Supply Mgmt. Magazine </li></ul></ul><ul><ul><li>National Defense Industrial Association Magazine </li></ul></ul><ul><ul><li>Government Executive Magazine </li></ul></ul><ul><li>Websites </li></ul><ul><ul><li>www.arnet.gov </li></ul></ul><ul><ul><li>www.firstgov.gov </li></ul></ul><ul><ul><li>www.acq.osd.mil </li></ul></ul><ul><ul><li>http://farsite.hill.af.mil </li></ul></ul>
  33. 37. Selected Additional Resources for Women Business Owners Women Presidents Organization www.womenpresidentsorg.com National Women Business Owners Corporation www.nwboc.org Women’s Business Enterprise National Council www.wbenc.org Women Impacting Public Policy www.wipp.org The gateway for women-owned businesses selling to the Government www.WomenBiz.gov Seton Hill University The National Education Center for Women in Business www.e-magnify.com Resource/Agency Website
  34. 38. Join Us for a Another Webinar <ul><li>August 31, 2005: </li></ul><ul><li>“Government Contractor </li></ul><ul><li>Compliance Programs” </li></ul><ul><li>2:00 – 3:00 pm ET </li></ul><ul><li>Registration will be available online at: www.e-magnify.com </li></ul>
  35. 39. Webinar Instructor: Debra J. Borkovich, CPCM, SAS [email_address] (412) 418-3758 Presenting Organization: Seton Hill University’s National Education Center for Women in Business (724) 830-4625 [email_address] www.e-magnify.com
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