Basic Proposal Writing, PTAC

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Basic Proposal Writing, PTAC

  1. 1. Procurement TechnicalAssistance Center (PTAC) Proposal Writing Basics LaNell Grissom 910-672-1727 lgrissom@sbtdc.org
  2. 2. Agenda Please turn all cell phones to vibrate Please feel free to ask questions• SBTDC and PTAC Services• Writing Proposals• Submission and Award• Final Thoughts
  3. 3. Small Business and Technology Development Center (SBTDC) Confidential one-on-one counseling• General Business Services – planning, marketing, financing, human resources, operations• Strategy and Organization Development Services• Export Financing Assistance• Technology Development and Commercialization• Boating Industry Services• Government Procurement Assistance – Procurement Technical Assistance Center www.sbtdc.org
  4. 4. Procurement Technical Assistance Center (PTAC) Assistance selling to federal, state and local government entities• Understanding government rules and regulations• Completing mandatory registrations and certifications• Researching award histories• Identifying contracting opportunities• Reviewing bids and proposals• Understanding Federal Supply Schedules
  5. 5. Getting Started
  6. 6. Before Submitting Response• Determine solicitation type, procurement method, and contract type• Read all solicitation documents associated with the opportunity• Understand applicable Terms and Conditions• Determine capacity for timely delivery or successful performance
  7. 7. Understanding Federal Procurement Public Notices • Presolicitation • Sources Sought • Special Notices • Request for Information • Solicitation – Request for Quote – Request for Proposal – Invitation for Bids • Modifications • Award Notice
  8. 8. Procurement Methods & Solicitation Types Procurement Method Solicitation Type • Simplified Acquisitions • Request for Quotation (RFQ) • Formal Acquisitions • Invitation for Bid (IFB) • Request for Proposal (RFP) • Commercial Items • Request for Quotation (RFQ) • Request for Proposal (RFP)
  9. 9. Simplified Procedures Request for Quotation• Exceeds micro-purchase thresholds & up to $150,000 – Competition required on ALL purchases • Under $10,000 oral solicitation of quote allowed – Publicizing & Competition required at $10,000 & up to $25,000 • Usually publicized (posted) on agency e bulletin boards – Publicizing on FBO required for $25,000 and up• Solicitation type Request for Quote (RFQ) – RFQ must state eval factors and basis for award• Notification to unsuccessful quoters only if requested
  10. 10. Formal Procedures Sealed Bidding• Procurements over $150,000• Publicizing in FBO required• Solicitation type is Invitation for Bid (IFB) – Solicitation in Uniform Contract Format – Bids publically opened & read aloud at time set for bid opening – Non-negotiated procurement – discussions not allowed• Basis for Award is always – Lowest price – Responsive, and Responsible bidder
  11. 11. Formal Procedures Request for Proposal• Procurements over $150,000• Publicizing in FBO required• Solicitation type is Request for Proposal (RFP) – Format may be UCF or Commercial Items – Negotiated – discussions allowed but not always conducted • If conducted, usually with “short list” (competitive range) offers• Basis for Award is generally – Best value, or – Low price technically acceptable (LPTA)
  12. 12. Contract Types• FFP – Firm Fixed Price – Commonly used• FP – Fixed Price – Can include EPA (economic price adjustment)• CPFF – Cost Plus Fixed Fee – High risk projects• T&M – Time and Material – Some services contracts (least desirable – prohibited in some instances)• IDIQ – Indefinite Delivery/Indefinite Quantity – Commonly used with Federal Supply Schedules – Used by agencies for Facility MR&Upgrade type work
  13. 13. Solicitation Forms• SF 1449 - more simplified format • RFQ (Simplified Procedures) • RFP (Formal Procedures – usually commercial items/svcs• SF 33 – UCF (Uniform Contract Format) • Sealed Bidding • Negotiated Procurements• SF 1447 – SCF (Simplified Contract Format) • Simplified “construction” procurements
  14. 14. Uniform Contract Format (UCF) Solicitation Parts• PART I – The Schedule – Section A – Solicitation/Contract Form – Section B - Supplies/Services and Prices/Costs – Section C - Description/Specifications/Statement of Work – Section D - Packaging and Marking – Section E - Inspection and Acceptance – Section F - Deliveries or Performance – Section G - Contract Administration Data – Section H - Special Contract Requirements
  15. 15. Uniform Contract Format (UCF) Solicitation Parts• PART II – Clauses – Section I: Contract Clauses• PART III – List of Documents, Exhibits, & Other Attachments – Section J: List of Required Attachments• PART IV – Representations & Instructions – Section K: Representations, Certifications, & Other Statements – Section L: Instructions, Conditions, & Notices to Offerors or Quotes – Section M: Evaluation Factors & Basis for Award
  16. 16. Uniform Contract Format• Section L: Instructions, Conditions, and Notices to Bidders – How to • Prepare, • Organize, • Format, and • Submit your proposal• Section M: Evaluation Factors/Subfactors & Basis for Award – Criteria to measure all offers against solicitation requirements – Basis used to select awardee from among all evaluated offers
  17. 17. Determine Your Potential (Competiveness & Successful Performance)• Is the opportunity consistent with your business plan?• Do you have adequate plant capacity, equipment, and personnel?• Can you beat the competition?• Is the risk manageable?• Can you make money?
  18. 18. Preparing a Response
  19. 19. Response Preparation• Analyze solicitation and make working copy – Supporting documents (specs, drawings, SOW) – Amendments too!• Research websites – Rules and regulations, Government language – Purchase and award histories• Prepare and Compile proposal documents – Solicitations instructions – Evaluation factors & subfactors – Basis for Award
  20. 20. Analysis• Read through solicitation again more carefully, marking all action items• Note actions required to prepare the proposal and tasks specific to contract performance• Identify requirements or tasks that are unclear or for which you need assistance• Write all questions to submit to the contract POC
  21. 21. Research Rules and Regulations• Federal Acquisition Regulation (FAR) http://farsite.hill.af.mil/ or http://www.acquisition.gov/far• Code of Federal Regulations (CFR) http://www.gpoaccess.gov/cfr/• United States Code (USC) http://uscode.house.gov/• Government Acronyms http://usgovinfo.about.com/od/acronyms
  22. 22. Research Purchase and Award History• Federal Acquisition Jumpstation http://prod.nais.nasa.gov/pub/fedproc/home.html – Research contracts and opportunities• Federal Procurement Data System (FPDS) https://www.fpds.gov/fpdsng_cms/ – Statistical information on federal contracting – Detailed data for >$25K, Summary data for <$25K• USASpending.gov www.usaspending.gov – Pulls information from FPDS
  23. 23. Preparing the Proposal• Check SAM.gov – Registration current (CCR) – Online Representations & Certifications are current (ORCA)• Create an Action Plan and assign tasks• Outline your proposal – Administrative Data – Technical Proposal – Pricing Proposal
  24. 24. Proposal Writing Tips• You can never take back a first impression• Identify company & solicitation # on each page• Be sure the narrative description of your approach to the work is clear to non-techies• Use simple, straightforward writing style• Spell and grammar check, use page numbers• Observe specified page limitations• Identify each line of proprietary data• Provide current and accurate POC information
  25. 25. Proposal Pricing Tips• Charge Enough• Know your competition• Know your costs of doing business• Include a reasonable profit and G&A• Have an accountant calculate indirect costs• Avoid perpetuating a losing operation• Clearly prove the price is fair & reasonable• Verify numbers
  26. 26. Format of the Proposal• Follow all of the instructions and sequence given in the solicitation• Focus on customer’s mission and goals, being mindful of evaluation factors• Check and recheck all cost and pricing data, provide supporting documentation• Provide all the required information in enough detail to give the customer confidence that you understand thoroughly.
  27. 27. Compiling the Proposal• Using the tasks list or action items list, collect all the parts• Arrange them in the specified sequence• Make a Table of Contents; use divider tabs• Make a cover page, brief cover letter or Executive Summary• Conduct an "in-house" scrub down
  28. 28. Proposal Writing Basics Submission and Award
  29. 29. Submitting the Proposal• Use checklists provided by the contracting agency• Proof read the "fully compiled" proposal packet• Sign all documents as indicated• Submit the original and keep a copy• Submit your proposal on time in the manner prescribed
  30. 30. Proposal Evaluation• Responsive – Required documents in the required format• Responsible – Companys qualifications and capacity• Technically Acceptable - Product or service meets the minimum technical requirements of the solicitation• Past Performance – Prior successful contract performance of similar size, scope, and complexity Competitive - “Fairness & Reasonableness” of price/cost
  31. 31. Win or Lose• Ask for a Debrief• If you win, find your weak areas for improvement• If you did not win – – Request debrief from contracting officer within 3 days – Don’t be discouraged - No one wins every time – Learn from the experience. – Prepare for the next opportunity
  32. 32. Final Thoughts• Proactive and persistent in looking for right opportunity• When responding, determine if cost is worth item/service• Ensure all proposal documents are signed as required• Do not be late with your submission• Get everything in writing• Learn from your experiences
  33. 33. North Carolina PTAC Counselors• Clark Fields – Asheville: 828.251.6025 or cfields@sbtdc.org• George Griffin – Greensboro: 336.779.7339 or ggriffin@sbtdc.org• Rebecca Barbour – Raleigh: 919-715-7373 or rbarbour@sbtdc.org• LaNell Grissom – Fayetteville: 910-672-1727 or lgrissom@sbtdc.org• Mark Mills – Program Director: 828-345-1115 or mmills@sbtdc.org
  34. 34. QUESTIONS?

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