Deltek Insight 2010: How To Prepare A Winning Proposal

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Deltek Insight 2010: How To Prepare A Winning Proposal

  1. 1. XT-207 How To Prepare AWinning ProposalPresented by:Wayne S. Clark, CPAFederal Strategies Group, LLC 1
  2. 2. Introduction to Federal Strategies Group, LLC• Management consultants and forensic accounting specialists to the government contract industry• 4 principal areas of service • Management/Regulatory consulting including business valuations • Outsourced/Co-sourced Accounting, CFO, Contracts and Internal Audit services • Forensic accounting and expert testimony • Training programsCopyright © 2010 Deltek, Inc. 2
  3. 3. Agenda• Introduction• Pre-solicitation release• Proposal Kick Off Meeting• Strategies• FAR Award Criteria (Cost)• Cost Proposal• What to watch out for• Conclusion and key points• Question and answer sessionCopyright © 2010 Deltek, Inc. 3
  4. 4. Key Takeaways• Be Selective – do not “shot gun.”• Planning, organizing and doing all the steps in the process are critical.• Goal of the final product is a strong “why pick me?” argument.Copyright © 2010 Deltek, Inc. 4
  5. 5. Introduction• Contractor life line is winning proposals.• Process is easy.• Many contractors skip necessary steps• Agencies are risk adverse to changing contractorsCopyright © 2010 Deltek, Inc. 5
  6. 6. Pre-Solicitation Release• The agency – Calculate estimated funding requirements – Identify potential contractors• The contractor – Ask questions & gather intelligence – Influence the decision maker • “ I am looking forward to reading your proposal”Copyright © 2010 Deltek, Inc. 6
  7. 7. Proposal Kick-Off Meeting• The big contractor’s approach • Planning is done in advance• Intelligence tools • Freedom of Information Act (FOIA) • Ask questions – Prior to release of RFP – After release of RFP • USAspending.gov • Subscription services (INPUT)Copyright © 2010 Deltek, Inc. 7
  8. 8. Strategies• Lockheed Martin Examples• Why Pick Me – Price – Staff is hired & in place – Reliability / low performance risk – Offer to start or finisher sooner – Freebies: software or resources• Technical & Cost proposals incorporated by reference – Include any assumptionsCopyright © 2010 Deltek, Inc. 8
  9. 9. FAR 9.104-1 Responsible Bidder (Cost)• Financial Capabilities – Line of Credit – Credit with key vendors – Strong cash flows from operations – Profitable for XX consecutive years• Accounting SystemCopyright © 2010 Deltek, Inc. 9
  10. 10. Cost Proposal – Getting Started• Cost Proposal starts after price is calculated• Need Time to: – Adjust costs to hit “winning price” – Implement strategiesCopyright © 2010 Deltek, Inc. 10
  11. 11. Cost Proposal – Indirect Rates• Historical Indirect Rates – Deltek Reports• Indirect Rates used in Bid – Provisional Indirect rates approved by DCAA • Ceiling – can bid lower rates – Handling rates – Other • Large award increases bases / lowers rates • Cost Reimbursable vs. Fixed PriceCopyright © 2010 Deltek, Inc. 11
  12. 12. Cost Proposal – Fees• Fee proposed – FAR limitations – Agency limitations• Hit target costs by increasing – Fringe benefit estimates – Bonus accrualCopyright © 2010 Deltek, Inc. 12
  13. 13. Cost Proposal – Deltek Set Up Based Strategies• Set up divisions by cost structure – Professional Services – Non-Professional Services – Overseas Services – Product• Use Customer Site / Contractor Site Rates• Deltek Set Up Mirrors Cost ProposalCopyright © 2010 Deltek, Inc. 13
  14. 14. What To Watch Out For• Fee limitations• Cost reimbursable contracts – No line item cost proposed is trouble• DCAA is likely to audit sole source• Service Contract or Davis Bacon Acts – Hourly pay & benefit compliance• GSA Schedule based award – Best or most favored customer (BOA) – GSA schedule compliance issues• TINA (Truth in Negotiations Act)• CAS (Cost Accounting Standards)Copyright © 2010 Deltek, Inc. 14
  15. 15. Questions
  16. 16. Conclusion• The contract is won or lost prior to the release of the solicitation• Your proposal must make a convincing “why pick me” argument.• Technical drives Cost Proposal content• Technical & Cost Proposals incorporated by reference• Allow time to incorporate strategies into the cost proposalCopyright © 2010 Deltek, Inc. 16
  17. 17. Next Steps• Engage with Other Users in Local User Groups• Contact: Wayne Clark, CPA Sr. Manager Federal Strategies Group, LLC. 15850 Crabbs Branch Way, Suite 310 Rockville, MD 20855 301-770-5850 Ext. 402 WayneC@Fedstrat.comCopyright © 2010 Deltek, Inc. 17

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