Webinar writing winning proposals-p dotter 7-18-13

571 views

Published on

Presentation by Pat Dotter, ACAS with the Minnesota PTAC. Sponsored by US SBA North Dakota and ND PTAC.

Published in: Business, Technology
0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
571
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
11
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide

Webinar writing winning proposals-p dotter 7-18-13

  1. 1. Writing Winning Proposals Webinar for SBA Contracting Series Pat Dotter Southwestern Area Manager, PTAC MN www.mnptac.org July 18, 2013 www.mnptac.org
  2. 2. Understand Uniform Contract Format • Part I -The Schedule (Sections A -H) • Part II -Contract Clauses (Section I) • Part III -Attachments/Exhibits (Section J) • Part IV –Representations, Selection Criteria, and Instructions (Sections K -M) (also found in Instructions to Offerors, Vendor Instructions) www.mnptac.org
  3. 3. Uniform Contract Format Part I—The Schedule (solicitation) • Section A--Solicitation/Contract Form • Section B--Supplies/Prices • Section C--Descriptions/Specs/SOW • Section D--Packaging/Marking • Section E--Inspection & Acceptance • Section F--Deliveries or Performance • Section G--Contract Admin. Data • Section H--Special Contract Provisions www.mnptac.org
  4. 4. Uniform Contract Format • Part II--Contract Clauses – Section I--Contract Clauses • Part III--Attachments/Exhibits – Section J--List of Attachments • Part IV--Representations & Instructions – Section K--Representations & Certifications – Section L--Instructions/Notices – Section M--Evaluation Criteria Consult: FAR Part 15.204 -Contract Format www.mnptac.org
  5. 5. NOW WHAT? 1. Download the solicitation documents (All Files) 1. Read Me First 2. Vendor Response Document 3. Solicitation 4. Standard Form (s) 5. Clauses Incorporated by Reference 6. Attachments - Price proposal, Subcontracting Plan, Commercial Sales Practice, etc. Could be up to 25+ separate documents www.mnptac.org
  6. 6. Get Organized • Duplicate working copies of solicitation • 3-ring binders, markers, post-its, flags • Paperless, too • Review solicitation with key players • Engineering, Production, Accounting, Pricing, etc. • READ, READ, READ www.mnptac.org
  7. 7. Preparing to Respond READ • READ Solicitation - FIND – Directions – Evaluation criteria – Deliverables, Pricing Documents – Fill-ins – Items that will need attention – Add-ins you might need to prepare – Standard Forms – Clauses • Continue to monitor the posted solicitation! www.mnptac.org
  8. 8. Preparing to Respond - READ • READ Solicitation – second time! – Directions – Evaluation criteria – Deliverables, Pricing Documents – Fill-ins – Items that will need attention – Add-ins you might need to prepare – Standard Forms – Clauses • Prepare Questions – List of Questions for CO? (time restraint) – Highlight areas of concern www.mnptac.org
  9. 9. Preparing to Respond READ • READ Solicitation – Third Read – Directions – Evaluation criteria – Deliverables, Pricing Documents – Fill-ins – Items that will need attention – Add-ins you might need to prepare – Standard Forms – Clauses Forget anything????? www.mnptac.org
  10. 10. Preparing to Respond • READ Solicitation – Team Concerns? – Directions? – Evaluation criteria? – Deliverables, Pricing? – Fill-ins? – Items that will need attention? – Standard Forms? – Add-ins you must prepare? – Technical Proposal included? – Past Performance – describing projects that are similar – Performance Based Contracting? www.mnptac.org
  11. 11. Make a Decision Go – No Go? * www.mnptac.org
  12. 12. NO GO? www.mnptac.org
  13. 13. NO BID - What does that mean? * • If you decide NO BID – Stay in the Game – Submit No Bid letter – Explain why • Results – Stay on their list for future – Prove interest and capability – Possible modification to Solicitation www.mnptac.org
  14. 14. Go ! www.mnptac.org
  15. 15. Before Preparing Responses • READ – make sure you understand – Directions – Evaluation criteria – Deliverables, Pricing – Fill-ins – Items that will need attention – Standard Forms – Add-ins you must prepare – Clauses www.mnptac.org
  16. 16. Preparing Responses READ • READ Solicitation - Understand – Directions – Evaluation criteria – Deliverables – Fill-ins – Items that will need attention – Add-ins you might need to prepare – Standard Forms – Clauses www.mnptac.org
  17. 17. • Things to consider before writing • Proposal writing tips • Organizing yourself • Understand Uniform Contract Format - RFP • Typical evaluation criteria • Theme development • Keys to proposal success • Typical elements of successful proposals • Why proposals lose points HOW TO’s - PROPOSAL WRITING * www.mnptac.org
  18. 18. Things to consider before writing •Who your audience is •Why are you writing to them •What are you trying to say to them •How are you trying to say what it is that you’re saying •What are you going to tell them www.mnptac.org
  19. 19. Basically… • Tell them what you are going to tell them, what they have asked you to tell them • Tell them • Tell them what you told them www.mnptac.org
  20. 20. Writing Tips * • The craft of writing – Language, Diction, Style, Emphasis • The virtues of writing – Brevity, Simplicity, Variety, Significant Detail • The graces of writing – Sense, Appeal, Irony, Imagery, Rhythm • The Art of writing – Enthusiasm, Restraint, Sincerity www.mnptac.org
  21. 21. Get Organized • Duplicate working copies of solicitation • 3-ring binders, markers, post-its, flags • Paperless, too • Review solicitation with key players • Engineering, Production, Accounting, Pricing, etc. • READ, READ, READ www.mnptac.org
  22. 22. Understand Uniform Contract Format • Part I -The Schedule (Sections A -H) • Part II -Contract Clauses (Section I) • Part III -Attachments/Exhibits (Section J) • Part IV –Representations, Selection Criteria, and Instructions (Sections K -M) www.mnptac.org
  23. 23. Uniform Contract Format Part I—The Schedule • Section A--Solicitation/Contract Form – formal contract forms (original contract Form 1449 and amendment forms SF30) and the table of contents. • Section B--Supplies/Prices – forms regarding prices/costs that will need to be completed (and must match any pricing templates submitted) at the time of response submittal. The exact requirements will vary depending upon the type of contract that is being offered – Firm, Fixed Price, Time & Materials, etc. www.mnptac.org
  24. 24. Uniform Contract Format Part I—The Schedule • Section C--Descriptions/Specs/SOW – outlines the requirements for the work to be performed on the contract. This is extremely important to read and understand it will give you a great deal of insight into the contract and how it will work. A clear understanding of this is necessary for your response. • Section D—Packaging/ Marking – lists all of the clauses that are incorporated by reference for packaging and marking. Be sure to read which ones are included and understand their impact on the contract. This will affect your response … www.mnptac.org
  25. 25. Uniform Contract Format Part I—The Schedule • Section D--Packaging/Marking (continued) – This will affect your response in certain sections of the contract. This section also includes instructions for packaging, handling and transportation, if any • Section E--Inspection & Acceptance – lists all of the clauses that are incorporated by reference for packaging and marking. Be sure to read which ones are included and understand their impact on the contract. This will affect your response www.mnptac.org
  26. 26. Uniform Contract Format Part I—The Schedule • Section F--Deliveries or Performance – includes any clauses that are incorporated by reference for deliveries and performance. This section may also show the period of performance for the final contract (warning – this date will change if the RFP release and award are delayed). There may also be an Option to Extend Completion Date and Shipping Instructions. These Shipping Instructions may not match those for the proposal response, so, for delivery of your response follow those specifically addressing that delivery (see Section L). www.mnptac.org
  27. 27. Uniform Contract Format Part I—The Schedule • Section G--Contract Admin. Data – includes any clauses that are incorporated by reference for contract administration data. It may also describe the process for submission of vouchers for payment, technical direction, contractor request for Government provided equipment (GPE), list of installation accountable Government property, physical inventory of capital personal property, contract management requirements, security/badging requirements for foreign national visitors and employees/representatives of foreign contractors, and identification of employees. www.mnptac.org
  28. 28. Uniform Contract Format Part I—The Schedule • Section H--Special Contract Provisions – includes any clauses that are incorporated by reference for special contract requirements. It may also include administrative leave; representations, certifications, and other statements of offerors; task ordering procedure; key personnel and facilities; limitation of future contracting; and observance of legal holidays. All of these articles must be taken into account in both the written and cost response www.mnptac.org
  29. 29. Uniform Contract Format • Part II--Contract Clauses – Section I--Contract Clauses • Part III--Attachments/Exhibits – Section J--List of Attachments • Part IV--Representations & Instructions – Section K--Representations & Certifications – Section L--Instructions/Notices – Section M--Evaluation Criteria Consult: FAR Part 15.204 -Contract Format www.mnptac.org
  30. 30. Evaluation Factors * • Past performance • References • Financial stability • Approach • Qualifications of staff and team members • Management • Safety, delivery, warranty, etc. www.mnptac.org
  31. 31. Theme Development Proposal = Sales Document Offeror tells Buyer: • Understand requirements • Knows what is important to the buyer • Capability to satisfy government’s requirements • Unique plan • Convince buyer that offeror is better qualified than the competition Capture Strategy = Theme www.mnptac.org
  32. 32. Capture Strategy = Theme • After comprehensive examination of solicitation package • Consider market research information • Develop key reason why government should purchase from offeror rather than competitor (Capture strategy) • Capture Strategy woven throughout proposal reminding buyer yours is best solution (Theme) www.mnptac.org
  33. 33. Theme Development Strategic Points • Your Strength – What separates you from the pack – How you will provide more ―bang for their buck‖ • Convince – YOU ARE the ONE – Value – Quality – Experience • Advanced methods www.mnptac.org
  34. 34. Proposal Evaluation Goals * • Experience with supplies/services • Technical Capabilities • Soundness of quality control program • Management Capabilities • Caliber of purchasing process • Performance history More details the better, affects the source selection NO POOR CHOICES www.mnptac.org
  35. 35. Capabilities Statement * • Used to evaluate the businesses capacity to perform • Used to make final decision, B2B comparison • Should include: – - experience – - competence – office, systems – - key personnel & qualifications – - facilities – - understanding of work to be performed www.mnptac.org
  36. 36. Capabilities Statement • This should be a living document Updated on a regular basis Any time changes occur • Different document created from this base for each specific agency or solicitation Should align with the project focus Project focus changes, key people www.mnptac.org
  37. 37. Past Performance Narrative * • This should be a living document base – Created at end of every project – Archived for future use in Solicitations • Narrative should include: – Specifics of the project – Attention to details, methods, systems – Key personnel involved, qualifications – Project focus, results www.mnptac.org
  38. 38. Past Performance Narrative • Should also include: – Any problems that occurred – Subsequent resolutions – Key players, names, contact info – Key agency/company people, info, contacts • From this database, future agency specific documents will be created as needed www.mnptac.org
  39. 39. Past Performance Narrative • Each new document created should: – Align with the particular project focus – Provide the appropriate key personnel – Meet the requirements of that particular solicitation (page limitations, font size, etc) – Follow all instructions • Ultimate Goal – you project the exact type of company, with exact capabilities for the needed for project proposed www.mnptac.org
  40. 40. Requires great deal of supporting information and must be specific Information used to eliminate contractors who are not qualified to perform the work Element of Government Risk Management Proposal Evaluation Goals * www.mnptac.org
  41. 41. Successful Proposals: * • Convince - – you understand requirements • Convince - – you can solve their problem(s) • Convince - – you can provide value, best bang for the buck! • Convince - – you can do the job • (facts, figures, references, insights, and resumes) www.mnptac.org
  42. 42. Elements of Successful Proposals * • Executive summary – 2 page cover * • Responsiveness/compliance matrix • Indexes • Bullets • Table of contents • Graphics • Headers and footers • Followed Directions www.mnptac.org
  43. 43. Proposals Lose because: * • Failure to follow instructions • Questionable understanding of requirements • Incomplete responses—no specifics • Noncompliance with specification • Insufficient resources or insufficient information about resources • Technical/price imbalance • Poor proposal organization –not logical • Wordiness www.mnptac.org
  44. 44. Proposals Lose because: • Failure to show relevance of past performance • Unsubstantiated rationale for approaches • Restating requirements without explaining how they will be performed • Unprofessional appearance, typos, unnumbered pages, smudges, poor grammar, white out, etc. www.mnptac.org
  45. 45. Technical Proposals Lose because they failed to: • Demonstrate management past performance • Experienced personnel • Technical aspects of SOW • Safety concerns • Facilities - capabilities • Past performance • Quality Assurance – product, process, accounting • Environmental concerns • Security www.mnptac.org
  46. 46. Cost Proposal cautions: • Make best offer first time • BAFO request may come into play, but don’t count on it • Double-check numbers • Make it easy to read • Separate task developing cost proposals • Not in business to lose money • Recover costs & ROI • Need good indirect rates www.mnptac.org
  47. 47. Final Prep - Responses • Follow Requirements– (read all directions) – Directions – task list – Evaluation criteria – copy to every writer – Deliverables – checklist, time line, responsibility – Fill-ins – assign main person – Items that will need attention - list – Standard Forms – how many, for what – Add-ins you must prepare – what, who, when www.mnptac.org
  48. 48. Final Prep - Response • READ Solicitation • Make sure: – Directions – font, sizes, page limitations, margins – Evaluation criteria – as above – Deliverables – followed above? – Fill-ins – followed above? – Add-ins you might need to prepare, sol #, Company name? – PUNCTUATION www.mnptac.org
  49. 49. Final Prep of Responses • READ Solicitation - Check – Directions – anything missed – Evaluation criteria – met all requirements – Deliverables – all present and accounted for – Fill-ins - complete – Items that will need attention - checked – Add-ins you might need to prepare – done? – Standard Forms – filled in, dated, signed – Clauses – filled in? www.mnptac.org
  50. 50. Final Prep of Responses Package - Delivery • According to directions – Electronic, Paper, Paper & Electronic, # copies – Cover, bind, not bind, envelope, clip – Date, time stamped, receipts, proof – Deliverables – all present and accounted for? – IN ORDER? – Standard Forms – filled in, dated, signed www.mnptac.org
  51. 51. Request a Debriefing! Win or Lose * • Learn from it – Anything missing? – Anything to improve? – What would have made it a winner? • Strive to be the best all of the time! www.mnptac.org
  52. 52. Questions? No question or concern should go unanswered, It may be the one to help MAKE the cut! Good Luck! www.mnptac.org

×