Understanding Proposal
Development and the Contract
Manager’s Role
Session # 203
David Bol PPF.APMP
Vice President Shipley Associates
Past CEO, Association of Proposal Management
Professionals (APMP)
Monday, July 19th, 2010
12:30 – 2:30 pm
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Today’s Goals:
• Increase Understanding of the Proposal
Development Process
• Increase Understanding of the Contract
Manager’s Role in Proposal Development
• Beyond Proposal Development – What
Options Do I Have?
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20 Questions – Okay 10!
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10.
How many have been in Contract Management < 2 years?
How many have been in Contract Management > 10 years?
How many only contract exclusively commercial work?
How many only contract exclusively federal work?
How many contract both commercial and federal work?
How many contract International work?
How many hold any type of clearance?
How many have contracted a deal > $500 million?
How many have contracted a deal > $5 billion?
How many will skip a session to go to the beach?
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The 96 Step
Proposal Process
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Phase 0
• Market Segmentation
– New Markets
– Core Competencies
– Gap Analysis
• Define Market Campaign
• 5 – 10 Year Strategic Plan
• Asset Positioning
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Phase 0: Contract
Manager Activities
• Active Participation in Planning Sessions
• Contract Management Guidance
– Security Clearance Work
• Contract Management Research
– Foreign Contractual Practices
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Phase 1
• Long Term Positioning
– Development of the
Marketing Campaign / Plan
– Defining Specific Business
Opportunities
– Relationship Building
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Phase 1: Contract
Manager Activities
• Support the Development of the Marketing
Campaign
– People, Cultural, Political Issues
• Understand the Potential Opportunities
– Uniqueness, Contract Issues, Liability
• Begin Building Relationships
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Phase 2
• Opportunity Assessment
– Requirement Development
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Services and / or Products
Build and / or buy
Initial costing / pricing
Competitive landscape
Knowledge of Risk
– Opportunity Analysis
– Evaluation Criteria
Development
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Phase 2: Contract
Manager Activities
• Understand SSA and SSAC processes and
criteria
• Research Historical Contracting Trends
• FOIA Documents if applicable
• Begin Relationships with Potential Suppliers
and Vendors
– Understand Risk
• Begin Work on Teaming / Subcontracting
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Phase 3
• Capture Planning
– Relationship Building
– Intelligence
Gathering
– Teaming Assessment
– Solution
Development
– Capture Plan
– White Papers
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Phase 3: Contract
Manager Activities
• Support Solution Development
– Develop Evaluation Criteria and Standards
– Support Risk Mitigation Plan
– Support Development of Transition Plan
– Continue with Teaming and Subcontracting
– Be Proactive with Known Contractual Issues
– Continue to Develop Relationships
– Look at Host Nation Labor Issues
– Define ITAR Issues
– Monitor Communication Plan
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Phase 4
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Phase 4
• Proposal Planning
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Review Draft / Previous RFP & Solution
Preliminary Solution Development
WBS Developed
Small Business Assessment
Past Performance Assessment
Target Pricing Development
Performance Risk Assessment
Competitive Landscape Intelligence Gathered
Internal People and Competency Assessment
Storyboards and Mockups Completed through First
Draft
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Phase 4: Contract
Manager Activities
• Review Draft
– Terms and Conditions
– Contract Vehicle – i.e. FFP, Cost Plus, T & M, LOE
– Deliverables – schedule, location, penalties
• Subcontract / Teaming Criteria and Arrangements,
Signed NDAs and TAs
• FAR Research
• Risk Assessment
• Performance Risk
• Past Performance Selection (PPIRS & CPARS)
• Host Nation Issues
• Establish Communication
Criteria
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Phase 5
• Proposal
Development
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Final Teaming
Compliance
Solution Freeze
Pricing Freeze
Reviews
Submit Proposal
Phase 5: Contract
Manager Activities
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Control all Communication with Customer
Submit / Receive all Q & As / Amendments / Notices
Submit Contract Risk Assessment / Mitigation
Submit Small Business Plan
Support Compliance Reviews
Review Contractual Elements of Past Performance
Complete all Terms & Conditions
Manage Sub Contractor Input
Provide Proposal Language
Review all Ancillary Plans
Control Signatures 17
Phase 6
• Post-Submittal
Activities
– Lessons Learned,
Internal and External
– Orals
– Negotiations
– Debrief
– Party
– Transition
– Execute
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Phase 6: Contract
Manager Activities
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Control all Communication with Customer
Support Lessons Learned
Co – Develop Transition Plan
Communicate with Subs
Communicate with Vendors / Suppliers
Understand Billing Structure and Timing
Understand Performance Criteria / Milestones
Understand Staffing Requirements
Investigate Foreign Contingincies
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Beyond the Program—
Program Management
• Act as the Point of Contact
• Submit Contracts for add on work which equates to
additional revenue
• Facilitate Evaluation and Performance reporting and
tracking
• Monitor Foreign Involvement
• Liaison to other divisions / business units of your
company
• Know how to bring additional work on the contract
• Know all milestones and critical dates
• Participate in customer meetings
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Other Opportunities
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Proposal Manager
Program Manager
Small Business Advocate
Subcontractor Manager
Import / Export Control Manager
Corporate Legal Advisor
Corporate Lobbyist
And even….a politician!
• Good Luck & Thank You
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Contact Information
David Bol
Vice President Shipley Associates
[email protected]
(303) 805-9747 – home office
(720) 838-6755 - cell
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Phase 1 - National Contract Management Association