Strategies &
Techniques for
Successful Proposals
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3 Basic Types of Government
Solicitations & Corresponding
Responses
• Request for Quotes (RFQ’s) > Offer
• Invitation for Bids (IFB’s or ITB’s) > Bid
• Request for Proposals (RFP’s) > Proposal
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Uniform Contract Format
• FAR 15.204-1
• “Contracting Officers shall prepare
solicitations and resulting contracts using
the Uniform Contract Format….”
• Part I – The Schedule
A. Solicitation/Contract Form
B. Supplies or Services and Pricing/Costs
C. Description/Specs/Work Statement
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Uniform Contract Format
D. Packaging and Marking
E. Inspection and Acceptance
F. Deliveries or Performance
G. Contract Administration Data
H. Special Contract Requirements
• Part II – Contract Clause
I. Contract Clauses
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Uniform Contract Format
• Part III – List of Documents, Exhibits
and Other Attachments
J. List of Attachments
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Uniform Contract Format
• Part IV – Representations and
Instructions
K. Representations, Certifications and
other Statements
L. Instructions, Conditions & Notices to
Offerors or Quoters
M.Evaluation Factors for Award
Note: The Government-wide Past Performance
Information Retrieval System (PPIRS) may be used
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Whichever type of proposal …
What makes you different?
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Highlight Your Uniqueness
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Three Keys to Success
• Research
• Planning
• Prepositioning
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Research, Planning, and
Prepositioning
• Research
•
•
•
•
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Research, Planning, and
Prepositioning
• Planning
• Identify markets & clients
• Market assessments
• Identify top clients
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Research, Planning, and
Prepositioning
• Preposition by Building Relationships
•
•
•
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SWOT Analysis
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The Go-No/Go Decision
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Types of Responses
•
•
•
•
Capability Statement
The “SF” forms
The Statement of Qualifications
The Response to Requests for Proposals
(RFP)
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Capabilities Statement
• Kept on file for future reference
• Usually a double-sided single sheet,
preferably on a heavy index or card
stock
• No long paragraphs—heading and
short sentence about your company
• Bullet point facts
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Capabilities Statement
• Company Data
• Core
Competencies
• Past
Performance
• “Differentiators”
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The Go-No/Go Decision
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Alice:
Would you tell
me, please,
which way I
ought to go
from here?
Cheshire Cat: That
depends a good
deal on where
you want to go.
Alice:
I don’t much
care.
Cheshire Cat: Then it
doesn’t matter
which way to
go.
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Determine your path
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Here’s how it starts when the
agency is ready
• You find out a about a project
•
•
•
•
Advertisement
Invitation
Word on the street
Bid Match
• Get the RFP
(Request for Proposal)
or RFQ
(Request for Quote)
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Make a decision
• Go or No-Go based on:
•
•
•
•
•
Compatible with your interests?
Can you make money?
Are there risks? If so, what are they?
Do you know/understand the client?
Are you competitive?
• Past experience
• Strong PM and team
• Who else is going after the project?
• Use the “SWOT” analysis
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As a Prime:
The Sequence
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Read and understand
the RFP or RFQ
• What is the project?
• Do you have the staff?
• Can you go it alone? If not, have you
lined up your subs?
• Do you have the time to do the
project?
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Read and understand
the RFP or RFQ
• If there’s a pre-proposal meeting, can
you or one of your staff attend?
• Is there a cut-off period for questions?
• Have you/your marketer checked for
addendums?
• Do you have time to put together a
compelling proposal?
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Read and understand
the RFP or RFQ
• Review the contract. Can you accept
the contract terms?
(It’s not an option to disregard any element of
the terms)
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As a Prime:
Building Your Proposal
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The Outline
• Background &
Strategy
1
2
1.
2.
3.
4.
3
The basics
What’s it about
Hot buttons
4
Evaluation
criteria from the
5
RFP
5. SWOT analysis
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The Outline
6. Understanding 6
and approach
• Proposal
Specifics
• The mechanics
• Outline /
Assignments
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The Nitty-Gritty
• Staff / team
• Projects /
experience
• Subconsultants
• Action items
• Calendar
• Assignments due
• Pink / Red Team
reviews
• Production and delivery
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As a Subconsultant:
Assembling your
qualifications
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As a Sub…
• Meet the prime’s deadlines for
information!
• Read the RFP/RFQ carefully–ask for a
copy if you don’t have it
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As a Sub…
• Clarify your role
• What you will do and who will do it
(unless requested, name only 1-3 key staff; ask
how deep to go)
• Many teams / exclusive to one team?
• Ask for clarification from the prime if
you’re not sure what they want
• Contact: Marketing? Your friend? CEO?
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As a Sub…
• Ask for an RFI (request for information)
from your prime(s)
• What do they want?
• What format? Do they have a template?
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As a Sub…
• Do they want projects? If so, what focus?
•
•
•
•
Similar job?
History with the agency?
Do they want references? Photos?
Is there a time frame on projects (e.g., less
then 3 years)? Project costs? Dates? Staff
involved?
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Tips for Preparing a Proposal
• Obtain product history
(previous winner, award data, competition, etc.)
•
•
•
•
•
•
•
Attend any pre-bid meetings
Acknowledge amendments
Fill in original
Submit bid at price you can live with
Submit on time – not 1 second late
Attend bid opening, if applicable
Sign your bid (SF-33 & SF-1449)
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Toolkit
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Capability Statement Template
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Full Resume Template
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Resume and Project Sample
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Project Description Template
Page 1
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Project Description Template
Page 2
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File Structure Template
Page 1
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File Structure Template
Page 2
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File Structure Template
Page 3
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Job Ticket Template
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Questions?
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Instructor/Facilitator
Jeanie James
Shorebird Creative LLC
Principal / Creative Director
(425) 330-4537
Jeanie.shorebird@gmail.com
Jean Hales
Economic Alliance Snohomish County
Director Small Business Programs
PTAC - Government Contracting Assistance
(425) 248-4223
JeanH@economicalliancesc.org
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