Army Corps of
Engineers
Philadelphia District
US
Proposal Writing Tips
Presented by Cheryl W. Chandler
March 6, 2013
Pre-Proposal Tips
Register in the System for Award
Management (SAM) www.sam.gov
Refer to Federal Business
Opportunities, www.fedbizops.gov
Pre-Proposal Tips
Visit the web site for the Division,
District, or Laboratory with which
you want to do business in order to
learn about the missions and the
types of services/supplies each
office procures.
Get to Know the SB Deputy
 Discuss your capabilities, interest and
capacities to perform with the Deputy for
Small Business or Contracting Office at
the location of interest to you
 Ask for a copy of the forecast and ask if
other projects are in the pipeline
 Ask to give a capability presentation
Pre Proposal Tips
 Some Corps websites no longer list its
business opportunities but will provide a link
to the FBO.gov the site that does
 Most Corps websites link to other Corps sites
 The SB Deputy will give you information about
upcoming work prior to it being advertised
 Let your contact know what you have been
doing
Attend small business conferences
Working for the Corps
10 Tips
to Improve
Your Proposal
Winning Proposals
 It all begins with the RFP or solicitation…
Proposal Prep Tips
Tip # 1 Read the RFP thoroughly!
Ask questions early to ensure there is
sufficient time to respond
Pay attention to the criteria order and
weights – it indicates what is important to
us
Proposal Prep Tips
Tip #2 - Understand the Type of RFP
How will source selection be accomplished?
Lowest Price Technically Acceptable
Best Value Trade Off
Proposal Prep Tips
Tip #3 - Address all aspects of the Criteria
Create a matrix of Section 00100 or the
Scope of Work, by paragraph, with each
requirement to use as a checklist to ensure
your proposal is complete.
Include your checklist with your proposal.
Proposal Prep Tips
Tip #4 - Be succinct
Avoid being too wordy
Use bullets, underlines, bolding
When a limited page count is
provided – stick to it!
Proposal Prep Tips
Tip #5 - Your experience should relate to the
project in terms of scope, size, $ value,
complexity
 Should be recent – within the past 5-10 years or
as required by RFP
 Be clear – is it experience of firm or people?
Or, is it experience of subcontractor or
mentor?
Proposal Prep Tips
Tip #6 - Make sure qualifications of
staff match RFP
 Ensure each team member’s qualifications
address EACH ASPECT of the criteria
 List relevant experience of team members
 Ensure team members are available
Proposal Prep Tips
Tip #7- Organization Chart – Who’s in
Charge?
 Identify one person to be in charge of entire
team
 Person should be from YOUR company, not a
subcontractor or your mentor
 Indicate clear lines of communication
Identify person and company
(with location) for each role
Proposal Prep Tips
Tip # 8 - Address Quality
 Include the quality team on the Organization
Chart – even if not required
 Quality is important to us – indicate it’s
important to you
 Show/describe how the quality control
team interacts with the execution
team
Working for the Corps
Tip #9 - Address Performance Problems
Head-On
 Get copies of your Construction Contractor
Appraisal Support System (CCASS) evaluations.
 Explain any “Marginal” or “Unsatisfactory” items
within the evaluation as well as overall ratings.
 Check out the past performance of your
proposed subcontractors.
Working for the Corps
Tip #10 - QC your Proposal
 Have an independent reviewer ensure all items are
addressed (someone not involved in putting the
proposal together).
 If you copy another proposal, make sure you only
refer to the current project.
Uze spel cheque!
Contact Information
My e-mail address:
cheryl.w.chandler@usace.army.mil
Phone number: 215-656-6867
Questions?
Factors:
Read the RFP-CAREFULLY!
Answer questions in RFP
Experience and resumes
Familiarity with type of work and local area
Past performance
Available resources
Info on subs
May be okay and maybe not
Cost breakouts
If unsure –ASK QUESTIONS!
Technical vs Procedural
Page limit
Show that can make timely completion
KOs, PM, Prog Manager and A/E Negotiators
Factors:
Must be registered in Sam and must be current
CCASS/ACASS us be updated
Cover letters must match proposal
Past performance must be broken down
Must show experience relevant to project
If SBSA, team with SB many don’t
Must show SSB that you can self-perform
Can’t use projects of past employer but can be used on resume
Be concise no filers
If proposal good-won’t be knocked out if small
Less is more straight to the point include only essential material
Avoid jargon
No typos
Describe benefits not features
Proposal Issues
Omissions
Failure to respond to RFP requirements
Proposal only cut and paste form other document
Working For The Corps
 Visit the web site for the division,
district, or laboratory with which you
want to do business in order to learn
about the missions and the types of
services/supplies each office procures.
 Afterwards— make an appointment to
meet with the small business program
manager face-to-face.
Working For The Corps
 Discuss your capabilities, interest and
capacity to perform with the Small Business
Program Manager or with a Contracting
Officer in the area where you want to work
 Ask for the forecast of upcoming work
 Also, ask for their Department of Defense
Activity Address Code (DODAAC)
 Search FedBizOpps.gov regularly using the
DODAAC
 Respond to Sources Sought Notices
Working For The Corps
 Check out announcements of Business
Opportunity Conferences, workshops, trade
fairs and other federally sponsored or
attended liaison meetings in your area
 These events create great networking
opportunities
 Visit a Corp website; they all link to each
other
Working For The Corps
 Discuss your capabilities, interest and
capacity to perform with the Small Business
Program Manager or with a Contracting
Officer in the area where you want to work
 Ask for the forecast of upcoming work
 Also, ask for their Department of Defense
Activity Address Code (DODAAC)
 Search FedBizOpps.gov regularly using the
DODAAC
 Respond to Sources Sought Notices