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Women’s Small Business Procurement Parity Act
of 2014 (S-2481)
www.wipp.org
Give Me 5
How to Write Successful Proposals
Course Instructor: Barbara English
President, English Solutions
WIPP is a national nonpartisan public policy organization,
advocating on behalf of nearly 4.7 million businesses women
representing 75 business organizations. WIPP provides timely
economic policy information and identifies important trends and
opportunities to its membership.
www.WIPP.org
Give Me 5
• National program from WIPP & American Express OPEN designed to
educate women business owners on how to apply for and secure federal
procurement opportunities.
• Give Me 5 works to increase the representation of Women Business
Owners that win government contracts. We provide accessible business
education tools to assist both new and experienced federal contractors.
• Women Business Owners could gain more than $4 billion in annual
revenues if the 5% contracting goal set by Congress was reached.
Give Me 5
How to Write Successful Proposals
Course Instructor: Barbara English
President, English Solutions
Course Instructor
Barbara English, President, English Solutions
31 W. Adams Street
Suite 102
Jacksonville, FL 32202
904.755.2554
barbara@benglishsolutions.com
www.benglishsolutions.com
Objectives Today
• Content of RFPs
• Writing the Proposal
• Questions
CONTENTS OF RFP
General
Instruction
and
Notice
to
Offerors
General
and
Special
Clauses
Representations
Proposal
and
Preparation
Certification
Instructions
Statement
of
Work
(SOW)
MAJOR CONTENTS OF RFP
Statement of
Work
(SOW)
•What is required
•Deliverables
EVALUATION
CRITERIA
•Discriminators. Describes
what is considered
important, very important,
or key
•Weights. Describes
what should be
emphasized
PROPOSAL
PREPARATION
INSTRUCTIONS
•Describes to offerors
how they should
format their proposal
•Describes to offerors
how and what they
should address in their
proposal
THE TECHNICAL PROPOSAL
• SUGGESTED OUTLINE
– Identify requirements from RFP
– Restate the basic problem clearly
– State the best solutions (yours)
– Show how you will implement your solution;
may include systems engineering concepts,
subsystem analysis, risk assessment, manpower
consideration, etc.
THE MANAGEMENT PROPOSAL
MUST DESCRIBE HOW THE PROPOSED
PROJECT WILL BE MANAGED
SUGGESTED OUTLINE:
ORGANIZATION – Start with company
organization and show where project will fit.
Show individual’s name in each organizational
block.
THE MANAGEMENT PROPOSAL
PROGRAM CONTROL – Orient discussion around
the project manager and support from top
management. Include everything that will assist
the PM. Discuss procedures for:
scheduling and budgeting
reporting and auditing
problem detection and correction
Include plan for organizing, staffing, and
scheduling the project.
THE MANAGEMENT PROPOSAL
KEY PERSONNEL – Include bio sketches on each
key individual in the project. Include those who
have made substantial contact with the agency
(when it makes sense).
SUBCONTRACT AND TEAM MANAGEMENT AND
CONTROL –
Explain why using subcontractors is best.
THE MANAGEMENT PROPOSAL
CAPABILITIES – Related experience, past
performance and other factors favorable to
the proposal.
FACILITIES - Show all the facilities that are
available and are to be used in proposed
program. Special equipment and how it will
be used. Highlight unique or superior
facilities.
SUPPLIERS
THE COST PROPOSAL
• THERE MAY OR MAY NOT BE ANY
NEGOTIATION
• DATA DISPLAYED TO LEVEL REQUIRED IN
REQUEST
• PRICING DATA DEVELOPED CONCURRENT
WITH TECHNICAL AND MANAGEMENT
APPROACH
PRICING TOOLS
• Know your break-even point!
• FOIA
• GSA schedules of competitors
http://www.gsaelibrary.gsa.gov/ElibMain/Eli
bHome
• Your own historical financials and other data
What are Allowable Costs
What is Total Cost
on Government Contracts
PRICING TOOLS
Elements of Cost
• Labor
plus
• Direct Labor Overhead (40%)
plus
• Materials
plus
• Material Handling Overhead (5%)plus
• G & A (10%)
plus
• Profit (10%)
=
• Total Price
OTHER COST ELEMENTS
• Subcontractors
• Travel
ADVANCED TANK TECHNOLOGIES
500 East Highway
Washington, DC 20001
PROPOSAL COVER SHEET
(Cost or Pricing Data Required)
1. Solicitation/Contract/Modification No.:
2.
Advanced Tank Technologies
500 East Highway
Washington, DC 20001
3.
Point of Contact
Jane Doe
Contracts Manager
(202) 555-1212
4.
Contract Administration Office
DCMA-Baltimore
200 Townsontown Blvd., West
Towson, MD 21204-5299
(301) 339-4800
5. Type of Contract Action:
6. Total Price
DAAH01-02-R-0001
Audit Office
District Branch Office
8181 Professional Place
Landover, MD 20785-2218
(301) 436-2090
New Contract
Firm Fixed Price
Proposed
Profit /
Total
Cost
+
Fee
=
Price
$938,241
$93,824
$1,032,065
Advanced Tank Technologies
Washington DC
Proposal Submitted in Response to RFP DAAH01-02-R-0001
Element of Cost
Engineering Labor
Manufacturing Labor
Direct Labor Overhead @ 56.7
Material
Material Handling Overhead @ 5.0%
Subtotal
G&A @ 8.0%
Estimated Cost
Profit @ 10%
Total Price
Amount
$452,151
26,412
271,345
113,175
5,659
868,742
69,499
938,241
93,824
$1,032,065
Reference
Schedule 1
Schedule 1
Schedule 2
Schedule 3
Schedule 4
Schedule 5
SCHEDULE 1
Advanced Tank Technologies
Washington DC
Proposal Submitted in Response to RFP DAAH01-02-R-0001
Labor Category
Program Manager
Senior Engineer
Junior Engineer
Engineering Aide
T echnical Writer
Metallurgist
Draftsman
T otal Direct Labor - Engineering
2010
Engineering Labor Cost
Rate/Hr. Hours
T otal
$33.93 683
$23,174
26.39 1,200
31,668
22.12 1,800
39,816
14.50 1,800
26,100
16.00
0
0
18.85 1,900
35,815
18.95 2,200
41,690
9,583 $198,263
2011
Engineering Labor Cost
Rate/Hr. Hours
T otal
$35.63 760 $27,079
27.71 900
24,939
23.23 1,500
34,845
15.23 550
8,377
16.80
0
0
19.79 1,200
23,748
19.90 1,500
29,850
6,410 $148,838
2012
Engineering Labor Cost
Rate/Hr. Hours
T otal
$37.41 507
$18,967
29.10 700
20,370
24.39 900
21,951
15.99
50
800
17.64 900
15,876
20.78 700
14,546
20.90 600
12,540
4,357 $105,050
T otal
Engineering Labor Cost
Hours
T otal
1,950
$69,220
2,800
76,977
4,200
96,612
2,400
35,277
900
15,876
3,800
74,109
4,300
84,080
20,350
$452,151
Labor Category
Fabrication
Assembly
T otal Direct Labor - Manufacturing
2010
Manufacturing Labor Cost
Rate/Hr. Hours
T otal
$10.85 400
$4,340
9.25
0
0
400
$4,340
2011
Manufacturing Labor Cost
Rate/Hr. Hours
T otal
$11.39 600
$6,834
9.71 200
1,942
800
$8,776
2012
Manufacturing Labor Cost
Rate/Hr. Hours
T otal
$11.96 600
$7,176
10.20 600
6,120
1,200
$13,296
T otal
Manufacturing Labor Cost
Hours
T otal
1,600
$18,350
800
8,062
2,400
$26,412
$202,603
$157,614
$118,346
$478,563
$114,876
$89,367
$67,102
$271,345
T otal Direct Labor
Direct Labor Overhead @ 56.7%
All hours proposed are based on historical costs, reference DAAH01 -99-C-001, account 9271.
The supporting data showing the historical hours and the development of the proposed hours are in file “DAAH -01-02-R-0001, Hours”
and is available immediately upon request.
The direct labor rates are based on actual average rates as of October 31, 2009 and escalated 5 percent each year. The suppo rting data
and rate calculations are located in file “DAAH-01-02-R-0001, Direct Labor Rates” and is available immediately upon request.
SCHEDULE 2
Advanced Tank Technologies
Washington DC
Proposal Submitted in Response to RFP DAAH01-02-R-0001
Budget for Fiscal Year 2010 Labor Overhead
Actual Overhead Expenses for Fiscal Years 2007 through 2009
(Note 1)
Account
Number
Overhead Expenses (Note 2)
Indirect Payroll
Payroll T axes
Vacation
Holiday
Sick Leave
Pensions
Employee Morale
Entertainment
Office Equipment
Depreciation
Subscriptions
T ravel
Miscellaneous
Stationery
Reproduction
Maintenance
Rent
T elephone
Insurance
T otal Pool
Budget
2010
$260,000
228,000
120,000
110,000
50,000
171,000
5,000
50,000
7,000
5,000
1,500
22,000
2,000
6,000
17,000
5,000
202,000
11,000
102,000
1,374,500
Actual Expenses (Note 3)
2009
2008
2007
Explanatory Notes
Notes
1. Provide account numbers in this column.
2. The projected overhead expenses are based
on the company’s operating budget for
2010. The operating budget supporting
data is located in file “DAAH01-R-0001,
Overhead Operating Budget” and is
immediately available upon request.
3. Provide the prior three years’ actual
overhead expense and allocation base in the
same format as the budget for 2010. For
the year 2009, actuals to date are
immediately available upon request.
4. Includes Bid and Proposal Labor of $5,000.
5. The same rate is estimated for fiscal years
2011 and 2012. We anticipate minimal
inflation and a stable business base. The
data and analysis supporting this assertion is
located in file “DAAH-01-R-0001,
Overhead Forecast” and is immediately
available upon request.
Less Unallowable Costs
Entertainment
Net Allowable Expenses
50,000
$1,324,500
Allocation Base
Direct Labor
$2,336,000
4
56.7%
5
Labor Overhead Rate
SCHEDULE 3
Advanced Tank Technologies
Washington DC
Proposal Submitted in Response to RFP DAAH01-02-R-0001
Shock Absorber
Bill of Material
Support
Sheet Metal
Casings
Plastics
Springs
Bolts
Total Material
Material Overhead @ 5.0%
Quantity Unit
(Note 1) Measure Unit Price Total Notes
1,600 Sq. Yd.
$25.00 $40,000 2
750 Pcs.
8.50
6,375 3
7,500 Pcs.
5.75 43,125 2
1,700 Pcs.
4.00
6,800 3
7,500 Pcs.
2.25 16,875 3
$113,175
$5,659
4
Explanatory Notes
1. The proposed quantities are from the engineering drawings for the shock absorber. This drawing is located in file "DAAH0102-R-0001, Engineering Drawing" and is immediately available upon request.
2. These prices are supported by multiple vendor quotes. The proposed prices are those provided by the low bidder who was the
ACME Corporation in their quotation dated October 21, 2009. The quotations are included in file "DAAH01-02-R-0001,
Vendor Quotations" that are available immediately upon request.
3. These prices are supported by the Halloween edition of the Springs R Us Catalog. This catalog is available for audit in the
pricing office.
4. See Schedule 4.
SCHEDULE 4
Advanced Tank Technologies
Washington DC
Proposal Submitted in Response to RFP DAAH01-02-R-0001
Budget for Fiscal Year 2010 Materail Handling Overhead
Actual Materail Handling Overhead Expenses for Fiscal Years 2007 through 2009
(Note 1)
Account
Number
Material Handling Expenses (Note 2)
Purchasing Department
Receiving Department
T otal Pool
Less Unallowable Costs
Net Allowable Expenses
Budget
2010
$10,000
2,500
12,500
Actual Expenses (Note 3)
2009
2008
2007
Notes
0
$12,500
Allocation Base
Materials
Material Handling Overhead Rate
$250,000
5.0%
4
Explanatory Notes
1. Provide account numbers in this column.
2. The projected material handling overhead expenses are based on the company's operating budget for 2010. The operating budget
supporting data is located in file "DAAH01-02-R-0001, Material Handling Overhead-Operating Budget" and is immediately
available upon request.
3. Provide the prior three years’ actual material handling overhead expenses and allocation base in the same format as the budget
for 2010. For the year 2009, actuals are provided to date are immediately available upon request.
4. The same rate is estimated for fiscal years 2011 and 2012. We anticipate minimal inflation and a stable business base. The da ta
and analysis supporting this assertion is located in file "DAAH01-02-R-0001, Material Handling Overhead-Forecast" and is
available immediately upon request.
SC HEDULE 5
Advance d Tank Te chnol ogi e s
Washingt on DC
Proposal Submit t ed in Response t o RFP DAAH01-02-R-0001
Budget for Fiscal Year 2010 G&A
Act ual G&A Expenses for Fiscal Years 2007 t hrough 2009
(Not e 1)
Account
Number
G&A Expenses (Not e 2)
Payroll T axes
Officer's Salaries
Indirect Salaries
Int erest
Vacat ion
Holiday
Sick Leave
Cont ribut ions
Pensions
Office Equipment
Depreciat ion
T ravel
Miscellaneous
Legal Fees
Account ing Fees
Comput er
Rent
Advert ising
T elephone
Insurance
T ot al Pool
Bid & Proposal
T ot al G&A and B&P
Budget
Net Allowable
2010
Less Unallowables
Expenses
$16,000
$0
$16,000
165,000
165,000
21,000
21,000
14,000
14,000
0
11,000
11,000
9,000
9,000
5,000
5,000
8,000
8,000
0
12,000
12,000
1,000
1,000
2,500
2,500
10,000
10,000
2,000
2,000
7,000
7,000
7,000
7,000
17,500
17,500
15,000
15,000
8,500
8,500
0
3,000
3,000
7,000
0
7,000
341,500
30,500
311,000
8,500
8,500
$350,000
$30,500
Allocat ion Base
Labor
Labor Overhead
Ot her Direct Cost s
Mat erials
Mat erial Overhead
T ot al Cost Input Base
G&A Rat e
Act ual Expenses (Not e 3)
2009
2008
2007
Not es
4
$319,500
$2,331,000
1,371,665
29,000
250,000
12,500
$3,994,165
8.0%
5
6
SCHEDULE 5
Advanced Tank Technologies
Washington DC
Proposal Submitted in Response to RFP DAAH01-02-R-0001
Budget for Fiscal Year 2010 G&A
Actual G&A Expenses for Fiscal Years 2007 through 2009
Explanatory Notes
1.
Provide account numbers in this column.
2. The projected G&A expenses are based on the company's operating budget for 2010. The operating budget supporting data is
located in file "DAAH01-02-R-0001, G&A Operating Budget" and is available immediately upon request.
3. Provide the prior three years’ actual G&A expenses and the allocation base in the same format as the 2010 budget. For the year
2009, actuals are provided to date.
4.
Includes $665 B&P Travel ($5,000 + $2,835 + $665 = $8,500).
5. Total Pool, excluding $2,835 allocated to B&P Labor ($5,000 x .567) [$1,374,500 - $2,835].
6. The same rate is estimated for fiscal years 2011 and 2012. We anticipate minimal inflation and a stable business base.
The data and analysis supporting this assertion is included in file "DAAH01-02-R-0001, G&A" and is available immediately
upon request.
TAKE AWAYS
• Organize and standardize your company info
– Key personnel
– Resumes
– Quality control plan
– Management approach
• Become familiar with FAR contract requirements
• Have a firm grasp on calculating your costs
• Ensure reps and certs are up to date
QUESTIONS ???
Barbara English, President, English Solutions, Inc.
31 W. Adams Street
Suite 102
Jacksonville, FL 32202
904.755.2554
barbara@benglishsolutions.com
www.benglishsolutions.com
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