the proposal presented by rar consulting, llc copyright © 2011 rar consulting, llc ● benicia,...
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The ProposalThe Proposal
Presented byPresented by
RAR Consulting, LLCRAR Consulting, LLC
Copyright © 2011 RAR Consulting, LLC
WWW.RICKARICE.COM ● Benicia, California ● PH: 707.297.6628 ● Email: [email protected]
Comprehensive Approach to Comprehensive Approach to Proposal DevelopmentProposal Development
Included in this PowerPoint deck is a Included in this PowerPoint deck is a high-level overview of a comprehensive high-level overview of a comprehensive approach to the development of bid approach to the development of bid documents, proposals, or other response documents, proposals, or other response to Request for Proposal, Request for to Request for Proposal, Request for Qualifications, or invitations to bid.Qualifications, or invitations to bid.
Introduction Introduction - 1- 1
To whom is this To whom is this applicable?applicable? Business development organizations Business development organizations
that pursue large budget projects in that pursue large budget projects in the Architecture-Engineering-the Architecture-Engineering-Construction and Information Construction and Information Technology sectors, e.g.:Technology sectors, e.g.: Professional services firmsProfessional services firms Department of Defense (DoD) contractorsDepartment of Defense (DoD) contractors Department of Energy (DOE) contractorsDepartment of Energy (DOE) contractors U.S. Federal Government contractorsU.S. Federal Government contractors Private industry contractorsPrivate industry contractors
Introduction Introduction - 2- 2
What is the genesis of this What is the genesis of this process?process?
Long established standard processes in Long established standard processes in the marketing of professional servicesthe marketing of professional services
Experience of large organizations such Experience of large organizations such as Bechtel, Granite Construction, URS as Bechtel, Granite Construction, URS Corporation, Shaw Group, Cisco Corporation, Shaw Group, Cisco Systems, Boeing, and virtually every Systems, Boeing, and virtually every professional services group in the professional services group in the world who competes for contracts world who competes for contracts
Introduction Introduction - 3- 3
Proposal Life CycleProposal Life Cycle Proposals involve performing several phases Proposals involve performing several phases
of work, generally including:of work, generally including: DiscoveryDiscovery PlanningPlanning OrganizationOrganization ExecutionExecution DeliveryDelivery DebriefDebrief
The progress of each “Life Cycle Phase” is The progress of each “Life Cycle Phase” is defined through the achievement of defined through the achievement of milestonesmilestones
Introduction Introduction - 4- 4
Proposal Life Cycle Proposal Life Cycle PhasesPhases Phase 1 - Opportunity/Assessment – Phase 1 - Opportunity/Assessment –
Capture PlanCapture Plan Phase 2 - Proposal PlanningPhase 2 - Proposal Planning Phase 3 - Proposal DevelopmentPhase 3 - Proposal Development Phase 4 - Proposal SubmittalPhase 4 - Proposal Submittal Phase 5 - PresentationPhase 5 - Presentation Phase 6 - Proposal DebriefPhase 6 - Proposal Debrief
Introduction Introduction - 5- 5
Overview of Key Proposal Overview of Key Proposal PersonnelPersonnel Upper Management – Executive Upper Management – Executive Officers, Risk Managers, Legal CounselOfficers, Risk Managers, Legal Counsel
Capture/Pursuit Team (Pursuit Capture/Pursuit Team (Pursuit Manager)Manager)
Proposal Development TeamProposal Development Team Pursuit ManagerPursuit Manager Proposal ManagerProposal Manager Proposal CoordinatorProposal Coordinator Technical WritersTechnical Writers Production TeamProduction Team
Executive
PursuitManager
Proposal Manager
ProposalCoordinator
TechnicalWriters
GraphicsDirector
Production
Introduction Introduction - 6- 6
Opportunity AssessmentOpportunity Assessment BD-Identify Prospect Contracting EntitiesBD-Identify Prospect Contracting Entities BD-Pursuit Manager and Executives gather BD-Pursuit Manager and Executives gather
background information on prospect agency or background information on prospect agency or organizationorganization
BD-Pursuit Manager initiates contact with the BD-Pursuit Manager initiates contact with the prospect, establishes initial positionprospect, establishes initial position
BD-Ascertain basic prospect needs and BD-Ascertain basic prospect needs and requirementsrequirements
BD-Determine Procurement Method (e.g., BD-Determine Procurement Method (e.g., D-B/IDIQ)D-B/IDIQ)
BD-Identify main competitors for each contractBD-Identify main competitors for each contract
Phase 1.0Phase 1.0
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go/No Go
Resource ConsiderationsResource Considerations
Teaming Alternatives – Pursuit Teaming Alternatives – Pursuit Manager may consider:Manager may consider: Joint Venture Partner – Bonding and Joint Venture Partner – Bonding and
ResourcesResources Partners – Personnel and EquipmentPartners – Personnel and Equipment Sub-contractors – Specialty Services, Sub-contractors – Specialty Services,
DBEDBE Designers – Specialized ServicesDesigners – Specialized Services
Phase 1.1Phase 1.1
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go/No Go
Capture PlanCapture Plan Review the Request for Proposal Review the Request for Proposal
(RFP, ITT)(RFP, ITT) Analyze business fit, competitive Analyze business fit, competitive
potential, initial price rangepotential, initial price range Prepare pursuit recommendationsPrepare pursuit recommendations Go/No Go decisionGo/No Go decision
MILESTONE REACHEDMILESTONE REACHED
Phase 1.2Phase 1.2
▼▼RFP Released
▼▼Go/No GoDecision
Proposal Planning Proposal Planning – Establish Partners & – Establish Partners & TeamsTeams
Establish Team Agreements – Establish Team Agreements – Pursuit ManagerPursuit Manager Joint Venture PartnerJoint Venture Partner PartnersPartners Sub-contractorsSub-contractors DesignersDesigners
Phase 2.0Phase 2.0
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
Proposal Planning Proposal Planning – Assign Proposal Leaders– Assign Proposal Leaders Proposal ManagerProposal Manager Proposal CoordinatorProposal Coordinator Technical WritersTechnical Writers Subject Matter ExpertsSubject Matter Experts Graphics and Page Layout PersonnelGraphics and Page Layout Personnel
Phase 2.1Phase 2.1
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
Proposal PlanningProposal Planning – RFP Planning – RFP Planning DeliverablesDeliverables Develop a Develop a Compliance MatrixCompliance Matrix Develop an Develop an outlineoutline for the proposal for the proposal Develop Develop tasks and scheduletasks and schedule Develop a Develop a Division of Division of
ResponsibilitiesResponsibilities matrix to identify matrix to identify owners of each proposal sectionowners of each proposal section
Develop Develop templatestemplates for each section for each section of the proposal and distribute to of the proposal and distribute to section ownerssection owners
Phase 2.2Phase 2.2
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
Proposal Proposal PlanningPlanning – Win Strategy – Win Strategy Identify hot button issuesIdentify hot button issues
Identify key words in the RFPIdentify key words in the RFP Pursuit Manager should brief proposal Pursuit Manager should brief proposal
team on prospect perspectives and needsteam on prospect perspectives and needs Identify advantages over the competitionIdentify advantages over the competition Identify disadvantages against the Identify disadvantages against the
competitioncompetition Develop a theme and messaging strategy Develop a theme and messaging strategy
and map the proposal for sections where and map the proposal for sections where these will be introduced, emphasized and these will be introduced, emphasized and repeatedrepeated
Phase 2.3Phase 2.3
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
Proposal PlanningProposal Planning – Graphic Design – Graphic Design Identify the format requirements Identify the format requirements
from the RFP or other form of from the RFP or other form of procurement/bid requestprocurement/bid request
Develop a story board depicting how Develop a story board depicting how the proposal narrative will be rolled the proposal narrative will be rolled outout
Identify key graphic opportunities to Identify key graphic opportunities to state your proposal in illustrative state your proposal in illustrative ways throughout the proposalways throughout the proposal
Phase 2.4Phase 2.4
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
Proposal PlanningProposal Planning – Proposal Development – Proposal Development WorksheetsWorksheets Prepare PDWs for each aspect of the scope of Prepare PDWs for each aspect of the scope of
workwork Identify objectives so the writer may:Identify objectives so the writer may:
Identify methodsIdentify methods Describe expected end results (or output)Describe expected end results (or output) Describe who in the organization would do each taskDescribe who in the organization would do each task Define the time frames involved with each aspect of the Define the time frames involved with each aspect of the
workwork Define cost itemsDefine cost items
Prepare writer’s packagesPrepare writer’s packages Provide section templates based on proposal designProvide section templates based on proposal design
Gather “re-use” material from previous Gather “re-use” material from previous proposal packagesproposal packages
Distribute to the assigned writersDistribute to the assigned writers
Phase 2.5Phase 2.5
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
Proposal DevelopmentProposal Development Draft Executive SummaryDraft Executive Summary Hold Kick-off MeetingHold Kick-off Meeting Agree on strategy and task team Agree on strategy and task team
leadsleads Writing assignments confirmedWriting assignments confirmed
Phase 3.0Phase 3.0
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
▼▼Kickoff
MILESTONE REACHEDMILESTONE REACHED
Blue Team ReviewBlue Team Review Blue Team draft to reviewersBlue Team draft to reviewers Draft graphics to reviewersDraft graphics to reviewers Formatting may not be completed at Formatting may not be completed at
this pointthis point
Proposal DevelopmentProposal DevelopmentPhase 3.1Phase 3.1
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
▼▼Kickoff
▼▼GOLD
▼▼RED▼▼▼▼▼▼
BLUE
Red Team ReviewRed Team Review Blue team review comments Blue team review comments
incorporatedincorporated Revised draft proposal to reviewersRevised draft proposal to reviewers Pricing Forms and SchedulePricing Forms and Schedule
Estimating TeamEstimating Team Project ExecutivesProject Executives
Presentation of formatted proposal Presentation of formatted proposal materials and final form graphicsmaterials and final form graphics
Proposal DevelopmentProposal DevelopmentPhase 3.2Phase 3.2
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
▼▼Kickoff
▼▼GOLD
▼▼RED▼▼▼▼▼▼
BLUE
Gold Team ReviewGold Team Review Red Team comments incorporatedRed Team comments incorporated Final edits completeFinal edits complete Pricing and Schedule approvedPricing and Schedule approved Graphics finalizedGraphics finalized Presentation format finalizedPresentation format finalized Packaging completePackaging complete Presentation rehearsed (if Presentation rehearsed (if
appropriate)appropriate)
Proposal DevelopmentProposal DevelopmentPhase 3.3Phase 3.3
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
▼▼Kickoff
▼▼GOLD
▼▼RED▼▼▼▼▼▼
BLUE
Final ProductionFinal Production Confirm print run totalsConfirm print run totals Confirm wet signature requirementsConfirm wet signature requirements Produce CD or DVD as requiredProduce CD or DVD as required Printing, copyingPrinting, copying Collation of materialsCollation of materials Page count / final checkPage count / final check LabelingLabeling PackagingPackaging Courier arrangement – LogisticsCourier arrangement – Logistics
Proposal DevelopmentProposal DevelopmentPhase 3.4Phase 3.4
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
▼▼Kickoff
▼▼GOLD
▼▼RED▼▼▼▼▼▼
BLUE
Meet deadlineMeet deadline Meet delivery requirementsMeet delivery requirements Confirm deliveryConfirm delivery
Proposal SubmittalProposal SubmittalPhase 4.0Phase 4.0
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
▼▼Kickoff
▼▼GOLD
▼▼RED▼▼▼▼▼▼
BLUE
MILESTONE REACHEDMILESTONE REACHED
Presentation scripted Presentation scripted /choreographed/choreographed
Materials developed in large formatMaterials developed in large format Handout materials developed in Handout materials developed in
sufficient numbersufficient number Specialty presentation materials Specialty presentation materials
(e.g., video, PowerPoint) prepared(e.g., video, PowerPoint) prepared Equipment provided as necessaryEquipment provided as necessary
PresentationPresentationPhase 5.0Phase 5.0
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
▼▼Kickoff
▼▼GOLD
▼▼RED▼▼▼▼▼▼
BLUE
MILESTONE REACHEDMILESTONE REACHED
Review what went well, what went Review what went well, what went poorlypoorly
Organize material gathered for the Organize material gathered for the proposal so that it may be re-used proposal so that it may be re-used (as appropriate) for future efforts(as appropriate) for future efforts
Proposal DebriefProposal DebriefPhase 6.0Phase 6.0
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
▼▼Kickoff
▼▼GOLD
▼▼RED▼▼▼▼▼▼
BLUE
Final Thoughts:Final Thoughts: Contract opportunities are won at the business Contract opportunities are won at the business
development stage, when a pursuit manager gathers the development stage, when a pursuit manager gathers the client intelligence needed to effectively guide the client intelligence needed to effectively guide the proposal team. proposal team.
The proposal should present a solution perfectly fitted The proposal should present a solution perfectly fitted to the client’s needs, which are rarely characterized to the client’s needs, which are rarely characterized fully in an invitation to bid document. It should be a fully in an invitation to bid document. It should be a program designed to meet the client’s objectives, program designed to meet the client’s objectives, schedule and budget, along with a range of other schedule and budget, along with a range of other determining factors. determining factors.
It is never advisable to pursue proposal opportunities It is never advisable to pursue proposal opportunities for which you have not established outreach to the for which you have not established outreach to the client in advance, or for which you have not done client in advance, or for which you have not done comprehensive preparation.comprehensive preparation.
End of PresentationEnd of PresentationPostscriptPostscript
▼▼ ▼▼RFP Released Award of
Contract
▼▼ProposalSubmittal
▼▼Presentation
▼▼Go
▼▼Kickoff
▼▼GOLD
▼▼RED▼▼▼▼▼▼
BLUE