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National Sponsored Programs Administrators Alliance
of
HBCUs
Proposal Writing Workshop
Presented: by Dannie E. James Sr. CEO
About the Presenter
Dannie James, Sr. – CEO
23 Years in the Military
10 Years as Government Contract Officer
12 Years as a Gov. Contract Professional
2 Years at Georgia Tech Procurement Assistance Center
Passion for growing small businesses
Passion for success!
2
About the Presenter
3
4
Overview
Preliminary Preparation for Bidding
Receiving the Bid Package
Determining potential for bidding
Working the Solicitation
5
Overview
Proposal Development Insights
Theme development
Factors for proposal success
Pleasing proposal readers
Elements of a successful proposal
The executive summary
Why proposals lose points
6
Overview cont.
Developing your Technical proposal
Developing your Price/Cost proposal
Preparing the Response
Concurrent Actions
7
The Art of Writing
8
Preparations for Bidding
Solicitation versus Contract
Contract Types
FAR part 16
9
10
Preparations for Bidding
Solicitation versus Contract
Contract Types
FAR part 16 germane
Forms
SF33, SF1147, SF1442, SF1449, et all
www.gsa.gov/Portal/gsa/ep/formslibrary.do
?formType=SF
11
12
Preparations for Bidding
Solicitation versus Contract
Contract Types
FAR part 16 germane
Forms
SF33, SF1147, SF1442, SF1449, et all
www.gsa.gov/Portal/gsa/ep/formslibrary.do?formType=SF
Acronyms and Terms
RFP, IFB, RFQ
www.dau.mil/pubs/glossary/preface.asp
13
Understanding Acronyms
FSS
Federal Supply Schedule
SDVOSB
Service Disable Veteran Owned Small Business
FAR
Federal Acquisition Regulation
FFP
Firm Fix Price
14
15
Receiving the Bid Package
Carefully examine solicitation and verify that you have everything – DO NOT ASSUME!
Assemble the government’s solicitation
16
Receiving the Bid Package
Carefully examine solicitation and verify that you have everything – DO NOT ASSUME!
Assemble the government’s solicitation
Duplicate working copies of solicitation
3 ring binders
Paperless
Review solicitation with key players
Engineering, Production, Accounting, Pricing, etc.
17
Determine Potential to Bid
Opportunity consistent with business
plan?
Do you have adequate plant capacity &
equipment/personnel?
Can you beat the competition?
Is the risk manageable?
Can you make money?
18
Determine Potential to Bid
19
Working the Solicitation
Organize technical & cost teams
Establish proposal work area – war room
Utilize checklist of important issues - quality, testing, delivery, etc
Assign writing responsibilities to team members
Order needed specs & standards immediately
Team members must read—1-2-3 times!
20
I don’t think we
understood the
requirement
We only read
the solicitation
once.
So you don’t end up like these guys
21
Uniform Contract Format
22
Uniform Contract Format
Learn the sections of solicitation
Part I - The Schedule (Sections A - H)
Part II - Contract Clauses (Section I)
Part III - Attachments/Exhibits (Section J)
Part IV - Representations and Instructions
(Sections K - M)
23
Uniform Contract Format
Part I—The Schedule
Section A--Solicitation/Contract Form
Section B--Supplies/Prices
Section C--Descriptions/Specs/SOW
Section D--Packaging/Marking
Section E--Inspection & Acceptance
Section F--Deliveries or Performance
Section G--Contract Admin. Data
Section H--Special Contract Provisions
24
Uniform Contract Format
Part II--Contract Clauses
Section I--Contract Clauses
Part III--Attachments/Exhibits
Section J--List of Attachments
Part IV--Representations & Instructions
Section K--Representations & Certifications
Section L--Instructions/Notices
Section M--Evaluation Criteria
FAR part 15.204 Contract Format
25
26
Working the Solicitation
Understand special preparation instructions (Section L)
Understand the bid proposal evaluation criteria (Section M)
Record all assumptions for future use
Establish master proposal milestone schedule and stay on it.
27
Section M Evaluating Criteria
52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999)
The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
28
Section M Evaluating Criteria
EVALUATION FACTORS.
a. The cumulative rating of the technical
evaluation factors is approximately equal to
price. All technical factors are considered of
equal importance and are listed below:
FACTOR A – Past Performance
FACTOR B – Technical Approach/Methods
FACTOR C – Management
FACTOR D -- Safety
29
Section M Evaluating Criteria
FACTOR A – Past Performance
Selection authorities will consider past
performance on U.S. Government, Department
of Defense and other similar contracts with
respect to budget and cost control, quality of
work and compliance with performance
schedules, as determined by CPARS (ACASS)
and other sources.
30
Bases of Award
The Government intends to award a contract resulting
from this solicitation to the lowest priced, technically
acceptable offeror that is a responsible contractor.
Initial Evaluation – The Government will evaluate all
proposals received to ensure that each proposal is
complete in terms of submission of each required
volume, as specified in Section L. The Government may
reject proposals which are missing a significant amount
of the required information.
31
Bases of Award
Technical Evaluation.
After the Initial Evaluation, the Government will review
those proposals remaining for consideration to determine
technical acceptability. The Government will consider
the following evaluation criteria in determining the
acceptability of the technical proposal. To be considered
technically acceptable, the technical proposal must
provide the information requested in Section L and
conform to the requirements of the solicitation.
32
Working the Solicitation
Record all assumptions for future use
Establish master proposal milestone schedule and stay on it.
33
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Theme Development Backbone of your proposal
⁻ Your Strength
⁻ What separates you from the pack
⁻ How you will provide more “bang for their buck”
⁻ Prove that all indicators “point” to you
Why should the government buy from you? ⁻ Value
⁻ Quality
⁻ Experience
⁻ Advanced methods
Consistent in Technical and Cost proposals
Must answer – What is Special about you
35
Factors for Proposal Success
The purpose of a proposal is to sell
Introduce yourself (HBCU) in writing
Know your customer and his problems and
requirements
Present a solution
Highlight your HBCU and credentials
36
Factors for Proposal Success
Winning proposals provide evidence.
Convinces the evaluators that you understand requirements
Convinces the evaluators that you can solve their problem(s)
Convinces the evaluators that you can provide value
Convinces the evaluators that you can do the job (facts, figures, references, insights, and resumes)
37
Factors for Proposal Success
Winning proposals distinguish themselves
from the competition
Convince the evaluators that you are better
Convince the evaluators that your solution is
clearly superior due to price, risk, technical merit,
value added
Convince the evaluators that your firm will cause
the least amount of problems
38
Pleasing Proposal Readers
Highlight important ideas
Make certain those ideas stand out
Back up ideas with facts/evidence
Help make evaluators’ job easier
Make it easy for the evaluator to find
specific answers in your proposal
39
Elements of Successful Proposals
Executive summary
Responsiveness/compliance matrix
Indexes
Bullets
Transmittal letter
Table of contents
Graphics
Headers and footers
40
The Executive Summary
Executive Summary written by Proposal Manager
Style and Language must be Convincing
Write Exec Summary FIRST Influences train of thought
Guides rest of proposal
Difficult if done last
Adjust as necessary as you write other parts
Can use some graphics
Limit to one/two pages
41
Why Proposals Lose Points
Failure to follow instructions
Questionable understanding of requirements
Incomplete responses—no specifics
Noncompliance with specification
Insufficient resources/information about resources
Technical/price imbalance
Poor proposal organization—not logical
Wordiness
42
Why Proposals Lose Points
Failure to show relevance of past
performance
Unsubstantiated rationale for approaches
Restating requirements without explaining
how they will be performed
Unprofessional appearance, typos,
unnumbered pages, smudges, poor
grammar, white out, etc
43
SERVICE or PRODUCTS
Service Product
RFP RFQ
Request for Proposal Request for Quote
Service or Product
44
The Technical Proposal
Tells whether or not you understand the problem
Must respond to all requirements of SOW
Must demonstrate specific experience in relevant areas
Must prove your project team has been successful in the past
Must answer: What are you going to do?
How are you going to do it better than your competition?
45
The Technical Proposal cont.
May be required to address management – past performance
personnel – quality assurance
technical – environmental concerns
safety – security
facilities
Guidance available in solicitation Sections L & M, and SOW
46
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The Cost Proposal
The Cost Proposal Do best job first time. Don’t rely on final price
proposals
BAFO is a thing of the past
Seek assistance if unsure
Separate task developing cost proposals
Not in business to lose money
Recover costs & ROI
Need good indirect rates.
50
The Cost Proposal
Start gathering cost information early
Cost should be consistent with tech
proposal
Record all assumptions for later use
Double-check numbers
Should be in an easy to read font & pitch
51
Cost Proposal Overview
Introduction
Terms Defined
Budgeting
Indirect rate computation
Elemental Schedule of Costs
Proposal Summary
52
Introduction
FAR Part 31 Contract Cost Principles and Procedures
FAR Part 31
53
Terms Defined
Fixed costs
Variable costs
Direct costs
Material
Labor
Indirect costs
Material overhead
Labor overhead
General and Administrative (G &A)
Profit
54
3 types of Costs
Allowable
Allocable
Reasonable
55
What is a Budget?
Formal statement of plans
Future
Dollars
Management tool
Planning
Controlling
Evaluating
56
Basic Rules for a Budget
Based on attainable goals
Wide participation in the preparation process
Inform all affected of goals
Established before beginning of period
Those evaluated have authority to influence
Flexible to permit changes
57
Elemental Schedule of Costs
Labor
Direct Labor
Indirect Labor
Material
Bill of Material (BOM)
Direct materials
Raw materials
Purchased or subcontracted items
General and Administrative
Profit
58
Computation of In-direct Rates
In-direct salaries & wages
In-direct supplies & expenses
All other allocations
Total in-direct expenses (overhead pool)
Total in-direct Total direct = IN-DIRECT RATE
59
Cost Proposal Cover Sheet (Cost or Pricing Data Required)
1.Solicitation/Contract/Modification Number DAAHO1-06-R-O001
2.Company
Advanced Tank Technologies
500 East Highway
Washington, DC 20001
3.Point of Contact
Jane Doe
Contracts Manager
(202) 555-1212
4.Contract Administration Office Audit Office
DCMC Baltimore District Branch Office
200 Townsontown Blvd., West 8181 Professional Place
Towson, MD 21204-5299 Landover, MD 20785-2218
(301) 339-4800 (301) 436-2090
5. Type of Contract Action: New FFP Contract
60
Cost Proposal Cover Sheet 6. Proposed Cost + Profit or Fee = Total:
$938,241 + $93,824 = $1,032,065
7. Government Property
We will not require the use of any government property in the performance of this
work.
8. Cost Accounting Standards (CAS) and Estimating & Accounting Compliance
A.Our organization is NOT subject to the Cost Accounting Standards Board (CASB)
Regulations (Public Law 91-379 as amended and FAR Part 30). We have a Small
Business Exemption.
B. This contract action is NOT subject to CAS. We have a Small Business
Exemption.
C. NO, we have not submitted a CASB Disclosure Statement (CASB) DS-1 or 2).
C. We have NOT been notified that we are or may be in noncompliance with our
Disclosure Statement or CAS.
D. NO aspect of this proposal is inconsistent with our disclosed practices or
applicable CAS.
E. YES, this proposal is consistent with our established estimating and accounting
practices and procedures and FAR Part 31, Cost Principles.
61
Cost Proposal Cover Sheet
9. This proposal reflects our estimates and/or actual costs as of this date and
conforms with the instructions in FAR 15.403-5(b)(1) and FAR 15.408, Table
15-2. By submitting this proposal, we grant the Contracting Officer and
authorized representative(s) the right to examine, at any time before, award,
those records, which include books, documents, accounting procedures and
practices, and other data, regardless of type and form or whether such
supporting information is specifically referenced or included in the proposal as
the basis for pricing, that will permit an adequate evaluation of the proposed
price.
10. 21 November 2016
11. Georgia Burdell, President
62
DCAA
Defense Contracting Audit Agency is responsible for
performing all contract audits for the Department of Defense, and
providing accounting and financial advisory services regarding
contracts and subcontracts to all DoD Components responsible
for procurement and contract administration. These services are
provided in connection with negotiation, administration, and
settlement of contracts and subcontracts. DCAA also provides
contract audit services to some other Government Agencies.
http://www.dcaa.mil/
63
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Other Portions of the Proposal
References
Past performance
Experience
Management section
65
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References
Federal Acquisition Regulation (FAR)
Subpart 15.4 – Contract Pricing
Part 31 – Contract Cost Principles & Procedures
Table 15-2
67
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References
Federal Acquisition Regulation (FAR)
Subpart 15.4 – Contract Pricing
Part 31 – Contract Cost Principles & Procedures
Table 15-2
DCAA Contract Audit Manual (CAM)
Information for Contractors
69
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References
Federal Acquisition Regulation (FAR)
Subpart 15.4 – Contract Pricing
Table 15-2
Part 31 – Contract Cost Principles & Procedures
DCAA Contract Audit Manual (CAM)
Information for Contractors
Contract Pricing Reference Guides
Vol. 4 – Advanced Issues in Contract Pricing
www.acq.osd.mil/dpap/contractpricing/chap-index.htm
71
72
References Federal Acquisition Regulation (FAR)
Subpart 15.4 – Contract Pricing
Table 15-2
Part 31 – Contract Cost Principles & Procedures
DCAA Contract Audit Manual (CAM)
Information for Contractors
Contract Pricing Reference Guides
Vol. 4 – Advanced Issues in Contract Pricing
www.acq.osd.mil/dpap/contractpricing/chap-index.htm
Cost and Accounting Standards (CAS) www.access.gpo.gov/nara/cfr/waisidx_05/48cfr9903_05.html
www.access.gpo.gov/nara/cfr/waisidx_05/48cfr9904_05.html
73
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Cost Flow
Direct Materials Direct Labor Overheads
Production Costs
Total Production Cost
General and Administrative
Expenses
Contract Price
Total Cost - - Production/Service
Profit
Plus
Minus
Equals
Equals
Calculating Cost
76
Preparing the Response
Assemble inputs from team
Review evaluation criteria
Use checklist
Insure that every element of the
evaluation criteria is addressed
100 questions
100 answers
not 99 or 101
77
Preparing the Response
Assemble inputs from team
Review evaluation criteria
Use checklist
Insure that every element of the evaluation criteria is addressed
100 questions, 100 answers, not 99 or 101
Revalidate PRICE & DELIVERY
GBC review or red line
Grandma's sanity check
78
Preparing the Response
Make sure reps & certs properly processed
Document every aspect of response
Make sure proposals are not excessively
elaborate
Winner will be held accountable
Response must be timely. Don’t assume and
don’t take chances
ORCA current - www.bpn.gov
79
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Preparing the Response
Check entire proposal
Technical consistency
Spelling
Page numbering
Section/subsection numbering
Font types/sizes/no landscape pages
Each copy has all pages
Appropriate signatures
Last minute amendments
81
Proposal Formats
Follow Guidance - Section L
If no guidance provided, recommend
follow Uniform Contract Format
If that doesn’t make sense, use best
business practices
82
Elements of Successful Visit
Do your homework on the govt agency
Select the right person to call
Make the appointment
Know what to say
Know what to bring
Do not bring unnecessary people
Know what to ask
Know what time to arrive and for how long
Know what you should do after a meeting
83
Oral Presentations
Rehearse numerous times
Plan for what could go wrong
One person in charge
Pay close attention to questions asked
Recorder or note taker
Presentation team MUST know the
proposal content
Use only appropriate graphics
84
Appropriate Graphics
85
Concurrent Actions
Prepare for pre-award survey
Technical
Production
Quality Assurance
Financial Capability
Accounting System
Prepare for audit
Prepare for negotiations
86
Now What
87
If You Don’t Win…
Arrange debrief from contracting officer
--- 3 days
Don’t be discouraged. No one wins
every time
Learn from the experience. Prepare
for the next bid
88
Discussion Topics
How is the government environment different
from the commercial sector?
The difference between a bid and a proposal
(IFB vs. RFP)
Pre-bid/pre-proposal conferences
Significance of instructions to
bidders/proponents
89
Discussion Topics
Understanding the basis on which a contract
award is made
Low bid versus best value
Concepts of responsiveness and
responsibility
Selection criteria and scoring
90
Discussion Topics
The need to follow instructions meticulously
Executing bid forms
Various formats
Signature requirement
Packaging and labeling
Delivery/on-time submittal
91
Discussion Topics
Preparing boilerplate and templates
Description of HBCU
Description of HBCU experience
Resumes / bio sketches of principals, employees and consultants
Similar information on key suppliers and subcontractors
Capability statement
Concept of copy/pasting and improving – over and over and over
92
Discussion Topics
What to do after bid/proposal is submitted
Following up with points of Contact (POC)
What’s appropriate, what’s not
Responding to requests for additional info
Preparing for an interview
Handling an interview
Post-interview actions
93
Discussion Topics
Debriefs
What they are
How to request one
How to prepare for one
How to handle one
Needed software
Contents of the Thumb drive folder
94
Proposal Preparation References
Solicitations / Bids & Proposals NCMA 800-344-8096
Cutting Through the Chaos
www.managementconcepts.com/publications
/acquisition/govtprops.asp
Winning Government Contracts for
your Small Business
www.wingovcon.com/book.htm
95
Proposal Preparation References
Proposal Writing Assistance websites www.proposalwriter.com
www.win-contracts.com/
www.nsf.gov/pubs/2004/nsf04016/start.htm
www.odod.state.oh.us/tech/sbir/What_is_SBIR/Pre
paring_an_SBIR_Proposal/preparing_an_sbir_pro
posal.htm
government.onvia.com/?cat=6
www.google.com/unclesam
96
Questions
?
Proprietary Information 98
Thank You for Your Time and Attendance
205 Corporate Center Drive
Suite F
Stockbridge Ga. 30281
Office: 404-557-0027
www.jegroupllc.com
"Where HBCU Meets Government"
