Developing Effective Responses: Advanced Strategies for Proposals

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Dr. Shana Nicholson shares insights on responding effectively to Requests for Proposals, covering agenda items like opportunity overview, kick-off meetings, proposal development, and more. The presentation delves into analyzing opportunities, forming partnerships, and contractual agreements critical for successful bids.

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Developing Effective Responses to Requests for Proposals (Part 2) - Advanced Dr. Shana Nicholson March 2023

Agenda Introduction Opportunity Overview Kick Off Meeting Bid/No Bid-Gate Reviews Proposal Development Amendments and Modifications Final Delivery

Introduction Dr. Shana Nicholson Procurement Counselor snicholson@rcacwv.com 304.344.2546 ex 5 (Office) 304.695.7769 (Cell)

Opportunity Overview

Opportunity Overview & Review Opportunity Review Competitive Analysis Teaming Contractual Agreements

Opportunity Review What type of opportunity is this? Is this a reasonable opportunity? What is the budget and has this program been funded? Can we prime, team, sub, or request sole source or direct award? Do we know the customer and the customer s needs? Do we have the capacity to support this opportunity?

Competitive Analysis Is this a small business set aside or full and open solicitation? Is this a re-compete or a new procurement? What capability gaps do we have? Who are the incumbents or our competitors? Do we know the customer and the customer s needs? Do we have the past experience to support this opportunity?

Teaming Partners What value does the partner offer? What capability gaps do they fill? Do they have past performance experience or intimate knowledge of the customer? Are they a good fit as a teaming partner?

Contractual Agreements Nondisclosure Agreement (NDA) Teaming Agreement (TA) Joint Venture (JV) Mentor-Protege (MP) Contractor Teaming Arrangement (CTA)

Kick Off Meeting

Kickoff Meeting Rules of Engagement Proposal Planning Proposal Outline Establish Timeline

Rules of Engagement Set clear guidelines for communication 1 Establish Points of Contact 2 Risks, challenges and mitigations 3

Proposal Planning Overview of Opportunity Introduction of team members Qualifications and Capabilities Technical Requirements Investment and Commitment

Proposal Outline Scope L&M Tasks Graphics Q&A Writing Assignments

Establish a Timeline Set reasonable expectations Ensure visibility Set Writing and Review Dates Be flexible but consistent Anticipate delays and modifications Do not wait until the deadline!

Bid / No-Bid Gate Reviews

Bid/ No Bid Gate Reviews Sample Bid/ No Bid Gate Review Matrix Criteria Score (1, 2, 3) Potential No- Bid (Y/N) Requires Review (Y/N) Change (Y/N) Information Key Criteria Score: 1: Disadvantage, 2. Neutral, 3. Advantage Delay in Submission Y 3 N N Requires Signed Letter of Commitment 1 Y Y Y Remote Work Permitted N 3 N N

Proposal Development

Proposal Development. Writing Assignments 1 Investment and Resource Allocation 2 Risks, Challenges, and Mitigations 3 Strategy and Win Themes 4 Technical Solution 5

Proposal Development (continued) Budget Analysis and Pricing 6 Graphics 7 Key Personnel 8 Past Performance 9 Compliance 10

Writing Assignments Appropriate authors Technical Understanding Clear Deadlines Set Page Limit Data Calls

Investment and Resource Allocation Investment Technical Writers Resources Available Available Hours SMEs Budget Graphics Technical Support Business Development Gate Reviews Recruitment Key Personnel Supplies, Equipment, Amendments and Delivery Modifications

Risks, Challenges, and Mitigations

Strategy and Win Themes Program Performance Measures Key Program Cost/Price Technical Management Objectives Requirements Requirements Requirements

Technical Solution Sample Technical Solution Matrix Requirement PWS / SOW Specific Selling Points Technical 1 C.1.2 SME- Past Performance Technical 2 C.5.1 Software as Service Ops Management 2 L.17 Key Personnel LoC

Budget Analysis Work Break Down Key Personnel Labor Categories Historic Spend Overhead Supplies and Material

Graphics Compliant Easy to Understand Adds Value Tells a Story Explains a Process Highlights Success

Key Personnel Sample Key Personnel Matrix Resume Formatted Letter of Intent Candidate Required Skills Yes No Yes No Yes No Program Manager Skills: 5 years Experience Skills: PMP Certification

Past Performance Past Performance Questionnaire (PPQ) Prior Experience Size, Scope, and Complexity Successes, Challenges, and Lessons Learned Contractor Performance Assessment Reporting System (CPARS)

Compliance Review Sample Compliance Matrix Page Limit Section Author Section L Section M Notes from Reviewer L.1 Management Approach. The offeror shall provide information on its management approach to include: XYZ M.1 Factor1 Management Approach. The government will evaluate the offeror's approach to managing the work on the contract 1.0 Management approach is over page count. Recommend removing graphic from page 2. Management Approach (L.1, M.1) 2 Pages Dr. N

Amendments & Modifications

Amendments and Modifications Compare documents Review Q&A Review Due Dates Review Change in Scope and Requirements Bid/No-Bid Review Update Outline Update Team