Domain 4: Proposals Flashcards
First Step in responding to RFP
the go/no-go decision - relies on strong team dynamics and structured process
Go-NO-Go considerations
Value the project brings to your firm; which parameters most affect successful pursuit; whether firm has resources to take on more work; your firm has the skills/exper. needed to win?; legal challenges or conflicts of interest; what criteria client cares most about
Go-nogo decision team should include how many people?
at least 2.
Go-nogo team members might include:
Someone with strong r/ship with client; indiv. with passion for project; operations officer; mktg team member; market sector leader
When forming teams, a multi-firm team requires…
strong project management; cultural alignment;
collaboration - to enhance ability to function as single entity.
When teaming with a subconsultant, what aspects should you consider?
Partners could have a strong relationship with client. Evaluate your firm’s strengths/weaknesses to determine what skills you might need from a sub.
What intangible factors should you consider when partnering?
Team chemistry; developing culture compatible with prospective client’s goals
A Subcontracting Plan should include:
Methods you’ll determine participation by each SDBE firm; services you intend to sub; methods you’ll use to ID SDBE firms; How you’ll structure procurement packages; How you’ll document procurement process.
Ultimate benefit of mentor-protege relationships
Provides opportunities for both firms to grow, and for individuals involved to improve skills/expertise.
First step to respond effectively to RFP
Clearly identify all the information that’s being requested - and then organize resources to provide that info. in a complete & timely manner.
In a multi-phased submission, what’s important to remember?
Define your key message early and ensure it resonates through all phases.
Dedicate ______ % of time you have to respond to an RFQ to ________.
Dedicate 25% of time you have to respond to an RFQ to planning.
A work plan is most effective when…
There’s shared ownership to meet deadlines.
Proposal Planning Meeting agenda items include:
Owner requirements;
Firm’s compet. advantages;
Compet. S/W;
Any utilization goals?;
ID project team members;
ID scope of services & approach;
Proposal theme;
Review RFP content requirements and who address each one;
Establish deadlines;
Project insurance?;
Review content templates & style guides;
Create marketing job #
The crucial thing about proposal schedules is that…
Team members need to see when their item affects another.
Client hot buttons
The issues that drive a client to make a choice or take action. Usually come from emotion.
Cover letter rules of thumb
Keep to 1 page;
Provide 3 -5 bullet reasons why firm is different from compet.;
List your cell #;
Provide believable, strong closing statement;
Have person with whom client has strongest relationship sign it
The most persuasive benefits/value propositions are ones that
Are supported by a “proof ” that demonstrates where your firm delivered similar results in the past.
Examples of QA activities
Training;
Document control;
Process checklists;
Development of a compliance matrix and style guide;
Setting & conducting of interim document reviews.
Examples of QC activities
Interim document reviews;
Page turn checks;
Proofreading;
Compliance reviews;
Checklists
A review session may need to last how long?
6-8 hours, or even extend into 2nd day for significant pursuits.
Discriminators must be…
Verifiable - they should provide clear support for benefits your firm claims to be able to provide.
What are some meeting space logistics to consider?
Dimensions of the room;
Furnishings;
Equipment (IT);
Electrical outlets;
Lighting;
Connectivity
3 techniques for presenting
Position hands to move naturally;
Encourage full body movement;
Aim for vocal projection
Elements of contract term review
Ownership & use of documents;
Waiver of consequential damages;
Limitation of liability;
Termination of services
4 Common types of contract relationships
Intent to team (teaming agreement);
Memo of understanding;
Subcontract;
Joint Venture (JV)
After Action Review
AAR – Open dialogue with people involved in a project pursuit done before a formal debrief with the client.
Compliance Matrix
Tool to ensure a proposal complies with all RFP requirements. The matrix deconstructs RFP content so related info is placed together.
Benefit /Differentiator
A complement of assets expressed in a proposal or interview – “we are different than our competitors in this way, and because of that you will receive this benefit.”
Cost Plus
Fee structure in which services are provided at cost, plus an agreed-upon multiplier.
Blue Team Review
Initial proposal review, sometimes used to finalize résumés and projects, and evaluate the availability of required content.
Cost Plus Fixed Fee
Fee structure in which the firm agrees to provide services with reimbursement at a standard overhead rate with a standard profit percentage.
Boilerplate
Standard narrative about history, services, expertise, approach, etc., that is written and available for use.
Debriefing Interview
In-person or telephone meeting set up to ask a client why you were not (or were) selected for a project – provides insight for future pursuits. Be sure to ‘use open-ended questions.
Discriminator
Something your firm or team bring to a client/project that your competitors do not.
(aka Differentiator)
Lump Sum
Fixed fee to deliver a specific scope of work. Additional requests or changes by client are evaluated, and can be provided at no cost or as an “additional service.”
Gold Team Review
Final review of a proposal before it is sent to the client – done only if needed (perhaps if there were a lot of updates after the Red Team Review).
Mentor/Protégé Program
A formal arrangement that pairs an SDBE with a larger firm that guides them in achieving specific strategic goals within a timeframe.
Hit Rate
Ratio of wins to the number of projects pursued.
Net Profit Ratio
Ratio of net profit (income minus expenses to net revenues.
Long Lead Items
Materials required for a proposal that must be requested in advance due to the time it takes to get them.
Prime Consultant
Lead consultant for a project –they might assemble a team of specialists or pursue all services internally.
Proposal
Doc prepared in response to an RFP/RFQ that includes general info, relevant projects, technical understanding, approach, resumes.
Red Team Review
Primary proposal review, offering the team a chance to catch errors or omissions before submission.
Proposal Close-Out
Activities conducted to ensure that new content and info is saved for future use after a proposal, such as boilerplate, approach narrative and CRM notes about client or team.
RFI
Request for Information –request for additional info or clarification.
Quality Assurance
QA – Activities conducted during production to ensure a product will meet established standards.
RFP
Request for Proposal –Procurement doc often requiring a work plan, schedule and fee.
Quality Control
QC – Review of finished products, like proposals, to ensure they meet established standards. Best done by someone not involved in production.
RFQ
Request for Qualifications –Procurement doc used to narrow or pre-qualify firms, often followed by an RFP. An SOQ is the typical response.
SBE, DBE, SDBE, MBE, WBE, DVBE (etc.)
Firms recognized by government agencies as disadvantaged due to size and/or owner identity. Public projects may require a percent of utilization.
SOQ
Statement of Qualifications –Doc prepared in response to an Request for Qualifications (RFQ)
SF 255-254
Older version of the Standard Form (SF) 330 used by Federal agencies to procure AE services.
Storyboard
Graphic organization using illustrations, images or pages displayed in sequence for the purpose of pre-visualizing a proposal, presentation or award submission.
SF 330
Standard form (SF) currently used by Federal agencies to procure AE services.
Subconsultant
Consultant contracted by the Prime to provide services specified in the RFP or that offer a value-added option.
Short List
List of firms selected to continue procurement process through a proposal and/or interview. One firm will ultimately be selected to negotiate a contract and perform the work.
Work Plan
Written plan that defines action, typically including tactics, timetable, responsible parties and expected results.
