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PREPARING SUCCESSFUL PROPOSALS Presented by: David Y. Kam, Chief, Contracting Division Tel. No. 438-9548 6th Annua

2. Deciding Whether to Submit a Proposal. Is this requirement suitable for my company? What is my company lacking to be the best qualified" to do the job? Should I joint venture or subcontract to get the missing element" into the proposal? What risks do

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PREPARING SUCCESSFUL PROPOSALS Presented by: David Y. Kam, Chief, Contracting Division Tel. No. 438-9548 6th Annua

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    1. 1 PREPARING SUCCESSFUL PROPOSALS Presented by: David Y. Kam, Chief, Contracting Division Tel. No. 438-9548 6th Annual Small Business Forum July 24, 2008

    2. 2 Deciding Whether to Submit a Proposal Is this requirement suitable for my company? What is my company lacking to be the best qualified to do the job? Should I joint venture or subcontract to get the missing element into the proposal? What risks do I face if I win this job? Can I honestly say I will not fail? How much is it going to cost (time/money) to prepare a proposal? Balance risks/rewards is it worth it? Do I have a reasonable chance of winning?

    3. 3 Read the RFP Thoroughly How will the winning contractor be selected? - Lowest Priced Technically Acceptable - Best Value Trade Off Ask questions never assume. Attend pre-proposal conference/site visit, if scheduled.

    4. 4 What is the Government Worried About? Cost Schedule Quality Pay attention to the criteria order and weights it shows what is important to the Government.

    5. 5 Address All Submission Requirements Create a matrix of Section 00100s (Instructions, Conditions, and Notices to Offerors; Proposal Submission Requirements and Evaluation Factors, etc.) - list the paragraph with each requirement to be used as a checklist to ensure your proposal is complete. Follow the instructions/format specified in the solicitation (page count, forms, etc.). Do not qualify or include conditions in your proposal.

    6. 6 Be Succinct Proposal should only include what is requested. Address each evaluation factor/subfactor completely. Put forth your best effort with your initial proposal. You will not receive an opportunity to revise your proposal if award is made without discussions. Write proposals that include information that is: - relevant - compelling - solutions based - supported with facts/details

    7. 7 Experience Should Relate to the Project In terms of scope, size, dollar value, complexity. Should be recent within the past 5 years or as required by the solicitation. Be clear is it experience of the firm (or subcontractor) or its people?

    8. 8 Review Your Proposal Have an outside reviewer ensure everything is covered (someone not involved in putting the proposal together). If you copy another proposal, make sure you only refer to the current project. Use spell check!

    9. 9 Evaluation of Proposals Evaluation will be done in accordance with the solicitation and the Source Selection Evaluation Plan. Source Evaluation Board convenes: - Technical proposals are evaluated individually; then consensus rating is determined for each factor. - Price proposals are evaluated separately from technical proposals. Technical and price evaluations are forwarded to the Contracting Officer.

    10. 10 Evaluation of Proposals (cont) Contracting Officer determines if negotiations are necessary: - If negotiations are not required, contract award is made. - If negotiations are required, a competitive range is determined and pre-negotiation objectives are developed. Final proposal revisions are requested upon completion of negotiations.

    11. 11 Be a Learning Organization Request a debriefing (in writing) Go to the debriefing to learn: - How your proposal was rated - What you did well - What areas you can improve

    12. 12 Dont Be Late Proposals received after the exact time specified for receipt of offers are late and will not be considered for award. If you are delivering the proposal, allow yourself enough time to get to the designated Government office for proposal submission. If you are using a carrier service, provide the complete address of the designated Government office, and ensure that they are fully aware of the exact time and date that the proposal must be received by the Government.

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