Procurement Technical

Assistance Center (PTAC)

Proposal Writing Basics

LaNell Grissom

910-672-1727

lgrissom@sbtdc.org

Agenda

Please turn all cell phones to vibrate

Please feel free to ask questions

• SBTDC and PTAC Services

• Writing Proposals

• Submission and Award

• Final Thoughts

Small Business and Technology

Development Center (SBTDC)

Confidential one-on-one counseling

• General Business Services – planning, marketing,

financing, human resources, operations

• Strategy and Organization Development Services

• Export Financing Assistance

• Technology Development and Commercialization

• Boating Industry Services

• Government Procurement Assistance

– Procurement Technical Assistance Center

www.sbtdc.org

Procurement Technical

Assistance Center (PTAC)

Assistance selling to federal, state and local

government entities

• Understanding government rules and regulations

• Completing mandatory registrations and certifications

• Researching award histories

• Identifying contracting opportunities

• Reviewing bids and proposals

• Understanding Federal Supply Schedules

Getting Started

Before Submitting Response

• Determine solicitation type, procurement method, and

contract type

• Read all solicitation documents associated with the

opportunity

• Understand applicable Terms and Conditions

• Determine capacity for timely delivery or successful

performance

Understanding Federal Procurement

Public Notices

• Presolicitation

• Sources Sought

• Special Notices

• Request for Information

• Solicitation

– Request for Quote

– Request for Proposal

– Invitation for Bids

• Modifications

• Award Notice

Procurement Methods & Solicitation Types

Procurement Method

• Simplified Acquisitions

• Formal Acquisitions

• Commercial Items

Solicitation Type

• Request for Quotation (RFQ)

• Invitation for Bid (IFB)

• Request for Proposal (RFP)

• Request for Quotation (RFQ)

• Request for Proposal (RFP)

Simplified Procedures

Request for Quotation

• Exceeds micro-purchase thresholds & up to $150,000

– Competition required on ALL purchases

• Under $10,000 oral solicitation of quote allowed

– Publicizing & Competition required at $10,000 & up to $25,000

• Usually publicized (posted) on agency e bulletin boards

– Publicizing on FBO required for $25,000 and up

• Solicitation type Request for Quote (RFQ)

– RFQ must state eval factors and basis for award

• Notification to unsuccessful quoters only if requested

Formal Procedures

Sealed Bidding

• Procurements over $150,000

• Publicizing in FBO required

• Solicitation type is Invitation for Bid (IFB)

– Solicitation in Uniform Contract Format

– Bids publically opened & read aloud at time set for bid opening

– Non-negotiated procurement – discussions not allowed

• Basis for Award is always

– Lowest price

– Responsive, and Responsible bidder

Formal Procedures

Request for Proposal

• Procurements over $150,000

• Publicizing in FBO required

• Solicitation type is Request for Proposal (RFP)

– Format may be UCF or Commercial Items

– Negotiated – discussions allowed but not always conducted

• If conducted, usually with “short list” (competitive range) offers

• Basis for Award is generally

– Best value, or

– Low price technically acceptable (LPTA)

Contract Types

• FFP – Firm Fixed Price

– Commonly used

• FP – Fixed Price

– Can include EPA (economic price adjustment)

• CPFF – Cost Plus Fixed Fee

– High risk projects

• T&M – Time and Material

– Some services contracts (least desirable – prohibited in some instances)

• IDIQ – Indefinite Delivery/Indefinite Quantity

– Commonly used with Federal Supply Schedules

– Used by agencies for Facility MR&Upgrade type work

Solicitation Forms

• SF 1449 - more simplified format

• RFQ (Simplified Procedures)

• RFP (Formal Procedures – usually commercial items/svcs

• SF 33 – UCF (Uniform Contract Format)

• Sealed Bidding

• Negotiated Procurements

• SF 1447 – SCF (Simplified Contract Format)

• Simplified “construction” procurements

Uniform Contract Format (UCF) Solicitation Parts

• PART I – The Schedule – Section A – Solicitation/Contract Form

– Section B - Supplies/Services and Prices/Costs

– Section C - Description/Specifications/Statement of Work

– Section D - Packaging and Marking

– Section E - Inspection and Acceptance

– Section F - Deliveries or Performance

– Section G - Contract Administration Data

– Section H - Special Contract Requirements

Uniform Contract Format (UCF) Solicitation Parts

• PART II – Clauses

– Section I: Contract Clauses

• PART III – List of Documents, Exhibits, & Other Attachments

– Section J: List of Required Attachments

• PART IV – Representations & Instructions – Section K: Representations, Certifications, & Other Statements

– Section L: Instructions, Conditions, & Notices to Offerors or Quotes

– Section M: Evaluation Factors & Basis for Award

Uniform Contract Format

• Section L: Instructions, Conditions, and Notices to Bidders

– How to

• Prepare,

• Organize,

• Format, and

• Submit your proposal

• Section M: Evaluation Factors/Subfactors & Basis for Award

– Criteria to measure all offers against solicitation requirements

– Basis used to select awardee from among all evaluated offers

Determine Your Potential (Competiveness & Successful Performance)

• Is the opportunity consistent with your business plan?

• Do you have adequate plant capacity, equipment, and

personnel?

• Can you beat the competition?

• Is the risk manageable?

• Can you make money?

Preparing a Response

Response Preparation

• Analyze solicitation and make working copy

– Supporting documents (specs, drawings, SOW)

– Amendments too!

• Research websites

– Rules and regulations, Government language

– Purchase and award histories

• Prepare and Compile proposal documents

– Solicitations instructions

– Evaluation factors & subfactors

– Basis for Award

Analysis

• Read through solicitation again more carefully, marking

all action items

• Note actions required to prepare the proposal and tasks

specific to contract performance

• Identify requirements or tasks that are unclear or for

which you need assistance

• Write all questions to submit to the contract POC

Research Rules and Regulations

• Federal Acquisition Regulation (FAR)

http://farsite.hill.af.mil/ or http://www.acquisition.gov/far

• Code of Federal Regulations (CFR)

http://www.gpoaccess.gov/cfr/

• United States Code (USC)

http://uscode.house.gov/

• Government Acronyms

http://usgovinfo.about.com/od/acronyms

Research Purchase and Award History

• Federal Acquisition Jumpstation http://prod.nais.nasa.gov/pub/fedproc/home.html

– Research contracts and opportunities

• Federal Procurement Data System (FPDS) https://www.fpds.gov/fpdsng_cms/

– Statistical information on federal contracting

– Detailed data for >$25K, Summary data for <$25K

• USASpending.gov www.usaspending.gov

– Pulls information from FPDS

Preparing the Proposal

• Check SAM.gov

– Registration current (CCR)

– Online Representations & Certifications are current (ORCA)

• Create an Action Plan and assign tasks

• Outline your proposal – Administrative Data

– Technical Proposal

– Pricing Proposal

Proposal Writing Tips

• You can never take back a first impression

• Identify company & solicitation # on each page

• Be sure the narrative description of your approach to the work is clear to non-techies

• Use simple, straightforward writing style

• Spell and grammar check, use page numbers

• Observe specified page limitations

• Identify each line of proprietary data

• Provide current and accurate POC information

Proposal Pricing Tips

• Charge Enough

• Know your competition

• Know your costs of doing business

• Include a reasonable profit and G&A

• Have an accountant calculate indirect costs

• Avoid perpetuating a losing operation

• Clearly prove the price is fair & reasonable

• Verify numbers

Format of the Proposal

• Follow all of the instructions and sequence given in the

solicitation

• Focus on customer’s mission and goals, being mindful of evaluation factors

• Check and recheck all cost and pricing data, provide supporting documentation

• Provide all the required information in enough detail to give the customer confidence that you understand thoroughly.

Compiling the Proposal

• Using the tasks list or action items list, collect all the

parts

• Arrange them in the specified sequence

• Make a Table of Contents; use divider tabs

• Make a cover page, brief cover letter or Executive

Summary

• Conduct an "in-house" scrub down

Proposal Writing Basics Submission and Award

Submitting the Proposal

• Use checklists provided by the contracting agency

• Proof read the "fully compiled" proposal packet

• Sign all documents as indicated

• Submit the original and keep a copy

• Submit your proposal on time in the manner prescribed

Proposal Evaluation

• Responsive – Required documents in the required format

• Responsible – Company's qualifications and capacity

• Technically Acceptable - Product or service meets the minimum

technical requirements of the solicitation

• Past Performance – Prior successful contract performance of similar

size, scope, and complexity

Competitive - “Fairness & Reasonableness” of price/cost

Win or Lose

• Ask for a Debrief

• If you win, find your weak areas for improvement

• If you did not win –

– Request debrief from contracting officer within 3 days

– Don’t be discouraged - No one wins every time

– Learn from the experience.

– Prepare for the next opportunity

Final Thoughts

• Proactive and persistent in looking for right opportunity

• When responding, determine if cost is worth item/service

• Ensure all proposal documents are signed as required

• Do not be late with your submission

• Get everything in writing

• Learn from your experiences

North Carolina PTAC Counselors

• Clark Fields – Asheville: 828.251.6025 or cfields@sbtdc.org

• George Griffin – Greensboro: 336.779.7339 or ggriffin@sbtdc.org

• Rebecca Barbour – Raleigh: 919-715-7373 or rbarbour@sbtdc.org

• LaNell Grissom – Fayetteville: 910-672-1727 or lgrissom@sbtdc.org

• Mark Mills – Program Director: 828-345-1115 or mmills@sbtdc.org

QUESTIONS?