What is it

The Proposal Writing Template puts you in control of the entire process, and in control of your proposal writing team. The interface assists you in delegating sections of the proposal to co-writers, and helps your team pull together a coordinated effort without hassle.

View the Outline of the Content of the Proposal Template

Fedmarket's Proposal Writing Template is a Word document with nine chapter templates with model text and instructions to creating a highly structured draft proposal.

* The template includes four federal proposal writing samples.

Proposal Writing Template

Outline of the Content of the Proposal Template

Fedmarket's Proposal Template is a detailed proposal outline and includes standard text, model text to be refined to meet customer requirements, standard formats, and writing guidelines and instructions. It includes such sections as: Executive Summary, Compliance Matrix, Technical Approach, Management Plan, Personnel, and Corporate Overview.

The Proposal Template contains generic content developed over years of proposal writing that can apply to all federal proposals. And the content is valuable intellectual property that may be purchases in its entirety.

The outline below is the structure of template and sample content. Red text shows examples of instructions included in the template. Purple describes sample information shown in the outline.

The Proposal Template is provided as a single Word document which contains everything shown in the outline below, and more. A single Word document allows the proposal manager to see and refine the proposal as a whole and also allows easy deletion of content not required by the specific Request for Proposal.


Outline of the Content of the Proposal Template


Table of Contents

Executive Summary

Introduction

Proposal Overview

Program Manager

Personnel

Relevant Capabilities and Experience

Contract Risk Aversion

Compliance Matrix

Compliance Matrix/Proposal Writing Schedule <--Download and view.

Technical Approach

Technical Approach Writing Guidelines and Example

Management Plan

Contract Schedule

Contract Management Policies

Earned Value Management System (EVMS)

Subcontractor Management and Relationships

Corporate Support/Project Management Office

Staffing Plan

Quality Assurance Plan

Quality Assurance Plan (for small proposals)

Risk Management

Transition Plan

Human Resources Plan

Information Security Plan

Physical Security Plan

Safety Plan

Personnel

Corporate Experience

Business Proposal Information

Proposal Submittal Instructions


What is the Proposal Template Content Outline?


The Proposal Template contains generic content developed over years of proposal writing that can apply to all federal proposals. And the content is valuable intellectual property that may be purchases in its entirety.

The outline below is the structure of template and sample content. Red text shows examples of instructions included in the template.

Purple describes sample information shown in the outline


Executive Summary


2 pages of model text, guidelines, and instructions about how to write a responsive Executive Summary

The template provides a general structure for an Executive Summary. Not all sections may apply to a specific proposal; users delete and add sections as necessary. Writing guidelines are shown in red and model text is shown in black font.

Model sections include:

Introduction

Describe your team (company) in a simple introductory sentence.

______, ______, and _____ (The Team) (or Company) propose to combine their individual corporate experience and capabilities to provide ______ services to the ______ (agency). The Team recognizes the challenges involved in this contract, and we are committed to providing ______ (agency) with high-quality service while at the same time providing the continuity of in-place, experienced staff (or reducing the risk of contract problems)(or ....).

Proposal Overview

Describe what you will do and its benefits in one or two paragraphs. Answer the following questions:

  • How will the customer benefit from your solution?
  • How will your solution help your customer achieve their long and short-term goals?
  • How does your solution solve the customer’s specific problems?
  • What improvements will you make for the customer immediately?
  • How is you’re your solution cheaper or more efficient?
  • How does your solution provide the best value?
  • How does your proposal meet or exceed the evaluation criteria in the RFP?

Our proposed approach is (comprehensive, unique, innovative, creative, practical, reliable) and will (integrate, provide, result in, reduce), etc.

Our approach to this project features:

List primary features

Examples:

Lowers development risks

Provides a foundation to migrate legacy systems to new technology

Uses standards-based tools and platforms

Uses open source software

Proposal Overview

Program Manager

Personnel

Relevant Capabilities and Experience

Contract Risk Aversion

Summary


Compliance Matrix


2 pages of model text, guidelines, and instructions about how to prepare a responsive Compilable Matrix including model excel matrices

Figure 1-2 Compliance Matrix

Figure 2-2 Proposal Schedule by Writer 

Technical Approach


Sample text and instructions for the technical approach

The ______ (Company) has carefully considered the best approach to delivering the services required by ______ (Agency). In our response, we have done more than simply restate the basic requirements in the Request for Proposal (RFP). Our approach is designed to provide best value to the (Agency) rather than just meet the requirements in the RFP.

Our best value aspects of our approach are as follows.

List each major best value feature. Include why it is unique or valuable, its benefits, and risk aversion aspects.

In the following sections, we describe our technical approach to each of statement of work requirement presented in the RFP.

INSERT WORK HIERARCHY HERE (e.g., Phase/Task/Subtask), see blank nodes in outline. Use the Scope of Work from the RFP and create nodes and sub-nodes for the work hierarchy.

Task 1

Purpose of subtask e.g. In this task we will .... (enter text below )
(Enter text here)

Objective of task e.g. The objective of this task is to ....

Why is it being done this way? May be apparent (discuss only if it is meaningful to performance)

Who will perform the work? Relate to the contract staffing sections.

What will be done?

How will it be done? Distinguish yourself by discussing specific RFP requirements from the customer’s prospective. How will your approach:

  • Be more efficient
  • Be less costly
  • Reduce time
  • Affect other tasks

Where will it be done? Discuss only if it is meaningful to performance.

How does it mitigate risks? Discuss only if you can be specific.

What will be the results? Be as specific and relate to deliverables and the results of other tasks.

What will be the direct benefits of doing the task this way? Distinguish yourself here; this will add to your evaluation points.

Task 2....


Management Plan


Example of model text

Introduction

Our proposed management approach provides strong contract and program management, a knowledgeable staff with experience in ______ (agency) business and technology, and a comprehensive solution that supports the goals of the ______ (agency). We will establish a partnership with ______ (agency) by being flexible and responsive to ______'s (agency) business requirements and changes.

The Project Team is already working together at _____, (agency) delivering many of the services required in the RFP. In addition, we have program plans, contract management processes, and human resource programs already in place, which will reduce transition risk and ensure smooth contractor-subcontractor working relationships.

We have integrated project management principles into all aspects of our proposal so that _____ (agency) will benefit from a tested and proven method for accomplishing its mission.

A key focus of our management approach is contract risk mitigation. Our approach will minimize contract start-up risk, maximize contract performance, and guarantee contract success. The approach and the accompanying Phase-in Plan will minimize risk to the ______ (agency). Specifically, our company:

Use the points that apply.

Is proposing a Program Manager known and trusted by ______ (agency).

  • Has signed exclusive teaming agreements with all of the major incumbent contractors.
  • Has employed incumbent contractor staff. This will allow us to meet the 50 percent in-house contractual requirement with no disruption in services. Will establish a Project Management Office specifically to support the ______ (agency) contract.
  • Has the corporate structure in place to manage large-scale, Federal contracts.

List other key capabilities

Our company is dedicated to enhancing contract performance and to making the contract a model for superior _____ (kind of services) services across the Federal government. Our team is in an ideal position to improve ______ services, because our approach builds on the core ______ program already in place at ____ (agency).

The following model sections should be tailored per the Management Plan instructions.

14 sections (70 pages) of model text for sections needed in management plans (sections selected based on the RFP)

Contract Schedule

Contract Management Policies

Earned Value Management System (EVMS)

Subcontractor Management and Relationships

Corporate Support/Project Management Office

Staffing Plan

Certification Requirements

Our proposed personnel meet all the certification requirements specified in RFP Section ______. Figure X-X lists each certification and identifies the certified team member and his or her position title.

Figure X-X Certification Requirements

 Certification

 Name and Position

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Letters of Intent

________(name of company) will deliver the key personnel being proposed for this contract who are currently employed by us. We have included signed letters of intent below for the following key persons who are not currently employees of our company.

Quality Assurance Plan (for large proposals)

Quality Assurance Plan (for small proposals)

Risk Management

Contract Risk Aversion

The successful small business contractor must balance the need to perform 50% of the contract services with ______'s (agency) need to retain the experienced people already in place under existing contracts. Our proposed team and staffing plan satisfy both of these objectives. Our proposed contract staffing plan retains the core of ______'s (agency) current contractors.

The Team has more than half of the proposed staff currently working at the _______ (agency). These employees will be in place at contract award, which will eliminate contract start-up risks and will ensure that we continue to provide IT services to _______ (agency).
Our approach ensures that IT services will be consolidated effectively under the newly formed Office of ______ (agency). Specifically, our team:

  • Is proposing a Program Manager known and trusted by ______ (agency).
  • Has signed exclusive teaming agreements with all of the major incumbent contractors.
  • Has the corporate structure in place to manage large-scale Federal contracts.

  • Will establish a Project Management Office specifically to support the ______ (agency) contract.
  • Has integrated project management principles into all aspects of the proposal to provide ______ (agency) with a tested and proven method to accomplish its IT mission.

Transition Plan

Human Resources Plan

A portion of the model text follows.

Contract Staffing

The Program Manager and management team with the support of our Human Resources Department (HRD) will constantly monitor the contract staffing process. The HRD will be responsible for ensuring that staffing remains at full capacity to meet _____'s (agency) requirements and service levels. Vacancies will be filled through our corporate new hire requisition and competitive selection process.

The formal corporate process addresses candidate selection, applicant record keeping and analysis, affirmative action program monitoring and analysis, and posting requirements. Compliance with these procedures will be subject to audit by corporate human resources staff. Formal and informal self-assessments and quality control checks will be conducted to monitor and ensure good-faith compliance.

Figure X-X provides a summary of the specific methods proposed to address the human resources functions defined in the RFP; more information about these methods is provided in the sections that follow.

Figure X-X Summary of Proposed Human Resource Functions

Staff Training

  • Program Managers are trained and certified by the Project Management Institute.
  • Technical staff supporting specific contract functions will attend training programs to obtain certifications and other technical degrees/certifications, as required.

Staff Retention

  • Quality work environment, characterized by competitive compensation plans, flexible work schedules, merit-based pay, integrated teams, and experienced, trained management.
  • Quality technical environment, characterized by challenging assignments, skill development, and training.
  • Corporate culture of innovative approaches, cutting-edge technology and tools, and employee problem solving.

Recruitment Process

  • Internal transfers, employee referrals; use of internal sources encourages employee career development; referrals result in high-quality hires.
  • Campus recruiting, job fairs, advertising in technical publications, Internet sourcing, and out placing programs locate high-quality candidates industry-wide.
  • Managing staffing strategies through a Human Resource Board to discuss hiring outlook, placement issues, etc.,

Staff Flexibility

  • Company resources applied to promote sharing of information via employee publications, knowledge base, Intranet, and other sources.
  • Cross-pollination and information sharing increases employee skills, flexibility, and job satisfaction, resulting in overall improved service.

Workforce/
Workload Management

  • Integrated management facilitated by PMS and web portal results in effective planning of workload.
  • Centralized database repository of all assigned resources and their skill sets enables managers to assign resources most effectively.
  • Investment in employee help programs, such as LifeWorks, reduces conflicts between work and family and results in improved employee attitude and job performance.

Information Security Plan

Physical Security Plan

Safety Plan


Personnel


8 pages of model text, guidelines, and instructions about how to write a Personnel chapter including suggested resume formats


Corporate Experience


12 pages of model text, guidelines, and instructions about how to write a Corporate Experience chapter including formats for experience summaries


Business Proposal Information


Example instructions

Enter all RFP information concerning the business proposal into this chapter for use by the financial organization in developing contract pricing. Also include any business proposal notes from the proposal writing team, e.g., staffing, other direct costs, etc.


Proposal Submittal Instructions


Sample text

Enter all RFP information concerning proposal submittal into this chapter for use by the Proposal Manger and document production in writing and delivering a finished proposal. Include:

  • Page limitations
  • RFP instructions on binding, graphics, font sizes, etc.
  • Number of copies and marking requirement
  • Due date and time
  • Delivery address
  • Specific delivery instructions
  • Etc


 
Proposal Writing Template$490

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