Demonstration
The information below provides examples of instructions, guidelines, and model text from the Proposal Method.
Selling Points emanate from knowing the customer and understanding the RFP requirements from a customer viewpoint. They are the heart of a winning proposal.
The Proposal Method provides guidelines and procedures for developing Selling Points and how they are used in writing the proposal.
Example of a partially completed Selling Point Table for a web development project:
| Site flexible and capable of Phased growth to meet requirements over 5 years |
Meeting with agency CIO
RFP Section X.XX |
(1)Site driven by an underlying Oracle database |
Executive Summary
Technical Approach
Corporate Experience (show successful large scale web site projects) |
| Navigation scheme clear and user friendly |
RFP Section X.XX |
(2) Our design principles ensure and optimal navigation scheme |
Technical Approach |
| Agency Web Master has major involvement in design |
Meeting with Division Directors and Web Master |
(3a) Requirements interviews will include Web Master
(3b)Web Master will be a member of Design Review Team |
Technical Approach |
The Proposal Method presents the seven steps required to extract pertinent information from the Request for Proposal and place the information in the proposal outline. The purpose of RFP deconstruction is to separate the wheat from the chaff and ensure that the proposal:
- Responds to each and every RFP work requirement and evaluation criteria (nothing is missed no matter how small)
- Reflects the weighting of the evaluation criteria
- Is compliant with all RFP instructions
The goal of a careful RFP deconstruction is to move everything that is important from the voluminous RFP (frequently 100 - 150 pages) into the proposal outline so it can be written to or acted on. The time consuming process of repeatedly searching the RFP can be eliminated if the RFP is carefully deconstructed by an experienced proposal manager.
Writing a compelling technical approach is the key to a winning proposal. It is the most difficult aspect of proposal writing because the Proposal Manger needs technical writers develop the approach and they usually do not have the skills, time, and desire to write effectively.
This section presents the steps required to build a technical approach outline. They are:
- Develop a Work Breakdown Structure (WBS) from the RFP scope of work. The WBS then becomes the Task/Subtask hierarchy used as the high level outline for the technical approach.
- Use the WBS to populate outlining tables for tasks and subtasks.
- Refine outlining tables during meeting with technical approach writers.
The table-driven outlining approach guides technical writers in collaborative meetings to expand and refine a broad outline prepared by the Proposal Manager.
The technical approach should be outlined in detail as the first step in the proposal writing process. Why, because it is the most critical part of a winning proposal and the most difficult and time consuming to write.
A partially completed task/subtask table for a web development project is presented below.
Task 1: Analyze Agency Business Processes and Develop Site Requirements
| Subtask Elements (an element is shown in each of 13 Rows, see example below for Row 13) |
Writing Guidelines (guidelines for each subtask element, see example below for Row 13) |
Subtask 1
Interview Web Site users |
Subtask 2
Meet with Agency |
Subtask 3
Develop Phase 1 Web Site Plan |
Subtask 4
Meet with Agency |
| Row 1 |
...... |
...... |
...... |
...... |
...... |
| ...... |
...... |
...... |
...... |
...... |
...... |
| ...... |
...... |
...... |
...... |
...... |
...... |
Row 13
What will be the direct benefits of doing the task this way? |
Distinguish yourself with this critical element |
In this subtask all business processes will be analyzed |
Agency involvement will be maximized |
Knowledge of later design objectives now could impact the site design including the design of the navigation scheme, the need for additional databases, and advanced technical capabilities |
During the agency meeting we will demonstrate that the design meets all agency objectives |
The Proposal Method uses model text to assist proposal writers in writing a Management Plan. Models for the following Management Plan sections are provided.
Contract Organization and Management
Contract Management Policies
Subcontractor Management and Relationships
Corporate Support/Project Management Office
Project Management System
Staffing Plan
Quality Assurance Plan
Risk Management
Transition Plan
Human Resources Plan
Information Security Plan
Physical Security Plan
Safety Plan
Example text for Contract management policies is as follows:
Lines of Authority and Communication
The lines of reporting authority and communication for the contract are clear and direct. Mr./Ms. ______ will interface and communicate directly with the ______(agency) Project Officer . Contract requirements (existing, new, or changed) will be communicated by the ______ (agency) Project Officer to Mr./Ms. ______directly. He/She will take the actions required to implement the requirements. Mr./Ms. ______will have full authority to make staff and resource decisions for the contract.
The Proposal Method presents proposal organization and writing guidelines throughout the product. An example follows.
Model text should be used with great caution. A proposal evaluator can spot untailored boiler plate in a heartbeat. Every paragraph should be carefully tailored to RFP requirements.
Other critical considerations in writing a management approach are:
- Tailor, tailor, and tailor (it can't be stated too many times)
- Use text only if asked for in the RFP (if they didn't ask for a Quality assurance plan, don't write one)
- Don't include material for the sake of words or to impress
- Every RFP is different. Model sections may not fit perfectly. As an example project management, project organization, and staffing may be asked for in single section or in separate parts of the Management plan.
- In selecting model management, delete when in doubt.
|
