Government Contract Proposals, Part 3: Preparing Your Proposal

Government Contract Proposals, Part 3: Preparing Your Proposal

If you are new to government contracting, lengthy, complex Requests for Proposals (RFPs) with tight deadlines, can be overwhelming. A competitive proposal must demonstrate a thorough understanding the RFP and present a clear, compelling narrative as to how your company can provide the best possible solution to the customer’s (agency’s) needs, rising above mere compliance to provide better value than any competing proposals.

This article outlines a process by which to prepare your proposal. By this point, you should already have done your homework with regard to assessing your company’s capabilities, your customers’ needs and your competition and evaluated the specific RFP to determine if the opportunity is a good fit for your company. See our previous articles, Government Contract Proposals, Part 1: Be Prepared – Pre-Proposal Tasks and Part 2: Reviewing the Solicitation and Reaching a Go/No Go Decision

Part 3: Preparing the Proposal

When a “Go” decision is made and actual proposal preparation begins, the following recommendations can guide your process:

  • Starting with the proposal delivery date and working backward, develop a schedule that will support the timely completion of all components, including packaging the proposal, preparing the proposal volumes, proposal reviews, writing, pricing, subcontractor quotes, etc.
  • Follow the format dictated by the RFP, making sure to comply with all page, font, binding pagination and printing requirements. Issues raised in the SOW should be addressed ¬within the framework of the evaluation criteria, with an insistence on complete compliance.
  • Proposal sections should be easy to separate into sections for distribution to evaluators (e.g. finance, technical, management) and each should be able to stand on its own, so if information from one section is needed to understand another, it should be included in both.
  • The quality of the proposal is directly related to the ability to provide a strategic response that conveys not only that your client will comply, but how the company will comply and how its approach sets it apart from the competition.
  • The writing style should be clear and concise, and every phrase should be directly related to how the company will meet the agency’s needs. Avoid claims or language that is unsubstantiated, lacks relevance to the specific project, or does not fully address the requirements.
  • Beware of negative proposal factors, which can eliminate the proposal from consideration, such as:o Unproven understanding of agency’s requirements
    o Incomplete response: critical sections left out
    o Non-compliant
    o Insufficient resources (time, personnel, etc.) to accomplish tasks
    o Insufficient information about the company
    o Poor proposal organization: difficult to correlate proposal content to RFP/SOW
    o Failure to show relevance of past experience to proposed project
    o Unsubstantiated or unconvincing rationale for proposed approaches or solutions
    o Repeating requirements without discussing method of performance

Reviewing the Proposal
Once the proposal is drafted, it is critical that it be reviewed before delivery, whether by a formal “Red Team” or by your PTAC counselor. Whoever conducts the review should do so from the perspective of the evaluator, ensuring that the proposal follows the format of the RFP and meets the formatting criteria as well as flagging any questions or problems.
Practice Makes Perfect
Proposal preparation definitely improves with practice. Continue to respond to appropriate RFPs and solicitations even if the first several do not result in an award. Request a debriefing regardless of the outcome to get feedback on the strengths and weaknesses of your proposal, which can help you to make future proposals stronger.

Your PTAC Counselor can elaborate on this topic and provide you with additional advice at no cost. Click here to Find your PTAC today!

Read the first two articles in this series: Preproposal Tasks and Reaching a Go/No Go Decision.

More about Procurement Technical Assistance Centers (PTACs)

Ninety-eight PTACs – with over 300 local offices – form a nationwide network of procurement professionals dedicated procurement professionals working to help local businesses compete successfully in the government marketplace. Funded under the Defense Logistics Agency’s Procurement Technical Assistance Program through cooperative agreements with state and local governments and non-profit organizations, PTACs are the bridge between buyer and supplier, bringing to bear their knowledge of both government contracting and the capabilities of contractors to maximize fast, reliable service to our government with better quality and at lower costs.


Pre-Award Tips for Potential Government Contractors

Have you ever wondered what advice a Contracting Officer would give you?

Carter Merkle, of Oklahoma’s Bid Assistance Network, shares the following Pre-award tips provided at a briefing by Tinker Air Force Base. Taking these to heart can help you avoid some of the most common mistakes made by small business vendors – mistakes that result in lost contract awards every day.

Read the solicitation carefully and do so prior to the pre-proposal meeting. Each solicitation is unique. Identify any provisions which seem unclear or about which you have any questions. Take all instructions seriously, including details such as page limits, formatting requirements, and submission procedures.

Ask questions during the solicitation phase and ensure that you understand all of the requirements.

Know which evaluation criteria are more important than others. If you are uncertain – ask.

Know the basis of award as it is discussed in the solicitation. Is it “Lowest Price Technically Acceptable” (LPTA) – or is it the “Trade-Off Method”? Will the award be made with – or without – discussions? Depending upon the specifics, you may – or may not – have the opportunity to improve your proposal during the evaluation phase.

Provide past experience relevant to the Statement of Work/Specifications.

Consider Joint Ventures or Teaming as a subcontractor with another firm to gain experience in a specific field, with a specific agency, or in contracting overall.

Know that Contracting Officers take Past Performance very seriously. They will make phone calls to confirm your performance record.

Highlight any deficiencies in your ability to perform the Statement of Work up front and explain how they will be mitigated.

Make sure that you understand the risks if you are awarded the contract – both to the government and to your business.

Do not fill your proposal with “fluff”; the source-selection board does not want to see marketing material/language. Make sure you provide all of the information required by the solicitation; anything missing will result in a deficiency.

For help in understanding and responding effectively to solicitations, contact your local PTAC.

Visit APTAC’s: Government Contracting Intelligence Blog

Need help understanding contract requirements?
Contact your PTAC today!