Proposal Development Support
Small Businesses on CIO-SP3
Small Business Support on CIO-SP3 Add a team of six seasoned professionals to your proposal development team
Proposal Manager
Editor
Desktop Publisher
Graphic Artist
Contracting Proposal Officer Coordinator
Proposal Proposal Volume Outlines
RFP ‐ Analysis
Proposal Requirements Matrix
RFP Master Documents in MS Office formats
RFP Outline
Proposal Instructions
KickOff Briefing KickOff Briefing
RFP Briefing
Acronym List / Word Frequency Report
RFP Questions
Win Themes / Discriminators KickOff Agenda
Agenda
Proposal Development Plan Schedule Task Assignments
Reps and Certs Documentation
You receive eleven FASTstart documents within 5 to 7 days after RFP release. 11 Proposal support documents RFP Analysis to Proposal Outline, or KickOff Briefing. Get at least 150 hours of professional proposal support for a firm‐fixed price of 20 hours.
Table of Contents
RFP Master Documents EXAMPLE: NIH CIO-SP3 DRAFT RFP RFP – PDF format RFP – PDF format 1 Document 19 Documents Problem The RFP was a single Th i l document You are required to submit your proposal in MS Word and Excel
SF 33 – 1 Page g
H‐15 H 15 Pages Pages
B‐11 Pages
I‐9 Pages
C‐12 Pages
J.1 – 1 Page J.2 – 23 Pages J.3 – 1 Page J.4 – 3 K‐1 Page Pages J 5 16 J.5 – 16 Pages L‐11 Pages J.6 – 3 Pages J 7 10 J.7 – – Pages 3 3 M M‐10 Pages Pages
D‐1 Page E‐3 Pages Solution l i Step 1 We divide the single PDF version of the RFP into its component parts
F‐2 Pages G‐5 Pages
Benefit – The proposal team can access specific sections of the RFP DeskTop Publisher: PlayBook’s DeskTop Publishers have a minimum of seven years experience and have performed on att least l t ten t proposals. l
SSolution l ti St Step 2 We rename the individual PDF documents We develop a Folder and File Organization schema Benefit – Your team members b can easily il find fi d what they want in the RFP Solution Step 3 We extract the text into MS templates formatted for the proposal. These become the RFP Master Documents for the proposal effort Benefit – Your proposal’s end deliverables must be in MS Word or MS Excel—this is the first step in that direction. Solution Step 4 We provide the re-named documents in MS Word and Excel. Benefit – This gives you a head-start on developing your proposal.
The PlayBook Editor performs the quality check
RFP Outline EXAMPLE: NIH CIO‐SP3 DRAFT RFP 137 Pages, PDF file 19 19 separate documents (Sections A through M and 7 Sub‐sections of Section J) t d t (S ti A th hM d7S b ti f S ti J) The RFP Outline saves your team time. The information is easier to read. Reading comprehension goes up significantly.
One of PlayBook’s editors prepares the RFP Outline. All OF our editors have at least 15 years of experience in Federal proposals
We highlight Special Instructions, in this case material specific to Contracting Teaming Agreements (CTAs
We remove between 40 and 60 percent of the text. The information is subordinated in the outline. Subordinate information is indented according to applicable dependencies The PlayBook Contracting Officer performs the quality check
Proposal Requirements Matrix EXAMPLE: NIH CIO-SP3 Draft RFP
Contracting Officer: Prepares the Proposal Requirements Matrix using the RFP Outline. This matrix matches up to the 16-page NIH Compliance Checklist you will see in Section J5. However, our Requirements matrix is much more p p detailed and directed at yyour proposal.
The Proposal Manager performs the quality check
RFP Analysis and Risk Assessment EXAMPLE: Centers for Disease Control – Technical Services
Problem Some small business may not understand the FAR clauses or the implications of other sections of the contract. Benefit – This analysis provides a level of experience and good solid advice. It also points out business risks .
Contracting Officer: PlayBook uses former Federal Government Contracting Officers to review and prepare the RFP Analysis and Risk Assessment Assessment. They are familiar with the special challenges that small business face in executing contracts.
Our CO also submits a list of questions with recommendations
A PlayBook Proposal Manager performs the quality check
RFP Analysis and Risk Assessment EXAMPLE: Centers for Disease Control – Technical Services
Problem Some small business may not understand the FAR clauses or the implications of other sections of the contract. Benefit – This analysis provides a level of experience and good solid advice. It also points out business risks .
Contracting Officer: PlayBook uses former Federal Government Contracting Officers to review and prepare the RFP Analysis and Risk Assessment Assessment. They are familiar with the special challenges that small business face in executing contracts.
Our CO also submits a list of questions with recommendations
Unique Word Frequency
Questions about word frequency Did the Government use any “hot buttons” in the RFP that show what may be very important to them? h ? Benefit – This analysis is cheap and easy using free software to perform f a unique word frequency analysis. However, it doesn’t produce results every time.
A PlayBook Proposal Manager performs the quality check
Questions EXAMPLE: Centers for Disease Control – Technical Services
Everyone on the PlayBook Team: During the FASTstart process, every member of the PlayBook proposal p p development p team submits questions q for consideration. The end product is a letter-ready-to-go.
How and When to Ask Questions PlayBook y 5,, p provides the complete p methodology, gy, task assignments, g , and Work Breakdown Structure for asking questions.
“ In the proposal world, there are three philosophies about asking questions: 1. 2. 3.
Do not ask any questions because it may help your competitors, Ask questions to mislead your competitors, or Ask a few good questions to help you submit a responsive proposal. g games g you y may y want to p play, y in the No matter what strategic final analysis you should be responsive to the government’s needs, and that means asking questions when you need to determine the appropriate response. 1. 2. 3. 4.
Ask no question in a hurry. Ask every question with forethought. Ask your question with forgiveness. A k the Ask h question i with i h an answer.
“
The PlayBook Editor rewrites the questions the Proposal Manager performs the quality check
RFP Briefing EXAMPLE: U.S. Treasury – Bureau of Public Debt
RFP Briefing Presentation A high-level PowerPoint presentation—includes a Meeting Agenda, an annotated RFP storyboard, and a proposal development schedule. The package also includes handouts from the previously produced RFP Outline, the RFP Analysis and Risk Assessment.
The Proposal p Manager g performs the quality check
Assess RFP Organize Proposal Process
Strategic Planning
Weeks, Months, Years
RFP I RFP Issued d 1
Prepare Solution and Solution Pricing
Prepare Solution Specifications
Bid / N Bid Bid / No Bid 2
3
4
5
6
Proposal Development
Site Visit, Interested Industry Day, Vendors Discussions List
FedBizOps Synopsis
RFP Master Documents
Proposal Resource Library Graphic Components Graphic Components
Text Components
Renamed Proposal RFP Files Development RFP Briefing Folders Schema List Management Approach Models
Technical Approach Models
Management Models
Technical Models
Proposal Development Proposal Reps and Certs Data Calls Resource Files InstructionsDocumentation
Proposal Outline Writer’s Kit
Briefing Agenda
Cost Models
Cost Model
RFP Outline
RFP ‐ Risk Analysis
Acronym List and Word Frequency Report
RFP Questions
Win Themes / Discriminators
KickOff Briefing
Proposal Schedule Strategic Summary
Customer Profile
Competitive Assessment
Customer Profile
Competitive Intelligence
Solution Development
Strategic Summary
WIN WIN WIN Win Themes and Discriminators
Win Theme Library
Resource Library Index
Project Estimates Task, Staffing, and Deliverables
Solution Summary Initial Solution
Copyright 2010 © PlayBook Services Corporation, All rights Reserved
Requirements Matrix
Design Proposal
Publish Final Proposal
Test Proposal
Develop Draft Proposal
Deliver Proposal
Deliver y
Proposal KickOff 7 ‐ Days
15‐20 days
3 days
Proposal Production p
Mailing‐ Delivery Binder Labels Covers’ Spines
Volume Title Pages
CD ROM Labels
Proposal Final Draft
Proposal Rough Draft
Red Team Scoresheets
Cost
$
Final Solution
Final Pricing
Tabs
Gold Team Review
Red Team Review
Compliance Matrix
Road Map
WIN WIN WIN Win Themes and Discriminators
Solution Win Themes and Discriminators
Final Proposal
Gold Team Scoresheets
Proposal Archive and Component Proposal Archive and Component Extraction Proposal Resource Library Past Proposal Archive Graphic Components
Text Components
PlayBook Services adds a lot of talent to your proposal development team
PlayBook Services 8442 Willow Glen Court Manassas, Virginia 20110-4641 703-368-4981 info@playbookservices.com http://playbookservices.com