US Army Corps of Engineers Philadelphia District

USUS Army Corps of Army Corps of EngineersEngineers

Philadelphia District Philadelphia District

USUS Army Corps of Army Corps of EngineersEngineers

Philadelphia District Philadelphia District Proposal Writing Tips Proposal Writing Tips

Presented by Cheryl W. ChandlerPresented by Cheryl W. ChandlerMarch 6, 2013March 6, 2013

Pre-Proposal Tips

Register in the System for Award Management (SAM) www.sam.gov

Refer to Federal Business Opportunities, www.fedbizops.gov

Pre-Proposal TipsVisit the web site for the Division,

District, or Laboratory with which you want to do business in order to learn about the missions and the types of services/supplies each office procures.

Get to Know the SB Deputy

Discuss your capabilities, interest and capacities to perform with the Deputy for Small Business or Contracting Office at the location of interest to you

Ask for a copy of the forecast and ask if other projects are in the pipeline

Ask to give a capability presentation

Pre Proposal Tips Some Corps websites no longer list its

business opportunities but will provide a link to the FBO.gov the site that does

Most Corps websites link to other Corps sites

The SB Deputy will give you information about upcoming work prior to it being advertised

Let your contact know what you have been doing

Attend small business conferences

10 Tips 10 Tips to Improve to Improve

Your ProposalYour Proposal

10 Tips 10 Tips to Improve to Improve

Your ProposalYour Proposal

Working for the CorpsWorking for the Corps

Winning Proposals

It all begins with the RFP or solicitation…

Tip # 1 Read the RFP thoroughly!

Ask questions early to ensure there is sufficient time to respond

Pay attention to the criteria order and weights – it indicates what is important to us

Proposal Prep Tips

Proposal Prep Tips

Tip #2 - Understand the Type of RFP

How will source selection be accomplished?

Lowest Price Technically Acceptable

Best Value Trade Off

Proposal Prep Tips

Tip #3 - Address all aspects of the Criteria

Create a matrix of Section 00100 or the Scope of Work, by paragraph, with each requirement to use as a checklist to ensure your proposal is complete.

Include your checklist with your proposal.

Proposal Prep Tips

Tip #4 - Be succinct

Avoid being too wordy

Use bullets, underlines, bolding

When a limited page count is provided – stick to it!

Proposal Prep Tips

Tip #5 - Your experience should relate to the project in terms of scope, size, $ value, complexity

Should be recent – within the past 5-10 years or as required by RFP

Be clear – is it experience of firm or people? Or, is it experience of subcontractor

or mentor?

Proposal Prep Tips

Tip #6 - Make sure qualifications of staff match RFP

Ensure each team member’s qualifications address EACH ASPECT of the criteria

List relevant experience of team membersEnsure team members are available

Proposal Prep Tips

Tip #7- Organization Chart – Who’s in Charge?

Identify one person to be in charge of entire team

Person should be from YOUR company, not a subcontractor or your mentor

Indicate clear lines of communication

Identify person and company (with location) for each role

Proposal Prep Tips

Tip # 8 - Address Quality Include the quality team on the Organization

Chart – even if not requiredQuality is important to us – indicate it’s

important to youShow/describe how the quality control team interacts with the execution team

Working for the Corps Tip #9 - Address Performance Problems Head-OnGet copies of your Construction Contractor

Appraisal Support System (CCASS) evaluations. Explain any “Marginal” or “Unsatisfactory” items

within the evaluation as well as overall ratings.Check out the past performance of your proposed

subcontractors.

Working for the Corps

Tip #10 - QC your ProposalHave an independent reviewer ensure all

items are addressed (someone not involved in putting the proposal together).

If you copy another proposal, make sure you only refer to the current project.

Uze spel cheque!

Contact Information

My e-mail address:cheryl.w.chandler@usace.army.mil

Phone number: 215-656-6867

Questions?

Factors:Read the RFP-CAREFULLY! Answer questions in RFPExperience and resumesFamiliarity with type of work and local areaPast performanceAvailable resourcesInfo on subsMay be okay and maybe notCost breakoutsIf unsure –ASK QUESTIONS!Technical vs ProceduralPage limitShow that can make timely completion

KOs, PM, Prog Manager and A/E Negotiators

Factors:

Must be registered in Sam and must be currentCCASS/ACASS us be updatedCover letters must match proposalPast performance must be broken downMust show experience relevant to projectIf SBSA, team with SB many don’tMust show SSB that you can self-performCan’t use projects of past employer but can be used on resumeBe concise no filersIf proposal good-won’t be knocked out if smallLess is more straight to the point include only essential materialAvoid jargonNo typosDescribe benefits not features

Proposal IssuesOmissionsFailure to respond to RFP requirementsProposal only cut and paste form other document

Working For The Corps

Visit the web site for the division, district, or laboratory with which you want to do business in order to learn about the missions and the types of services/supplies each office procures.

Afterwards— make an appointment to meet with the small business program manager face-to-face.

Working For The Corps

Discuss your capabilities, interest and capacity to perform with the Small Business Program Manager or with a Contracting Officer in the area where you want to work

Ask for the forecast of upcoming work Also, ask for their Department of Defense

Activity Address Code (DODAAC) Search FedBizOpps.gov regularly using

the DODAAC Respond to Sources Sought Notices

Working For The Corps

Check out announcements of Business Opportunity Conferences, workshops, trade fairs and other federally sponsored or attended liaison meetings in your area

These events create great networking opportunities

Visit a Corp website; they all link to each other

Working For The Corps

Discuss your capabilities, interest and capacity to perform with the Small Business Program Manager or with a Contracting Officer in the area where you want to work

Ask for the forecast of upcoming work Also, ask for their Department of Defense

Activity Address Code (DODAAC) Search FedBizOpps.gov regularly using

the DODAAC Respond to Sources Sought Notices