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XT-207 How To Prepare A Winning ProposalXT-207 How To Prepare A Winning Proposal
Presented by:
Wayne S. Clark, CPA
Federal Strategies Group, LLC
1
Introduction to Federal Strategies Group, LLCIntroduction to Federal Strategies Group, LLC
• Management consultants and forensic accounting specialists to the
government contract industry
• 4 principal areas of service
• Management/Regulatory consulting including business valuations
• Outsourced/Co-sourced Accounting, CFO, Contracts and Internal Audit services
• Forensic accounting and expert testimony
• Training programs
Copyright © 2010 Deltek, Inc. 2
AgendaAgenda
• Introduction
• Pre-solicitation release
• Proposal Kick Off Meeting
• Strategies
• FAR Award Criteria (Cost)
• Cost Proposal
• What to watch out for
• Conclusion and key points
• Question and answer session
Copyright © 2010 Deltek, Inc. 3
Key TakeawaysKey Takeaways
• Be Selective – do not “shot gun.”
• Planning, organizing and doing all the steps in the process are critical.
• Goal of the final product is a strong “why pick me?” argument.
Copyright © 2010 Deltek, Inc. 4
IntroductionIntroduction
• Contractor life line is winning proposals.
• Process is easy.
• Many contractors skip necessary steps
• Agencies are risk adverse to changing contractors
Copyright © 2010 Deltek, Inc. 5
Pre-Solicitation ReleasePre-Solicitation Release
• The agency
– Calculate estimated funding requirements
– Identify potential contractors
• The contractor
– Ask questions & gather intelligence
– Influence the decision maker
• “ I am looking forward to reading your proposal”
Copyright © 2010 Deltek, Inc. 6
Proposal Kick-Off MeetingProposal Kick-Off Meeting
• The big contractor’s approach
• Planning is done in advance
• Intelligence tools
• Freedom of Information Act (FOIA)
• Ask questions
– Prior to release of RFP
– After release of RFP
• USAspending.gov
• Subscription services (INPUT)
Copyright © 2010 Deltek, Inc. 7
StrategiesStrategies
• Lockheed Martin Examples
• Why Pick Me
– Price
– Staff is hired & in place
– Reliability / low performance risk
– Offer to start or finisher sooner
– Freebies: software or resources
• Technical & Cost proposals incorporated by reference
– Include any assumptions
Copyright © 2010 Deltek, Inc. 8
FAR 9.104-1 Responsible Bidder (Cost)FAR 9.104-1 Responsible Bidder (Cost)
• Financial Capabilities
– Line of Credit
– Credit with key vendors
– Strong cash flows from operations
– Profitable for XX consecutive years
• Accounting System
Copyright © 2010 Deltek, Inc. 9
Cost Proposal – Getting StartedCost Proposal – Getting Started
• Cost Proposal starts after price is calculated
• Need Time to:
– Adjust costs to hit “winning price”
– Implement strategies
Copyright © 2010 Deltek, Inc. 10
Cost Proposal – Indirect RatesCost Proposal – Indirect Rates
• Historical Indirect Rates
– Deltek Reports
• Indirect Rates used in Bid
– Provisional Indirect rates approved by DCAA
• Ceiling – can bid lower rates
– Handling rates
– Other
• Large award increases bases / lowers rates
• Cost Reimbursable vs. Fixed Price
Copyright © 2010 Deltek, Inc. 11
Cost Proposal – FeesCost Proposal – Fees
• Fee proposed
– FAR limitations
– Agency limitations
• Hit target costs by increasing
– Fringe benefit estimates
– Bonus accrual
Copyright © 2010 Deltek, Inc. 12
Cost Proposal – Deltek Set Up Based StrategiesCost Proposal – Deltek Set Up Based Strategies
• Set up divisions by cost structure
– Professional Services
– Non-Professional Services
– Overseas Services
– Product
• Use Customer Site / Contractor Site Rates
• Deltek Set Up Mirrors Cost Proposal
Copyright © 2010 Deltek, Inc. 13
What To Watch Out ForWhat To Watch Out For
• Fee limitations
• Cost reimbursable contracts
– No line item cost proposed is trouble
• DCAA is likely to audit sole source
• Service Contract or Davis Bacon Acts
– Hourly pay & benefit compliance
• GSA Schedule based award
– Best or most favored customer (BOA)
– GSA schedule compliance issues
• TINA (Truth in Negotiations Act)
• CAS (Cost Accounting Standards)
Copyright © 2010 Deltek, Inc. 14
QuestionsQuestions
ConclusionConclusion
• The contract is won or lost prior to the release of the solicitation
• Your proposal must make a convincing “why pick me” argument.
• Technical drives Cost Proposal content
• Technical & Cost Proposals incorporated by reference
• Allow time to incorporate strategies into the cost proposal
Copyright © 2010 Deltek, Inc. 16
Next StepsNext Steps
Copyright © 2010 Deltek, Inc. 17
• Engage with Other Users in Local User Groups
• Contact: Wayne Clark, CPA
Sr. Manager
Federal Strategies Group, LLC.
15850 Crabbs Branch Way, Suite 310
Rockville, MD 20855
301-770-5850 Ext. 402
