Bid Decision Gate ReviewsTan V. Wilson, PMP

President of Entellect, LLC

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Session Topics

• Understanding BD lifecycle and stages of capture• Importance of pipeline• Stages of a pipeline• People, processes, and tools• Shipley Color Team Review definitions and timeline• Purpose of each Gate Review • Each Gate Review and the corresponding Color Team Review

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Business Development Lifecycle

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•Opportunity Profile •Stakeholder Buy-in•Capture Project Plan

•Capture Team Kickoff•Bid Development•Bid Review•Stakeholder Approval

•Negotiation & Contract Formation

•Contract Fulfillment•Opportunity Growth

Pre-bid Phase

(Capture)

Post-bid Phase

(Program)

Bid Phase

(Proposal)

Why is a qualified pipeline important?§ Stability

–Minimizes theebbsandflows–Forecastsandvisualizesnewpotentialbusinesstohelpsetandmaintainbusinessgoals

–Balancesshort- andlong-termopportunities§ Long-termFocus

–Minimizes theimmediacy toproducesalesnow–Forcesmorecriticalandstrategicreviewandconsiderationofpotentialnewopportunities

§ BetterAllocationofResources–AligntheappropriateBDprofessionalwiththebestopportunitiesforsuccess–AllowsBDprofessionalstobetterqualifyandnurturenewopportunities

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Stages of a Developing a Pipeline§ Identification

–Areyourleadsalignedwithyourservicesandqualifications?–Haveyouidentifiedshortandlongtermopportunities?–AreyourleadstooheavilyfocusedtowardsGWAC/IDIQ/MATOCorsingle-awardcontracts?

–AreyourleadsalignedwithyourTier1(currentwork)andTier2(futureorsimilarwork)agencies/customers?

§ Qualification–Doyouknowthecustomer,scopeofwork,havetherightpastperformance,etc.?

– Isthereanincumbent,isitwired,ordoesitrequireesotericcertificationsorexperience?

–HaveyouperformedanSWOTanalysis?–Haveyouconductedcritical gatereviews?

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Bid

Bid

No Bid

Stages of a Pipeline (continued)§Pursuit–Haveyoumadebid/no biddecisions?–Doyouhavetheresourcestodevelopacompliantandcompellingproposal?

–Aretheretoomanybids?–Howmaybidsareoutstanding?–Areyouabletobidandmakeareasonableprofitandprovideanadequatereturnoninvestment?

§Award–AllowsBDprofessionals tobetterqualifyandnurturenewopportunities

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Shipley Defined Color Review Teams

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Team Objective

PurpleTeam Approvesopportunityanalysisreport

Blue Team#1 Reviewsinitialcaptureplanandapprovescapturestrategy

Black HatTeam Predictscompetitorsolutions

BlueTeam#2 Approvesupdatedcaptureplan andsolutionsetforuseinkickoffmeetingpacket

PinkTeam Reviewsstoryboardsandmockups toverifyalignmentwithcapturestrategyandexecutionofcustomerissues

RedTeam Reviewsfinaldrafttopredictproposalscoring

GreenTeam Reviewscost/pricesolution andalignmentwithstrategy

GoldTeam Approvesfinalproposalandprice

WhiteTeam Compile“lessonslearned”toimprovefuturecompetitiveness

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Right People, Processes, and Tools

“Surround yourself with the best people you can find, delegate authority, and don’t interfere.” – Ronald Reagan

Executive Leadership, Business Development Managers, Capture Managers, Proposal Managers, Program Managers, Consultants, SMEs

Pre-bid (BD and Capture)Bid Gate Reviews Bid (Proposal) Post-bid (Program/Project)

EZGovOpps, GovWin, Bloomberg Government, FPDS, Capture Plan, Checklists, Score Sheets

Shipley Timeline Capture and Proposal Activities

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Recommended Review Time Goals (New Opportunities)

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OPPORTUNITY SIZE

Stage Upto$5M $5+M −$15M >$15M

IdentificationWithin 15daysofaddingopportunity intopipeline

Within 15daysofaddingopportunityintopipeline

Within 15daysofaddingopportunity intopipeline

Qualifications/Pursuit Atleast45daysbeforeexpectedRFPrelease

Atleast90daysbeforeexpectedRFPrelease

Atleast180daysbeforeexpectedRFPrelease

PreliminaryBid/NoBid Atleast30days beforeexpectedRFPrelease

Atleast60daysbeforeexpectedRFPrelease

Atleast90daysbeforeexpectedRFPrelease

Purpose of Different Review Stages§GateReview1:InterestDecision

–Verifythattheopportunityisalignedtoyourcorporatecapabilitiesandqualifications

–Determinewhethertheopportunityissufficientlydefined–Validateifopportunityisrealandfundingisavailable

§GateReview2:PursuitDecision–Determinewhethertoinitiateformalcaptureprocess–Determinekeycustomerhotbuttons–Determinekeywinthemes–Validateoradjustwinstrategy–Developpricetowinanalysis/strategy

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Purpose of Different Review Stages (continued)§GateReview3:PreliminaryBid/No-bidDecision–Verify theabilitytowin(winthemes,discriminators,keypersonnel, teammembers,etc.)

–Addressanygapsorproposal risks–Completecaptureprocess

§GateReview4:BidDecisionValidation–ConductafterfinalRFPisreleased–Determineifthereareany“dealbreakers”

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Same Process for Any Color Review • Consistent application of a successful review process earns respect

and acceptance• Prior to the review, “train” the proposal team in what to expect from the

reviewers• Likewise, train the reviewers as to their “mood & manner” used with

the proposal team on debriefs• Use simple techniques like a “red-marked” copy for each appropriate

proposal team member• Provide “one-on-one” debriefs • Post corrections required and require proof of compliance - signed off

by PM and author

GateReview1:InterestDecision

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PurpleTeamReviewObjective:ReviewtheOpportunityAnalysisReporttoassesstheopportunity’searlyPwin(winprobability)anditsalignmentwithorganizationalgoals

InputsandTools:• Opportunityreport• Businessintelligence• Agencybudgetsandforecasts

Focus:• Qualityandquantityofinformationavailable• DeterminecurrentPwin• Alignwithcorporate,business,andstrategic

goals

Outcomes:• Recommendationtobid,nobid,orreassess• Developstrategicteamingdevelopment• BeginCaptureProcessforpotentialbid

opportunitiesParticipants:ExecutiveManagers,BDManagers,Program/TechnicalManager

“Winning isn’t everything, but wanting to win is.” – Vince Lombardi

GateReview2:PursuitDecision

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BlueTeam1ReviewObjective:ReviewtheOpportunityAnalysisReporttoassessthecaptureplantovalidatethewinstrategyandsolutionset

InputsandTools:• CapturePlan• Strength,Weakness,Opportunity,and

Threats(SWOT)Focus:• Determinerequiredactivitiestoincrease

PwinandreassessnewPwin• Betterunderstandingofcustomerhot

buttons,issues,andrequirements• CompetitorSWOTAnalysis• Performriskassessmentandmitigation

Outcomes:• Recommendationtoeitherbidornobid• Continuetodevelopcustomerrelationships• WinStrategiesagainstcompetitors

Participants:BDManagers,Program/TechnicalManager

GateReview3:PreliminaryBid/NoBidDecision

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BlackHatReviewObjective:Assessesthewinpositionsofallknowncompetitorsandformthebasisforimprovingourstrategyandcompetitiveadvantage

InputsandTools:• CapturePlan• Competitor’sbusiness,pricing,and

technical/programdataFocus:• CustomerpreferenceofsuccessfulOfferor• Competitors’likelywinstrategies• Ourstrategytodiffusecompetitorsand/or

incumbents

Outcomes:• Recommendationtobid,nobid,orteam• Developstrategicteamingifnecessary• WinStrategies

Participants:ExecutiveManagers,BDManagers,Program/TechnicalManager,BDConsultant,SubjectMatterExpert(SME)

GateReview3:PreliminaryBid/NoBidDecision

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BlueTeam2ReviewObjective:Reviewthecaptureplan,updatedtoreflectfindingsofBlackHatandpostreviewactivitiesandanalysisofcustomerhotbuttonsandcompetitors’strategies

InputsandTools:• CapturePlan• DraftRFP,previousRFP• IndustryDay/Pre-proposalConference

MaterialsFocus:• Clearandthoroughwinstrategiesover

competitors• Winstrategiestoaddresscustomer

requirements,hotbuttons,andissues• ReassessPwin

Outcomes:• WinStrategiesfortheproposal• Solutiontomeetcustomerrequirements

Participants:BDManagers,Program/TechnicalManager,ExternalConsultantsorStaff

“If you change the way you look at things, the things you look at change.” – Wayne Dyer

GateReview4:BidDecisionValidation

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PinkTeamReviewObjective:Reviewstoryboardsand/ormockups(draftingwriting)tovalidatethattheapprovedwinstrategyandsolution

InputsandTools:• Captureandproposalstrategies• CompliancematrixofRFP/DRFP• IndustryDay/ProposalKickOffConference

Materials• Storyboards,Mockups,WritingOutlines

Focus:• AddressallRFP/DRFPrequirements• Communicatewinstrategies• Reviewandvalidatepastperformance

references• Solutiontomeetcustomerrequirements

Outcomes:• VerifiedComplianceMatrix• WinStrategiesintegratedintheproposal• Compliantdraftresponse• Recoveryguidanceforwritingteam

Participants:SeniorManagers,BDandCaptureManagers,KeyPersonnel,KeySubcontractors,SMEs

Key Takeaways§Planandunderstandthepre-RFPtimelines§ColorTeamandmilestonegatereviewsbecomemoredifficultandrequiremoreinformationthecloseryouaretothefinalRFPrelease§Developarepeatableandscalableprocessestailoredtoyourcompanyandbidopportunity§Plan,Prepare,andExpecttoWin!

Session Evaluations

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Questions?

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Tan V. Wilson, PMPPresident of Entellect, LLCPhone: 703.489.1947Email: tanwilson@entellectllc.comWebsite: www.entellectllc.com