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›HOW TO WRITE WINNING PROPOSALS›Ready. Set. Grow!
Prepared for Small Business BC and LNG Canada | June 6, 2018
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/ Agenda
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/ What is a proposal? What is an RFP?
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/ What is a proposal?
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An indication that the client will award the contract based on more than price.
EXPERIENCE EQUIPMENT
TEAM & LEADERSHIP
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/ Proposal/RFP terminology
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/ Proposal formats and submission platforms
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/ Them’s the rules …
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/ Getting ready …
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/ Proposal Template
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1. COVER 2. COVER LETTER 3. TABLE OF CONTENTS
(TOC)
4. BOILERPLATE
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/ Proposal Template: Cover
1. COVER
1. Cover wording may be
dictated by the RFP
2. To customize, swap out the
image for each proposal
3. The proposal template’s colours
should complement your logo
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/ Proposal Template: Cover Letter
2. COVER LETTER
1. Use your company’s letterhead
2. Address the letter to the
procurement / RFP contact
3. Address the letter to the
procurement / RFP contact
4. Reference the RFP name and number
5. Open the letter by describing the
project or contract in your own words
6. Describe your offer; this is your executive summary
– tell the evaluator why they should choose you
7. If possible, close with an action
and your contact information
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/ Proposal Template: TOC
3. TABLE OF CONTENTS (TOC)
1. Professional documents over 10 pages
should include a table of contents
2. Consider using an
automated TOC
3. Your TOC (and proposal) should
follow RFP numbering and structure
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/ Proposal Template: Company Boilerplate
4. BOILERPLATE
1. Write a brief corporate overview that includes important facts: year
formed, types of services, office locations, number of personnel,
certifications and awards
2. Gather details for three to five projects for each type of offering—use
information from the contract!
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/ Proposal Template: Personnel and Equipment Boilerplate
4. BOILERPLATE
1. Write brief bullets about your key employees
2. Document your
equipment
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/ Gather your materials
CERTIFICATE OF
INCORPORATION
SAFETY CERTIFICATIONS
REFERENCE LETTERS OR
EMAILS
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/ Getting started …
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/ Read and follow (exactly) the RFP/RFQ/RFI
RFP title, contact
person, upset
price, deadline
Delivery
instructions
Rules and
procurement
information
Technical and price
submission
requirements
RFPs are very prescriptive. The RFP will tell you what to provide and how to organize the information.
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/ Create an outline using the RFP requirements
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/ Create an assignment matrix (and then follow it)
1. Organize tasks by
chapter; itemize everything
requested by the RFP
4. Avoid assigning multiple people to
a section; it reduces accountability
2. Use the numbering
and titles from the RFP
3. Assign preparation
of the price
Section # Section Name Assigned
N/A Cover letter Marjorie
1.1 Approach to the Services Jeff
2.1 Project example #1 Marjorie
2.2 Project example #2 Marjorie
2.3 Project example #3 Marjorie
3.0 Team Overview Jeff
3.1 Resume - Project Manager Greg
3.2 Resume - Foreman Greg
3.3 Resume - Quality Manager Greg
4.0 Rate Table Jeff
5.0 Evidence of Insurance Marjorie
5. Break sections up so you can
manage each piece separately and
assign different people
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/ Create a schedule (and then follow it)
1. Organize tasks by
activity, not by chapter
Schedule edits
and reviews
Avoid printing and
delivering on the same day
Task (samples)
M T WT F S S M T WT F S S M T WT F S S M T WT F
Gather resumes
Edit and format resumes
Choose relevant projects
Write project descriptions
Write construction approach
Finalize price
Prepare schedule
Scan certificate of incorporation
Edit and compile
Management review
Update document
Final management review
Deliver
Week 1 Week 2 Week 3 Week 4
Schedule and
plan the delivery
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/ Getting better …
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/ Request debriefings
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/ Continually improve your materials and process …
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/ Thank you!
