Proposal Writing in Consultancy

8/13/2019 Proposal Writing in Consultancy

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PROPOSAL WRITING IN

CONSULTANCY:PART II:

REPORT STRUCTURE

FACILITATOR:

TOBIAS S MWANYIKA

DIRECTOR

PACE ASSOCIATES LIMITED.


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1.0 WHY WRITE THE PROPOSAL?1.1 It is a reference document which the client will

use to evaluate and choose a consultant (out of

many bidders).1.2 It sets out the work the consultant will undertake

during the assignment.

1.3 It gives the timeframe within which the

consultant will complete the task.1.4 It elaborates your understanding of the TORs.

1.5 The Technical proposal is the basis for costingfor the assignment and evaluating the entire

assignment. and1.6 Writing the Technical & Financial proposals is the

modern day generally accepted standard practice.


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2.0 WRITNG A PROPOSAL: PART II2.1 Clear and logical structure

Use a paragraph numbering systemwhere

you give each main section of the report anumber-starting with 1 and give each sub-section within the main sections a numbersuch as 1.1, 1.2 1.3 and so on.

In this way, each paragraph receives anumber depending on where it stands inthe hierarchy of the main report. E.g.Paragraph 2.3.1 means the first paragraph

in the third sub-section of section two. You may wish to use the structure of my

lecture notes.


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2.0 WRITING PROPOSAL.2.2 Use a professional but friendly writing style as

follows:

Do not use long words or phrases when short

ones will do.

Avoid repeating words on the same page, if you

can. Make corrections and revisions from a printed

draft, rather than the one on the screen.

Be brief, use fewer words to say what you

want to say and support the report with

graphs, tables, charts etc.


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3.0 REPORT STRUCTURE

Should follow or use the structurethat the client has specified, if any.

Governments and the World Banknormally give the structure in whichthe proposal has to be presented.

See 2 LGFC case study on thestructure and Standard Request forProposalsfile.


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Where client has not given any preference,

consultants are free to use their own. The Following Guidelines will assist you when

structuring your report:

3.1 INTRODUCTION

Indicating that the proposal is in response to an

invitation (Ref. to the letter of invitation)and

Summarize the structure of the document or the

report.


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3.0 REPORT STRUCTURE3.2 BACKGROUND

Stating very clearly what led the client to optfor consultancy services.

Set and explain the context of theconsultancy report.

Followed by an extract of the nature of themanagement problem(s) to be addressed.

3.3 OBJECTIVES

Summarize the objectives of the report.

Explain how the client will benefit from theassignment in a summary form.

You may summarize the benefits that willaccrueout of the consultancy assignment.


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3.4 COMMENTS ON TORs:

They help the consultant:

To show your understanding of theassignment

To highlight issues you intend to seekclarification at the inception meeting-assuming this opportunity has notbeen given by the client to guide yourproposal preparation.


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3.5 APPROACH AND METHOD

Describe, in a logical and sequentialflow, what methods you will use in

undertaking the assignment.

Explain the exact method for eachactivity in the TORs.

This will help your prospective client to

better appreciate your approach. Connect or Link the methodology to the

Work Schedule and Level of Efforts.


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3.6 CONSULTANTS KEY PERSONNEL

AND REFERENCE WORKS

Present a Summary of the qualificationsand experience of the team members(Ref. 2 LGFC P.2642);

The fully fledged CVsof each of the keypersonnel (Team Members) are included

in the Annexes.

Summarize Reference Works that closelydescribe your Firm/Team experience onprevious similar assignments

(Ref. 2 LGC P. 214)


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,

3.7 ANTICIPATED DIFFICULTIES

It is Good practice for the consultant

tobe frank and disclose any issues,

problems that you foresee could

arise in the course of implementingthe assignment.

Give suggestions on how these

problems or issues could betackled or resolved.


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3.8 FINANCIAL PROPOSAL

This is usually submitted separately from the

technical proposal.

Submitting the financial proposal separately

enables the client to evaluate the merits of thetechnical proposal without the influence of the

cost implications.

It helps avoid a biased evaluation of the technical

proposal among Members of the Evaluation

Committee .


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4.0 LINK BEWEEN APPROACH AND TORs

It is good practice to indicate, in a matrix

form, how your Approach and

Methodology have addressed the TORs.

This helps show the prospective client not

only your thoroughnessbut alsoit gives an

indication that you will address all the

TORsin the course of the assignment.

4 0 LINK/MATRIX OF APPROACH VS


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4.0 LINK/MATRIX OF APPROACH VSTORs

APPROACH

FLOW

TERMS OF REFERENCE

Objectives Specific

objectives

TOR Items

1.0 Mission 1.1 1.2 3.1.2(a)

2.0 Functions 2.1 2.2 3.1.2

3.0 Problems 3.1 3.2 3.4

4.0 Solutions 4.1 4.2 3.6


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PROCEED TO LGFC TECHNICALPROPOSAL CASE STUDY

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Proposal Writing in Consultancy