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Jennifer Schaus & Assocates host a series of webinars on various government contracting topics. For full downloads with audio, including Q/A with the audience, please visit our complimentary download library at http://www.jenniferschaus.com/#!webinars/c8k2 Please contact us for any assistance regarding government contracting - GSA Schedules, federal sales, 8a Certification, proposal writers and more! [email protected] or + 1 - 2 0 2 - 3 6 5 - 0 5 9 8 Visit us at http://www.JenniferSchaus.com THANK YOU
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Govt Contracting Webinar Series
Learn Before You Leap!• Govt Grants & SBIR ProcessRECORDING: http://youtu.be/1n8mUFsRcBc• Simplified AcquisitionsRECORDING: http://youtu.be/dwSjw_P8WNg• Mentor-Protégé ProgramRECORDING: https://vimeo.com/103389860• HUBZone CertificationRECORDING: http://youtu.be/Eokpi70EOz8 • Access to CapitalRECORDING: http://youtu.be/wMg_-wiBouQ • Aug 21 Winning ProposalsGuest: Michael Hordell & Rob Leahy, Pepper Hamilton LLP
ALL WEBINARS WILL BE RECORDED AND ARE AVAILABLE FOR DOWNLOAD ON OUR WEBSITE UNDER THE WEBINAR TAB
PLEASE VISIT WWW.JENNIFERSCHAUS.COM AND SELECT “WEBINARS”
Jennifer Schaus & Associates
GOVERNMENT CONTRACTORS WEBINAR SERIES
Winning Proposals –
What a Company Needs to Focus On
August 21, 2014
Jennifer Schaus & Associates
• Washington DC Based• 20+ Yrs Government Contracting
• GSA Schedule Consulting• Govt Contractor Events
• Govt Contractor Support Services
1717 Penn Ave, NW; #1025Washington DC 20006+ 1 – 2 0 2 – 3 6 5 – 0 5 9 8http://www.JenniferSchaus.com
Jennifer Schaus & Associates
SPONSOR ANNOUNCEMENT…
Unanet provides software to over 1,000 Government Contractors that facilitates: • DCAA Compliant Time Tracking & Approvals• Expense Reporting Automation with Federal Per Diems• Real-Time Reporting on Direct & Indirect Costs• KPIs on Profitability, Utilization, Actual vs. Budget, etc.• Billing & Revenue Recognition• Budgeting, Planning & Resource Forecasting• Contract Management
WEBSITE: www.Unanet.comCONTACT: [email protected]
Jennifer Schaus & AssociatesWinning Proposals
AGENDA:
Speaker Introduction & Background
Speaker Presentation
Audience Q & A
Conclusions & Wrap-UP
Michael A. Hordell•Chair, Government Contracts Practice Group of Pepper Hamilton LLP •Holds Top Secret/Sensitive Compartmented Information clearance/access•Advises small and large businesses on a range of government contracts issues, including:
- proposal preparation, business counseling and rights in technical data
- teaming agreements, joint ventures and strategic alliances
•Bid protests and disputes•Investigations and compliance matters•Co-author “Winning Proposals and Pricing/Cost Strategies: A Guide for the Federal Contractor” (2014)
Jennifer Schaus & AssociatesWinning Proposals
Jennifer Schaus & AssociatesWinning Proposals
Robert T. Leahy•Associate, Government Contracts Practice Group of Pepper Hamilton LLP •A member of the firm’s Sustainability, CleanTech and Climate Change Team •Represents clients before the Government Accountability Office and the U.S. Court of Federal Claims•Represents clients in government investigations and regulatory compliance matters•Experienced in Major Defense Acquisition Programs (MDAPS) and Major Automated Information Systems (MAIS) acquired pursuant to DoD Instruction 5000.02
Jennifer Schaus & AssociatesWinning Proposals
Winning Proposals – What a Company Needs to Focus On
Jennifer Schaus & AssociatesWinning Proposals
The Government as a Customer
• World’s largest customer
• Not like a commercial customer
Jennifer Schaus & AssociatesWinning Proposals
Set Up the Framework
• Administrative steps
− Commercial and Government Entity (CAGE) Code
− SAM.gov
− Accounting system
− Small business certification
− Electronic Data Interchange (EDI) system
• Implement a system to identify potential business opportunities
Jennifer Schaus & AssociatesWinning Proposals
Initial Steps – Coordinated Attack
• Determine the product you wish to sell
• Determine the customer(s)
• Get on the “bidders list”
• Start homework – budget, funding, estimates, prior and current needs
• Track opportunities
− respond to expressions of interest
− attend industry days and proposal conferences
• Identify and push any advantage, especially if a small business
• Set up infrastructures and procedures
Jennifer Schaus & AssociatesWinning Proposals
Before the RFP Is Even Issued…
• Conduct advanced intelligence gathering
− current and prior contracts
− previous solicitations and proposals
• Prepare preliminary proposal information as appropriate
− draft boilerplate
− gather resumes and other documents
− gather photographs of facilities, products or sites
− draft initial “shell” proposal and theme ideas
Jennifer Schaus & AssociatesWinning Proposals
Initial Review of RFP
• Primary goal – make bid/no bid decision quickly
− check all pages, amendments, attachments
− review specifications
− create a “procurement library”
− organize questions
Jennifer Schaus & AssociatesWinning Proposals
Setting Milestones
• Create a realistic timeline
• Leave some leeway to deal with changes, problems (not just with proposal but those that arise in day-to-day business operations)
Jennifer Schaus & AssociatesWinning Proposals
The Bid/No-Bid Decision
• Research
• Historical data
• Potential competition
• Business goals and strategy
• Realistic assessment
Jennifer Schaus & AssociatesWinning Proposals
The Initial Proposal Development Process
• Build the proposal preparation team
• Select the right person for the job
• Enough people, enough time
Jennifer Schaus & AssociatesWinning Proposals
The “Kick-Off”
• Procedures are agreed-to and in place
− set the ground rules
− assign specific responsibility and deadlines
− share information
• distribute schedule
• solicitation and other documents
Jennifer Schaus & AssociatesWinning Proposals
Developing the Compliance Checklist
• Compliant, complete, and compelling
• Checklist based on requirements review
Jennifer Schaus & AssociatesWinning Proposals
The Proposal/Contract Work Breakdown Structure
• Performance requirements broken into discrete components
• Use sections L and M, the SOW, and technical and performance specifications
• Follow the solicitation!
Jennifer Schaus & AssociatesWinning Proposals
The Continuing Proposal Preparation Process
• Risk analysis refinement
− cost or pricing strategies
− information security / cyber risks
• Subcontracting decisions
• Teaming/joint ventures
• Make or buy
Jennifer Schaus & AssociatesWinning Proposals
Writing the Proposal
• Write for non-experts, experts, and non-experts who think they are experts
• Volumes must “stand alone” but be consistent
Jennifer Schaus & AssociatesWinning Proposals
Proposal Content
• Consistency
• Easy to read and evaluate
− explain how the offer meets the agency‘s needs
• Free from ambiguity
• Use themes
• Executive Summaries
− draft as if these are the only part of the proposal that will be read
Jennifer Schaus & AssociatesWinning Proposals
Technical Volume
• Frequently most critical part
• Be realistic
• Detail the specific solution
• Crosswalk to pricing
Jennifer Schaus & AssociatesWinning Proposals
Management Volume
• Showcase experienced personnel
• Explain how your management will make things run smoothly for the agency
• Do not assume the evaluators know your company
Jennifer Schaus & AssociatesWinning Proposals
Cost or Pricing Volume
• Demonstrate the realism and reasonableness
• Supporting rationale
• Double (even triple) check for accuracy
• Crosswalk with technical proposal for evaluator ease
Jennifer Schaus & AssociatesWinning Proposals
The Magic Circle
• Direct Costs
• Indirect Costs
− Overhead Cost Pools
• Unallowable Costs
• Intermediate Cost Pools
• General and Administrative Cost Pool
• Home Office Allocated Costs
Jennifer Schaus & AssociatesWinning Proposals
Past Performance
• Support company capabilities
• Address “negative” past performance
• Simplify reference checks
• Make no assumptions
Jennifer Schaus & AssociatesWinning Proposals
Other Proposal Pieces
• Follow format requirements, page limits
• Title Page
• Informational and clear
• Proprietary legend – title and each page
• Marketing Materials
─ a part of your proposal
─ current, up-to-date and no contradictions
Jennifer Schaus & AssociatesWinning Proposals
Red Team and Legal Review
• Red Team
− review volumes individually and as a whole
− replicate the actual evaluation process
− thoroughness and candor a must
• Legal
− risks and liabilities
− understand intellectual property rights
Jennifer Schaus & AssociatesWinning Proposals
Proposal Delivery
• Confirm delivery information
• Leave sufficient time
• Follow-up
Jennifer Schaus & AssociatesWinning Proposals
The Next Steps
• Competitive Range Determination
• Discussions and Clarifications
• Oral Presentations
• Final Proposal Revision
Jennifer Schaus & AssociatesWinning Proposals
Award and Debriefing
• Periodically check award status
• Request a debriefing whether you win or lose
• Lessons Learned Analysis
Jennifer Schaus & AssociatesWinning Proposals
Questions ? ? ?
Jennifer Schaus & AssociatesWinning Proposals
Jennifer Schaus & AssociatesWinning Proposals
Conclusions . . .
Thank You !!
Jennifer Schaus & AssociatesWinning Proposals
Contact Info
Michael A. Hordell
202.220.1232
Robert T. Leahy
202.220.1274
Jennifer Schaus & [email protected]://www.JenniferSchaus.com
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