bid/proposal review and approval ensuring proposal quality by: don shannon cpcm bid/proposal review...

Bid/Proposal Review and Approval

Bid/Proposal Review and ApprovalEnsuring Proposal Quality

By: Don Shannon CPCM


Introduction

Proposal quality can be improved by timely and well structured reviews of the proposal content

Contract professionals should play a significant role in the proposal process

Review team members

Business advisors

Compliance checkers

Risk mitigation


Before We Get Started

No two proposals are ever the same

There is no “one size fits all” approach

The number of reviews and the depth of the review will depend on

Size of the proposal

Time available

Your organization

This is intended to be an overview of the review process with a goal of improving proposal quality.


Management Reviews

Process (Management) reviewsOften called “Gates”

Assess business issues related to pursuit/capture activities

Proposal cost

Risk

“Goodness” of fit with business strategy

Independent of proposal team (Quality) reviews

These are necessary and desirable reviews but not the focus of this presentation


Capture Activities(Concurrent with Proposal Creation)

1 2 3 4

Gates1. Opportunity Assessment2. Strategy and Capture Plan Review3. Readiness Review4. Submit (Go/No-Go) Review

NOTE: Gate Reviews are Strategic Management reviews and DO NOT contribute directly to the proposal’s quality.


“Standard” Proposal Team Reviews

Color Coded Reviews (Nearly Universal)

Pink

Red

Other Colors (less common)Purple (or blue)

Black

Green

Gold

White

Origin of the color code is the subject of speculation and lots of war stories.


The Proposal Time-Line(Shipley and Associates)


The Proposal Time-Line(Garrett)


Proposal Review GoalsGoal #1 – Produce a quality proposal

Is our proposal compliant with the RFP?

Does our proposal offer a solution that addresses the customer’s needs?

Technical

Budgetary

Schedule

Goal # 2 Produce a competitive proposal

Goal # 3 Present our company/team in the best light possible


Minimum Reviews

Contracting review

Pink Team

Red Team

White Glove (aka “Book Check”)


Contracting Review


Contracting (RFP) Review

WhenAs soon as RFP is available (draft or final)

By whomContract Administrator / Manager

Legal (as required)

ObjectiveIdentify potential legal or contractual issues

Prepare and transmit questions to soliciting office for clarification.


What to Look For

Organizational Conflict of Interest (OCI)

Appropriate contract type

Special/unusual terms and conditions

Export (EAR/ITAR) issues

Performance requirementsSchedule

Bonds


What to Look For

Statement of WorkScope clearly defined

Directive voice (shall / will)

Clearly defined deliverablesWhat

When

Where

How many

Quality requirements

Clearly defined acceptance criteria“How do I know when I’m done?”


What to Look For

Section L (Instructions to Offerors)Proposal submittal requirements

Proposal due date, format, number of copies, etc.

Representations and Certifications

Certified Cost and Pricing Data

Bonds (bid, performance and/or payment)

VolumesTechnical

Cost

Past Performance (Contracts is usually responsible)

Management


What to Look ForSection M

Does it align with Section L?

What are the award criteriaLowest Responsible Bidder

Low Cost Technically Acceptable

Two Step Sealed Bid

Best Value

Evaluation FactorsClearly defined / stated

Appropriate for the award criteria

Clarification required?

Protest?Per FAR 33.103 (e) Protests for alleged improprieties must be filed before bid opening or closing date for proposals.


What to Look For

All the above are contributors to contract “Risk Factors” that should be

Identified & cataloged

Analyzed

Strategized

Mitigated

Questions and clarifications“Contracts” should be the focal point for compiling and communicating questions concerning the RFP


Pink Team Review


Pink Team Goals

Is this proposal compliant?

Does it address the customer’s requirements?

Is our approach clearly communicated Are “win themes” communicated

Consistent with capture strategy


When and How Conducted

WhenStoryboard phase (Shipley)

Outline or Rough Draft Phase (Garrett)

HowTeam approach

Pink team members should not be part of the proposal team

Systematic approach Documented procedure

Checklist

Objective review

Results formally communicatedMemo

Deficiency forms


Pink Team ReviewSometimes called a “Wall Walk”

Necessary Inputs (Shipley)Storyboards

Executive Summary

Outline / TOC

Requirements Matrix

Rough Draft(optional)

First cut pricing (if available)

Review makes sure you are “on-target” before drafting the proposal


Pink Team Checklist 1

OrganizationLogical organization

Clear TOC

Internal content consistent with TOC

One voice

AppearanceProfessional

Inviting to read

Easy to follow

Consistent style and format

Error free (e.g., typos)

AccurateIs the solution credible

Are facts/data accurate

Are claims believable

Are claims provable

Are claims supported by facts/data

GraphicsProper quantity

Appropriate

Do they present intended point at a glance

Creative and accurate

Correctly referenced in text

1. Solicitations, Bids, Proposals and Source Selection Gregory A. Garrett and Gail A. Parrott © 2007 CCH


Pink Team ChecklistExecutive Summary

Does it give an sense of the overall proposal

Does it present the customer problem / objective and the solution

Is it an effective presentation of your company

Is it sensitive to the customer needs / requirements

Does it cover / comply with the win theme and strategy

Was it worth reading

TechnicalCustomer problem / objective stated / analyzed

Does the proposed solution solve the problem

Is solution clearly expressed with sufficient detail

Are all customer specifications / requirements addressed

Are there conflicting responses

Do responses support solution

Is delivery response complete and realistic

Does delivery meet customer requirements


Pink Team Checklist

Cost and Pricing 2

Are the bases of estimate (BOE) realistic and complete

Have key suppliers and subcontractors been contacted for quotes / proposals

Do the numbers add up

Are detailed pricing pages consistent with the summary pages

2 Typically pricing is not fully developed at this stage – this checklist is a departure from the Garret book


Red Team Review


Red Team Goals

Does the proposal make sense and answer the customer’s problem

Is the proposal customer focused

Is the proposal complete

Is the proposal clearly statedAddressing the customer’s requirements

Putting forth your win strategies and theme



About two-thirds of the way through the proposal cycleAllows time for recovery

The Review is a formal process by select team

The team should mirror the customer’s review teamContracts

Technical/Operations

Program Management

Logistics

Cost and Pricing

Prefer that team members not be part of the proposal team



Review conducted on well advanced draft of proposal volumesManagement

Technical

Cost

Past Performance

Requirements Matrix very helpful at this stage

May use separate teams for various volumesGadfly reviewer can help cut across teams

Reviewer comments may simply be a mark-up of the draft or may be documented on elaborate forms and log sheets

Score sheets used by some firms

Post review downsize the team to focus on rewrites and consistency.


Red Team Checklist 3

Organization and Emphasis

Are all of the main ideas up front

Has the content of each Section been previewed at the beginning

Summarized content at end

Are paragraphs logical and easy to follow

Does each paragraph have only one main idea

Win Theme and StrategiesDoes the response effectively present the value of your company’s solution

Is it persuasive

Does it sell

Does it follow overall win themes

Are win strategies reflected throughout the document

Does the response Emphasize your Company’s strengths and minimize your company’s weaknesses

Does the response “ghost” the competition’s weaknesses

3. Solicitations, Bids, Proposals and Source Selection Gregory A. Garrett and Gail A. Parrott © 2007 CCH


Red Team ChecklistCompliance and Responsiveness

Does the solution solve the customer’s problem

Has each part of every question been answered

Does the response address each customer (RFP) requirement

Do the answers echo the customer’s language

Is the writing clear, to the point and make sense

Are any statements vague, confusing or misleading

Appearance and Presentation

Is the overall RFP response professional

Does it accurately reflect your company’s image

Do the pages have a clean and professional look

Are all the names and dates correct

Are the cross-references correct

Are the figures and tables numbered correctly


Red Team ChecklistConsistency and Brevity

Do the writing styles match (one voice)

Are terms and abbreviations used consistently

Have extraneous materials been eliminated

Has boilerplate been properly been updated for this submittal

Have you evaluated any added materials or brochures for consistency, need, and appropriateness

VisualsDo the visuals complement and support the text

Are they all needed

Are they simple and uncluttered

Are they appropriate to the overall technical level

Can they stand alone

Are visuals introduced before they appear

Do they reflect the strategy

Do they illustrate the major benefits to the customer


White Glove


White Glove Check

Also called “Book Check”

Last touch before submittal

Administrative review of each volume and copy

Imperfect copies

Missing pages

CompletenessIs everything there?


Final Checklist

All volumes present in correct quantities

Original copy markedOriginal copies of signed documents in this volume?

All necessary attachments or submittals presentReps and certifications (Section K completed if ORCA not used)

Bid bond (if required)

Certificate of independent price determination (if required)

Letter of transmittal


Optional Reviews


Purple Team (Shipley)

Assess opportunity for Pwin

Strengths, Weakness, Opportunities and Threats (SWOT) analysis

Score your company vs. competitors using the solicitation's evaluation criteria

Focus capture strategy on areas likely to improve Pwin

Assess how the opportunity aligns with strategic organizational goals

Result: input to Bid/No-Bid and capture strategy


Blue Team

Capture Strategy Review

May be done more than once during proposal

Based on input received from Purple and Black Hat review teams


Black Hat Team

Competitor’s Likely ApproachTechnical solution

Cost/pricing bogies

Reliant on business intelligence

May require use of consultants or outside experts


Green Team

Technical Solution Review

Is the solution proposed the best of all possible solutions

Does it meet the customer’s stated requirements

Is it robust and achievable

Is it economically feasibleMay not have to be cheapest if it is lower risk and/or higher performance

Can you make a business case for the solution (e.g., ROI)

Is it likely to be developed within the allotted time


Gold Team

Profitability / Business Case“Be careful what you ask for – you may just get it”

Best use of available resourcesCan these resources be applied to other efforts with better return

Does this effort require ramping up staff / facilities

What to do with project resources after this project

How does this fit with long-term strategy

May be combined with Gate 4 Review


White Team

Lessons Learned

Proposal Team and Review TeamsWhat did we do right

What could we do better

How were our costs and schedule compared to the initial estimates

How well did our established procedures support us

What unexpected situations arose and how did we deal with them

Did we have the right size team and representation


Summary

Properly conducted proposal reviews can improve proposal quality

Reduce errors

Improve compliance

Improve competitiveness

Proposal reviews should beTimely

Thorough

Documented

Consistent


SourcesSolicitations, Bids, Proposals and Source Selection– Garrett & Parrott © 2007 CCH

Shipley Associates Proposal Guide for Business 4th Edition © 2011

“The Capture Management Life Cycle: Learning to Dance with Customers” – Garrett Contract Management June 2003

Common Acquisition Touchpoints between Industry and Government – Morgenstern 28th Annual Government Contracts Management Conference November 2009

“The Role of Contracts in the Capture Process” – Centanni Contract Management September 2005

Corporate Best Practices – Various Firms

bid/proposal review and approval ensuring proposal quality by: don shannon cpcm bid/proposal review...

Documents

approval slide

rfp bidproposal review

check bidproposal review

associates bidproposal

review process

review note

readiness review

proposal review goals