Defense Trade Show

1. Procurement Technical
Assistance Center (PTAC)
Proposal Writing Basics
LaNell Grissom
910-672-1727
lgrissom@sbtdc.org

2. Agenda
Please turn all cell phones to vibrate
Please feel free to ask questions
• SBTDC and PTAC Services
• Writing Proposals
• Submission and Award
• Final Thoughts

3. Small Business and Technology
Development Center (SBTDC)
Confidential one-on-one counseling
• General Business Services – planning, marketing,
financing, human resources, operations
• Strategy and Organization Development Services
• Export Financing Assistance
• Technology Development and Commercialization
• Boating Industry Services
• Government Procurement Assistance
– Procurement Technical Assistance Center
www.sbtdc.org

4. Procurement Technical
Assistance Center (PTAC)
Assistance selling to federal, state and local
government entities
• Understanding government rules and regulations
• Completing mandatory registrations and certifications
• Researching award histories
• Identifying contracting opportunities
• Reviewing bids and proposals
• Understanding Federal Supply Schedules

5. Getting Started

6. Before Submitting Response
• Determine solicitation type, procurement method, and
contract type
• Read all solicitation documents associated with the
opportunity
• Understand applicable Terms and Conditions
• Determine capacity for timely delivery or successful
performance

7. Understanding Federal Procurement
Public Notices
• Presolicitation
• Sources Sought
• Special Notices
• Request for Information
• Solicitation
– Request for Quote
– Request for Proposal
– Invitation for Bids
• Modifications
• Award Notice

8. Procurement Methods & Solicitation Types
Procurement Method Solicitation Type
• Simplified Acquisitions • Request for Quotation (RFQ)
• Formal Acquisitions • Invitation for Bid (IFB)
• Request for Proposal (RFP)
• Commercial Items • Request for Quotation (RFQ)
• Request for Proposal (RFP)

9. Simplified Procedures
Request for Quotation
• Exceeds micro-purchase thresholds & up to $150,000
– Competition required on ALL purchases
• Under $10,000 oral solicitation of quote allowed
– Publicizing & Competition required at $10,000 & up to $25,000
• Usually publicized (posted) on agency e bulletin boards
– Publicizing on FBO required for $25,000 and up
• Solicitation type Request for Quote (RFQ)
– RFQ must state eval factors and basis for award
• Notification to unsuccessful quoters only if requested

10. Formal Procedures
Sealed Bidding
• Procurements over $150,000
• Publicizing in FBO required
• Solicitation type is Invitation for Bid (IFB)
– Solicitation in Uniform Contract Format
– Bids publically opened & read aloud at time set for bid opening
– Non-negotiated procurement – discussions not allowed
• Basis for Award is always
– Lowest price
– Responsive, and Responsible bidder

11. Formal Procedures
Request for Proposal
• Procurements over $150,000
• Publicizing in FBO required
• Solicitation type is Request for Proposal (RFP)
– Format may be UCF or Commercial Items
– Negotiated – discussions allowed but not always conducted
• If conducted, usually with “short list” (competitive range) offers
• Basis for Award is generally
– Best value, or
– Low price technically acceptable (LPTA)

12. Contract Types
• FFP – Firm Fixed Price
– Commonly used
• FP – Fixed Price
– Can include EPA (economic price adjustment)
• CPFF – Cost Plus Fixed Fee
– High risk projects
• T&M – Time and Material
– Some services contracts (least desirable – prohibited in some instances)
• IDIQ – Indefinite Delivery/Indefinite Quantity
– Commonly used with Federal Supply Schedules
– Used by agencies for Facility MR&Upgrade type work

13. Solicitation Forms
• SF 1449 - more simplified format
• RFQ (Simplified Procedures)
• RFP (Formal Procedures – usually commercial items/svcs
• SF 33 – UCF (Uniform Contract Format)
• Sealed Bidding
• Negotiated Procurements
• SF 1447 – SCF (Simplified Contract Format)
• Simplified “construction” procurements

14. Uniform Contract Format (UCF)
Solicitation Parts
• PART I – The Schedule
– Section A – Solicitation/Contract Form
– Section B - Supplies/Services and Prices/Costs
– Section C - Description/Specifications/Statement of Work
– Section D - Packaging and Marking
– Section E - Inspection and Acceptance
– Section F - Deliveries or Performance
– Section G - Contract Administration Data
– Section H - Special Contract Requirements

15. Uniform Contract Format (UCF)
Solicitation Parts
• PART II – Clauses
– Section I: Contract Clauses
• PART III – List of Documents, Exhibits, & Other Attachments
– Section J: List of Required Attachments
• PART IV – Representations & Instructions
– Section K: Representations, Certifications, & Other Statements
– Section L: Instructions, Conditions, & Notices to Offerors or Quotes
– Section M: Evaluation Factors & Basis for Award

16. Uniform Contract Format
• Section L: Instructions, Conditions, and Notices to Bidders
– How to
• Prepare,
• Organize,
• Format, and
• Submit your proposal
• Section M: Evaluation Factors/Subfactors & Basis for Award
– Criteria to measure all offers against solicitation requirements
– Basis used to select awardee from among all evaluated offers

17. Determine Your Potential
(Competiveness & Successful Performance)
• Is the opportunity consistent with your business plan?
• Do you have adequate plant capacity, equipment, and
personnel?
• Can you beat the competition?
• Is the risk manageable?
• Can you make money?

18. Preparing a Response

19. Response Preparation
• Analyze solicitation and make working copy
– Supporting documents (specs, drawings, SOW)
– Amendments too!
• Research websites
– Rules and regulations, Government language
– Purchase and award histories
• Prepare and Compile proposal documents
– Solicitations instructions
– Evaluation factors & subfactors
– Basis for Award

20. Analysis
• Read through solicitation again more carefully, marking
all action items
• Note actions required to prepare the proposal and tasks
specific to contract performance
• Identify requirements or tasks that are unclear or for
which you need assistance
• Write all questions to submit to the contract POC

21. Research
Rules and Regulations
• Federal Acquisition Regulation (FAR)
http://farsite.hill.af.mil/ or http://www.acquisition.gov/far
• Code of Federal Regulations (CFR)
http://www.gpoaccess.gov/cfr/
• United States Code (USC)
http://uscode.house.gov/
• Government Acronyms
http://usgovinfo.about.com/od/acronyms

22. Research
Purchase and Award History
• Federal Acquisition Jumpstation
http://prod.nais.nasa.gov/pub/fedproc/home.html
– Research contracts and opportunities
• Federal Procurement Data System (FPDS)
https://www.fpds.gov/fpdsng_cms/
– Statistical information on federal contracting
– Detailed data for >$25K, Summary data for <$25K
• USASpending.gov
www.usaspending.gov
– Pulls information from FPDS

23. Preparing the Proposal
• Check SAM.gov
– Registration current (CCR)
– Online Representations & Certifications are current (ORCA)
• Create an Action Plan and assign tasks
• Outline your proposal
– Administrative Data
– Technical Proposal
– Pricing Proposal

24. Proposal Writing Tips
• You can never take back a first impression
• Identify company & solicitation # on each page
• Be sure the narrative description of your approach to the
work is clear to non-techies
• Use simple, straightforward writing style
• Spell and grammar check, use page numbers
• Observe specified page limitations
• Identify each line of proprietary data
• Provide current and accurate POC information

25. Proposal Pricing Tips
• Charge Enough
• Know your competition
• Know your costs of doing business
• Include a reasonable profit and G&A
• Have an accountant calculate indirect costs
• Avoid perpetuating a losing operation
• Clearly prove the price is fair & reasonable
• Verify numbers

26. Format of the Proposal
• Follow all of the instructions and sequence given in the
solicitation
• Focus on customer’s mission and goals, being mindful of
evaluation factors
• Check and recheck all cost and pricing data, provide
supporting documentation
• Provide all the required information in enough detail to
give the customer confidence that you understand
thoroughly.

27. Compiling the Proposal
• Using the tasks list or action items list, collect all the
parts
• Arrange them in the specified sequence
• Make a Table of Contents; use divider tabs
• Make a cover page, brief cover letter or Executive
Summary
• Conduct an "in-house" scrub down

28. Proposal Writing Basics
Submission and Award

29. Submitting the Proposal
• Use checklists provided by the contracting agency
• Proof read the "fully compiled" proposal packet
• Sign all documents as indicated
• Submit the original and keep a copy
• Submit your proposal on time in the manner prescribed

30. Proposal Evaluation
• Responsive – Required documents in the required format
• Responsible – Company's qualifications and capacity
• Technically Acceptable - Product or service meets the minimum
technical requirements of the solicitation
• Past Performance – Prior successful contract performance of similar
size, scope, and complexity
Competitive - “Fairness & Reasonableness” of price/cost

31. Win or Lose
• Ask for a Debrief
• If you win, find your weak areas for improvement
• If you did not win –
– Request debrief from contracting officer within 3 days
– Don’t be discouraged - No one wins every time
– Learn from the experience.
– Prepare for the next opportunity

32. Final Thoughts
• Proactive and persistent in looking for right opportunity
• When responding, determine if cost is worth item/service
• Ensure all proposal documents are signed as required
• Do not be late with your submission
• Get everything in writing
• Learn from your experiences

33. North Carolina PTAC Counselors
• Clark Fields – Asheville: 828.251.6025 or cfields@sbtdc.org
• George Griffin – Greensboro: 336.779.7339 or ggriffin@sbtdc.org
• Rebecca Barbour – Raleigh: 919-715-7373 or rbarbour@sbtdc.org
• LaNell Grissom – Fayetteville: 910-672-1727 or lgrissom@sbtdc.org
• Mark Mills – Program Director: 828-345-1115 or mmills@sbtdc.org

34. QUESTIONS?