›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

Print

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!