1

B to GHow to make it worth It

MRIA, Sept 26, 2005

Mike WilliamsSVP Environics AnalyticsDirector GGA Management ConsultantsDirector TCI Management Consultantsmhwilliams@sympatico.ca416 524 5902

2

Factors

Getting the work Doing the work Getting Paid

3

Who does market research/consulting in Government?

Almost all departments/ministries at all levels do some market research and/or need consulting help relevant to markets and marketing

Consumer-oriented– Health– Natural Resources/Energy– Tourism– Culture– Lotteries– Political polling

Business-oriented– Industry-focussed activities

Mining, R&D, sectors– Economic development

Industry development, exporting Lobbying-oriented

– Trade and industry associations– Large public and private companies

4

Kinds of ‘Market’ Research Applications

Industry/sector/product development and policies and programs that impact them

Image, awareness and branding Customer Satisfaction surveys and other

user feedback on services

5

Key steps in assignment ‘life cycle’

Client identifies need Client gets approval to do project Client puts out ‘tender’ or request for proposal (RFP) Proposal process Contract awarded Work undertaken Work finished Billing

6

Who is ‘client’?

End User (Usually has budget)– What approval authority does he/she have?– How senior and how hands-on?

Sourcing expert (might have budget control) Contracting authority (paperwork and cheque

cutting)

7

Identifying Need

Supplier can sell idea Client comes up with idea/need

– Why? Needs info? Wants validation? Needs judgement?

Budget availability

Key Success Factors (KSFs) Contact network Credibility – public persona

8

Protocols on Tendering

Bidder’s Lists – Suppliers Registration Service Vendor of Record (VOR), MERX (role of Advanced Contract

Awards Notices - ACAN) and Bid Navigator– www.merx.com– www.bidnavigator.com– http://canadabusiness.gc.ca/gol/cbec/site.nsf/en/

bg00253.html– www.contractscanada.gc.ca– http://www.ppitpb.gov.on.ca/mbs/psb/psb.nsf/english/

doingbus.html– http://www.toronto.ca/tenders/index.htm

9

10

11

Protocols on Tendering, cont’d

Bidders Meetings Asking questions Security clearance

– http://www.ciisd.gc.ca/text/main/toc-e.asp Procurement Business Number Survey approval processes (red tape

legislation)

12

Vendors Of Records (VOR) in Ontario

How does the use of VORs vary depending on value?– For procurements above 750,000, a separate open and competitive process

must be used instead of a VOR arrangement, unless another limit has been approved by the government in connection with a particular VOR arrangement.

Once I become a VOR, do I have to compete again for contract work?

– Depending on the estimated cost of the good or service to be acquired under the VOR arrangement, there may be a requirement for a second stage selection process.

– If the estimated procurement value is below $25,000 the ministry may use the VOR arrangement to select any one VOR vendor or, where applicable based on the good or service to be acquired, ask more than one vendor to bid on the specific project/assignment, in accordance with the terms and conditions of the VOR arrangement.

– For contracts between $25,000 and $249,999, where applicable, at least three vendors would be asked to bid. For contracts between $250,000 and $749,999, where applicable, at least five vendors would be asked to bid

13

Proposal Process

The most expensive part of selling to the government

How important?– In selling– In doing– In upselling– In settling disputes– In verifying completion

14

Proposal Hints (From Ontario)

Organize your proposal so that it matches the sequence of the tender document. Make your offer complete, concise and precise.

Once you have drafted the project goals and objectives, check them against the priorities and requirements spelled out in the tender document. No matter how good the proposal, or how creative the project; if it does not address the specified priorities it will not be selected as the successful bid.

If the proposal is long, write an executive summary and include a table of contents with page numbers.

If your company has a track record of successful projects, or if you have won awards, mention them.

Note the sections that carry the most points and provide responses accordingly. Put your logo or company name on each page so we can identify them if we take the

proposals apart to compare similar sections. Provide the number of copies we ask for in the tender document. Sign the bid document and attach it to make your proposal a legally binding offer. Follow all directions! If there is a page limit, adhere to it. If certain information is requested,

provide it. When in doubt or not clear on anything, contact the designated contact within the allowable period for questions and answers.

15

Pricing

Find out budget Find out weight pricing carries Per diems versus fixed price (usually ask for

both) Expenses Low balling Saying no with price

16

Doing the work

Record all activities Stick to proposal - if deviate get permission and

confirm in writing Judge expertise of project manager on client side –

the less experienced the more you need to be prepared to do extra without getting paid

In most cases the project will be of less importance to the client than to the researcher

17

Drawing the line in the ‘finished’ sand

Toughest part of project Report writing (second most expensive part

of doing business with government) Final ‘edits’ – realize how client reads the

report Upselling – when to start

18

Billing

Be clear in proposal Verify at start of project, when and on what

basis billing will be Be prepared for 60+ days to be paid Confirm who should get bill and approval

process to get bill signed off

19

Is it worth it?

How to make it worth it– Proposal writing– Report writing– Client management - Setting and exceeding

expectations

Other Ideas?

20

THANK YOU

Mike Williams

SVP Environics Analytics

Director GGA Management Consultants

Director TCI Management Consultants

mhwilliams@sympatico.ca

416 524 5902