SBA PResentation final

DEVELOPING A WINNING PROPOSAL

• I - Interpret

• A - Answer

• M - Market

• Determine if you qualify technically and can provide a competitive price

• Develop a strategy

• Utilize a Teaming Partners Past Performance

• Understand the variables in the evaluation process

• Compare the technical requirements to the evaluation (L & M) and format to meet the requirements

• Utilize proposal tools and management techniques

• Interpret, Respond, and Market your company through your technical response


• Utilize photos, graphics, charts, tables, maps, and accolades

• Write cover letters, resumes, technical scopes, management approaches, and organizational charts

• Enhance your Experience and Past Performance and demonstrate relevancy

• Request and attend debriefings and utilize the information

• ACASS, CCASS and Past Performance ratings and how to write around them

• Address Amendments, Questions, and En Notices

• Ask a question regarding a proposal

• “Quality Control” your final document

• Final production, delivery, and confirmation


• Review the requirements to determine if your firm qualifies.

REQUIREMENTS

• Review the technical questions AND the evaluation criteria.

• Determine if your price can be competitive.

SHOULD YOU SUBMIT ON THIS? GO/NO GO Decisions

What sets your company apart from the rest?

Did you work for this client before?

Are you geographically desirable?

CAREFULLY THOUGHT OUT STRATEGY

Are you strong enough to submit or

do you need a teaming partner, if allowed?

Which projects and resumes are stronger?

Did you provide this service, or product before for them??

Win Theme

As your writers unfold the facts during interviews the strategy can evolve and become stronger.

INTERVIEWS AND RESEARCH

your competition and figure out why they are stronger.

Research


Company X has built many multi-million dollar facilities, but they were commercial facilities.

Company XFederal Experience Rating WEAK

Your Company• Proposal strategy should call out strengths that inadvertently point out their

weakness:

Unlike other providers, Your Company understands the processes and proceduresrequired by the federal government – VERY IMPORTANT

• Your Company’s team has federal experience, such as _________ STRONG

• Your Company has built several facilities with like materials

STRONG

Example


This strategy will work for a service or product. It is very important that you demonstrate an understanding of all the processes through past experience.

Strategy


A review of the proposals will often tell you if a Joint Venture or Teaming is acceptable.YOU MUST provide a Joint Venture Agreement or a Teaming Agreement with your

proposal when you utilize another companies Experience and Resumes.

Companies will often use ONLY the resumes without an agreement, but portrait those employees as their own.

Utilizing A Teaming Partners Capabilities


In order to put together a proposal that meets the evaluation criteria, you must review BOTH Sections L and M and find a compromise between the two with your response.

Section L – The requirements with the format that you must follow

Section M – Explains the requirements in further detail with an evaluation criteria

Section L vs Section M

TOOLS & MANAGEMENT

To organize all of your proposals useLibraries and Databases

To organize individual Proposals use

• Outlines • Matrix • Calendars • Tasks• QA checklist

RFP SECTIONS

YOUR PAST EXPERIENCE WITH SIMILAR WORK

Graded on relevancy to the project scope and will qualify you to perform on the award

READ THE RFP carefully. Sometimes you MUST use the same projects for Experience and Past Performance. Each RFP clearly outlines the requirements.

EXPERIENCE & PAST PERFORMANCE

What is the difference between Experience and Past Performance?

Graded on how you performed on a project, so chose projects that have good performance ratings or references.

CCASS are accepted in place of Past Performance Questionnaires on a case by case basis, so ask the question if it is not clear.

Experience

Past Performance

HIRE A FULL TIME PROPOSAL PERSON?

Example of bad representation due to poor writing from a marketing person without technical knowledge

General Scope of Construction

Project: This contract contained exterior work elements outside the building which included utilities, earthwork paving, sidewalks, curbs, gutter, screen walls and exterior elevation enhancements. An entry walk area and pedestrian site lighting were installed along the walkways. Additional electrical and telecommunication services were provided and the Latrine and Administration Area required interior finish upgrades. A special concrete floor finish system SC-1 and SC-2 replaced the original sealed concrete floor system. Architectural Mechanical Equipment Enclosure and decorative fencing was incorporate in lieu of chain-link fencing

• Relevancy to the Project Scope

• Geographically located

• Magnitude and Performance period

• Proposed Team members performed on these projects

• Projects for IDIQ Contracts or Stand Alone Project

• Diversity – Demonstrate that your company can perform a diverse range of services.

• Use projects that utilized the same diverse range of services or projects that will be performed on the contract.


How Do You Choose The Experience?

Example of a good project

Construction of an Air Force Reserve Center• New Construction• MEP• Site Work • Parking• Roofing• LEED Silver• Multistory• Federal Facility

Example of a weak project • Roof Repair, building 145


Evaluate what types of opportunities you will be chasing BEFORE you write your past performance

Utilize the original RFP, specifications, award letters, contracts, modifications, subcontractor lists, project plans, schedules, weekly project reports, CCASS, ACASS, photos.

PAST EXPERIENCE LIBRARIES

Project summaries should include technical details that give general information as well as marketing details such as:• CCASS comments, • reference letter quotes, • schedule and budget• accurate dates • magnitude• official project name• location and basic information

Project photos should demonstrate technical details, not just pretty pictures. An example of this would be a high bay ceiling photo for a hangar proposal, photos of the maintenance area, for a maintenance proposals, or mechanical rooms, parking, and other relevant features.

Prepare a master write up for each project in ONE file, with page breaks for a few various versions.

Evaluate Summaries Project photos

Write your project as a diverse group of trades and clearly outline from NTP to project close-out what these trades were and how they were performed.


For example, a Border Patrol Station could have

• Parking• Security Fencing and Access Control, CCTV• A fitness area• Secure Holding area• HVAC• Plumbing• Electrical• Communications and IT• Landscaping and Exterior Lighting• Prefabricated Metal Building Installation• Vehicle Wash Area and Garage• Dog Kennel areas


This Border Patrol Facility could be used as Experience in these types of proposals:

• Communications • Security Fencing and Access Control• Landscaping• Parking and Exterior lighting• Fitness Center• Administrative Buildings• Prefabricated Metal facility / Slab on Grade• Dog Kennel Construction • TEMF facilities with Vehicle Maintenance

and Wash Areas


IF you don’t write your projects with diverse trades, you will not be able to demonstrate relevancy to many projects you want to bid.

or organized catalog system to document the variousUses for your projects


Database

• Federal resumes are project oriented and should list each project the team member has worked on in the past

• Projects should be dated from start to completion• Provide a few sentences regarding their role on the project

EX: (WRONG WAY) Project Manager(RIGHT WAY) As Project Manager, provided oversight of the Superintendent, prepared a budget, schedule, and weekly reports. Coordinated with the Quality Control Manager to ensure…….. Project was on schedule and on budget. Received and “Outstanding CCASS”.

• For each proposal, move relevant projects to the top, however, make sure that the years of experience are still demonstrated. Do not use only projects from their past two years if five years of experience is required.

• Make sure that the descriptions of what was done on the project match what was supposed to occur per a typical contract.

• Point out which projects were utilized in the proposal with a box, asterisk, or some type of marking.

RESUMES

DO NOTPoint out that the projects were not executed by your own company,Show inaccurate chains of command, or demonstrate that you may not understand federal contracting or the contract requirements of your municipal or private sector client.

DO NOT Put your competitors projects on the resume if you know they are bidding.

RESUMES

• Look for areas where you could provide a quick and convincing response with photos, graphs, charts, maps.

• Back your response with FACTUAL data, not marketing fluff.

OTHER REQUIREMENTS

• Read the question carefully and make sure you understand what is required.

• Gather your data for the answer and review it critically.

• Outline your response, then write a basic response with factually based answers

THE KEY Convince the reviewer that you have the qualifications – not just that you have the right answer.

SELL Your Company!

How to Answer

OTHER REQUIREMENTS

FORKLIFT EXAMPLE

How to Answer

Does your forklift meet the minimum requirements?

Initial Answer: Yes, our forklift meets the minimum requirements.

Better Answer: Not only does our forklift meet the minimum requirements, but exceeds the requirements with a speed of 65mph.

Even Better Answer: Not only does our forklift meet the minimum requirements, but exceeds the requirements with a speed of 65mph. The illustration below provides our most recent test documentation for our forklift. In exceeding these speed requirements, our forklift can provide an estimated 20% increase in productivity, XXXXXXXX, and XXXXXXXX. We have provided a graph as Figure X below that illustrates the increased productivity for a typical workday.

M-2.3.2. Subfactor 1 - Management of Multiple Projects.

This subfactor is met when the offeror provides sufficient evidence or documentation that demonstrates they have experience in the successful management and execution of multiple (4 or more) construction projects during the same period of time within the past 3 years and provides the project titles, a brief description of the project scope, project location (city and state), and project cost (minimum of $100K). Also must provide project owner‘s contact information (name and telephone number).

OTHER REQUIREMENTS

NOTE: This chart could not contain all the required information, so additional narratives should follow.

M-2.3.3. Subfactor 2 - Experience in Managing Multiple Trades.

This subfactor is met when the offeror provides sufficient documentation to demonstrate they have experience in successfully managing multiple trades (electricians, plumbing, etc.) with in house personnel on a minimum of two project within the past 3 years and provides the project title, a brief description of the project scope, project location (city and state), and project cost (minimum of $100K). Documentation will need to be provided that the company has personnel with more than one trade in house. Also must provide project owner‘s contact information (name and telephone number).

OTHER REQUIREMENTS

M-2.4. Factor Three - Past Performance

M-2.4.1. The purpose of the past performance evaluation is to allow the Government to assess the offeror‘s ability to perform the efforts described in this RFP based on the offeror‘s demonstrated present and past performance. The Government will seek relevant past performance information from the efforts from (1) past and present efforts provided by the offeror (using questionnaires forwarded by the offeror to past or current customers) and (2) data independently obtained from other Government and commercial sources such as the Construction Contractor Appraisal Support System (CCASS) and Past Performance Information Retrieval system (PPIRS). The evaluation process will use past performance as ―Acceptable‖ or ―Unacceptable‖ basis. Offerors may be given the opportunity to clarify relevance or adverse past performance to which the offeror has not previously had an opportunity to respond through clarifications.

OTHER REQUIREMENTS

What is the difference between Experience and Past Performance?

Color coded by Prime, Subs, Architects and Other Team Members

Lines of communication and Authority

Review Quality Control Personnel for lines of authority and specifications

Org chart should have the position and name of the employee

Client should always be on top

ORGANIZATIONAL STRUCTURE

L.2.2.1 Organization Structure and Proposed Overall Staffing:

Provide a chart showing proposed staffing for this program. This chart must include overall number and classification of all personnel. The Contractor shall supplement the chart with the following data:


L.2.2.1.1 Name of contractor’s project management for the program.

The degree of authority the manager will have for total direction of the program shall be specified. This position requires a minimum of three (3) years work experience involving one year of supervisory experience.

L.2.2.1.2 Positions in organization chart occupied by the current employees. L.2.2.1.3 Positions requiring recruitment action and probable recruitment source. L.2.2.1.4 When specific individuals have been identified, resumes shall be attached

outlining their work experience, qualifications, and formal education. In other instances, target qualifications for recruitment shall be attached for all other positions in organization chart.

L.2.2.1.4.1 For each position proposed for this program, provide a position description

which includes major duties, qualifications, and work site.


REVIEW THE SPECS for details on each role and chain of command.

Project Manager always answers to the Program ManagerSuperintendent always answers to the Project Manager.However, the Safety and Quality Control roles will vary. If the chain of command seems wrong, ask a question.

You only need to address the key team members. Review the Specifications and not only the RFP for the full staff requirements.

RFPs are stock and will say “at a minimum, supply the…..”

MANAGEMENT APPROACH

• Key Team Members and their Role

• State the chain of command• Role on the proposed project• Past experience from resume

HOW WILL YOU APPROACH THE PROJECT?Technical Details from the SOW and specifications provided with the RFP

Charts, Graphs, maps and Tables

Value Engineering ideas have to be presented as “IF DESIRED”.Stick to only what was required and priced and match this to the estimators pricing.

Betterments should not be added unless asked for, or unless you were allowed to provide pricing for these.

You will be held to your technical proposal whether you priced these items or not. Review documents provided by outside team members carefully.

TECHNICAL APPROACH

EMR Ratings. Requirements vary from proposal to proposal.

Review your scope of work in the Specifications for details on Safety.

For Example, an Airfield project will have additional safety requirements that need to be in your safety section.

Various plans must be mentioned that pertain to the project you are proposing on such as Confined Spaces, Fall Protection.

Other items such as PPE, weekly meetings and reports, can be stock pieces of your safety technical response. The specs have these requirements.

SAFETY

Quality Control Plans are typically only important to certain government entities, but always good to mention company wide.

The VA often does not often require a Quality Control Manager on each project, however it is very often required on the USACE projects. READ EACH REQUIRMENT AND ASK QUESTIONS.

Quality Control as a company practice is always a good discussion in your Company Overview.

QUALITY CONTROL

Meet with your estimator prior to finalizing the technical and ask the following questions:

Are their any unique requirements that I could discuss to show a better understanding of the scope.Example – To bring a building renovation up to LEED Silver, the entire roof would have to be reconstructed.

What staff members did you price and were they onsite full time?Your org chart and management approach should match this.

Did you price a jobsite trailer (technical approach), equipment, etc.

Any long lead items such as HVAC, structural steel, bleachers, etc.

MATCHING TECHNICAL TO PRICING

Sell your company’s capability with random text boxes and call out boxes.CCASS REMARKS that are relevant to the section. For example, in the Quality Section, put a photo of a project that got high marks for Quality and below the photo put that CCASS mark and comment.

Experience relevancies should be called out so that they can easily qualify your project. Make it very obvious to the reviewer that you have met each requirement.

Your cover letter should mention projects that did not qualify for the Experience or Past performance or have additional information that would sell your company but was not required.

ADDING SALESMANSHIP

“Outstanding” CCASS Rating

“ XYZ Construction responded to each task order quickly and managed the project like an experienced team.”

Rambling marketing speak and stick to factually based statements.

Poor Example: XYZ Company values each client and strives to provide quality in every project we undertake. Our team members are highly qualified and experienced and have a total of 105 years of experience in the industry. XYZ Company can provide excellent service that will exceed all expectations.

ADDING SALESMANSHIP

Eliminate

Format the proposal according to every requirement - numbering and lettering as required.

First answer the question very clearly and factually.

Market yourself after it is clear that you have answered the requirements.

MEET ING all the requirements is of utmost importance. Exceeding them within the confines of the format is what wins awards.

BULLET PROOF AGAINST PROTESTS

DO not put additional information that does not meet the requirements, but do provide documentation that backs your statements.

HIRE A FULL TIME PROPOSAL PERSON?

?Salary Ranges

Coordinator – $36K and up

Writer – $70K and up

Director - $85,000 and up

Vice President - $100,000 and up

TenacitySalesmanshipTechnical KnowledgeGraphic Design SkillsCommunication and Interviewing SkillsOpen-mindednessWriting and Editing Ability to Work Long Hours and WeekendsAbility to Work in a Team EnvironmentAbility to Switch Gears Quickly

Should you hire a full time proposal person?

What skill-sets do your proposal team members need to have.

SBA PResentation final

Documents

Transcript of SBA PResentation final