Technical Proposals

Written in order to expedite job-related processes:

• Significant operational improvements• New business• Additional jobs• Safer working conditions

Proposals are written:

• As a bid on contract (solicited)• A business proposal to a government

authority; organization/company

Defining a proposal and its purpose

Proposals maybe written to people within an organization, to an outside company, or to the government. In other words proposals are written offers to solve a technical problem or to undertake a project of practical or theoretical nature

purpose

• Aim to solve a problem• Alter a procedure• Find answers to questions• Offer advice/training• Conduct research on a topic of interest to

both parties

Few exmaples

• To construct parking slots, buildings, bridges, highways• To sell property• To survey areas for possible water sources• To modernize the office procedures of a company• To train international managers for work in foreign

countries• To improve engineering performance within a companyBASIC PURPOSE- TO REVIEW AND IMPROVE EXISTING

PRODUCTS AND SERVICES TO MEET DYNAMIC DEMANDS OF COMPLEX MARKET SYSTEMS

TYPES

1. SALES/BUSINESS PROPOSAL• Sent outside the company to potential clients

and customers2. RESEARCH PROPOSALS• Academic in nature and mostly solicited• Proposal to apply for research grant

PROPOSALS- CHARACTERISTICSTechnical proposals are persuasive blend of information. Organization,

and reason• Demonstrate to appropriate decision makers that their needs would

be met with• Creative• Permit informality and personal approach to some extent• Customer’s convenience, financial gain and prestige to be kept in

mind.• Includes summary, background, objective, description of the problem,

methodology and cost estimate• Anticipate possible reasons for rejection and provide solutions to

overcome that•

STRUCTUTRE

THREE MAIN PARTSI. PREFATORY PARTSII. BODY OF PROPOSALIII. SUPPLEMENTARY PARTS

PREFATORY PARTS

• Title page• Letter of transmittal• Draft contract• Table of contents optional• List of tables/figures optional• Executive summary

TITLE PAGE

SHOULD INCLUDE• Title• The name of the person or company to whom

the proposal is submitted• The name of the person submitting the

proposal• date

LETTER OF TRANSMITTAL

THIS IS A COVER LETTER THAT ACCOMPANIES THE PROPOSAL

IT INCLUDES• Brief introductory, middle, and concluding paragraph• Introductory para- clearly mentioning the topic and

purpose• Middle para- contains proposal highlights• Concluding para- motivating the recipient towards

responding positively to the proposal

DRAFT CONTRACT

IT IS A ROUGH DRAFT PREPARED BY THE PROPOSER

• Terms of finance• Duration of project• Delivery schedule

TABLE OF CONTENT AND LIST OF TABLES AND FIGURES

Brief proposals do not require them but very important for longer ones

EXECUTIVE SUMMARY

To be included whether your proposal is brief or long• Concise version of the detailed proposal• Provide a brief background elaborating on the need for

such a project • Summarizing the objectives and how will they be met• Procedures adopted• Outcome • End by re-emphasizing the proposal’s strengthMAKE SURE YOUR SUMMARY CREATES A POSITIVE IMPACT

ON THE READER

BODY OF THE PROPOSAL

1. Introduction2. Technical Section3. Management Section4. Cost Estimate5. Conclusion

1. IntroductionIntroduction shall include following sub-headings• Problem and need- it should be clearly stated what you intent to investigate.

Also state the existing infrastructure of the lack of it and how can it be solved.• Background- should include: a) previous works completed on the same or

similar projects, b)literature review on the subject i.e your evaluation.• Purpose- state your objective. What do you intend to specifically do or offer.• Scope- what is the scope of the project? Clearly specify whether it will study

one or more areas of community, company or a particular problem. Is there anything which is outside the scope- mention that.

• Limitations- mention the restrictions in the project on which the proposer has no control.

• Project team/personnel- individuals involved along with you in this mention, details of their experience and qualification.

• Methods and sources

2. Technical Section

Includes two features• Procedures• Plan of attack

3. Management Section

• Sequence of activities- you can include charts and figures giving a clear picture to the client about the phases of activities and how long each phase will take. Important for systematic approach.

• Equipment, facilities, and products- explain existing equipment at the start of the project, and additional facilities that may get included in future. Elaborate on infrastructure, giving details of equipments, products, and facilities

• Human resource- elaborate the details of technical expertise and different personnel required to accomplish the project. Team organization can be mentioned. Mention names of chief coordinator, co-investigator, etc. mention company’s profile

4. Cost Estimate/Budget

• This section mandatory.• Breakdown of all estimated costs for the

project.• Include materials and supplies, salaries, travel.

Consumable items, etc.• Tabular form can be used followed by a

paragraph justifying the cost incurred under each category i.e. budget justification.

Conclusion

• An opportunity to re-emphasize the importance of your project and persuade the recipient that you have all the resources at your disposal to accomplish your project.

• Add no new idea , perspective , or dimession.

Supplementary parts

• Appendices• ReferencesThis section is optional.