Want to take some stress off of your proposal team?
Create your proposal starting line-up
There is a standard list of information that nearly every proposal requires. Proactive proposal teams collect this information and they build a proposal library of documents containing this information. The collect this information and place it in a proposal library that can be easily accessed at the beginning of the proposal process. These starting line-up documents are reviewed against the evaluation criteria for the solicitation at hand and information gaps are identified. They then modify the documents as appropriate to comply with the specific technical and delivery requirements of each opportunity. Finally, they are reviewed to identify information that needs to be highlighted in order to maximize the evaluation score.
- What types of information should be in my proposal library?
- Past performance information
- Basic resumes
Portions of management and quality control plans
In order for this library to be valuable, each document must contain all the basic information that is required by almost every agency. Let’s look at past performance.
Typically, this is the minimum information required.
- Contract Number
- Contracting Officer Point of Contract
- COR Point of Contact
- Description of work
- Dollar Value
- Similarity to work to be awarded under the current proposal
Experienced proposal teams also include this information in the past performance library.
- Background (the purpose of the contract)
- Risks (cost, technical, performance and their impact on the agency)
- Solution provided (quantifiable benefits client received as a result of your work)
- Problems encountered (we all know that ALL contracts have challenges)
- Corrective Action Plans (how did you handle and dispense with the challenges)
This second set of information, the “receipts”, is important because it allows the proposal team to work with the technical team and/or SMEs to write a persuasive narrative that addresses the risks and benefits that each prospect really needs and wants from the contractor.
It’s not hard to create a library of relevant proposal material. But it does take planning and time. And someone has to be designated to keep the materials up to date. To get the most out of the strategy, part of your kickoff process must include training on how to use these materials as the starting point for highly tailored proposals that are relevant to the unique needs of each prospect. And that score highly and bring home to win!
A well-stocked proposal library is one tool that winning proposal teams use effectively. In my upcoming workshop on June 27, I’ll talk about how to get In the meantime, get your starting line-up ready to win! Join me there!