Writing a Competitive Contract Proposal

1. Writing a Competitive Contract Proposal Prepared by Catherine S. Bolek Director of Sponsored Programs University of Maryland Eastern Shore Ó

2. Purpose • The PowerPoint Presentation is part of a three day workshop designed to increase proposal writing skills among university faculty interested in competitive contract awards. • The content includes: • Comparison between grant and contract mechanisms • Critical elements for each section in a typical technical proposal • Strategies for avoiding fatal flaws, and • Other types of tips, tools, and resources

3. Getting Started • What is a grant, contract, cooperative agreement? • What is the difference between grants and gifts? • Who can serve as a principal investigator? • Whose the competition? • Do we have the time, talent, resources? • What are your institutional policies? • Who owns the products of your work?

4. Grants • A financial assistance mechanism whereby money and/or direct assistance is provided to carry out approved activities. • Requires no substantial programmatic involvement with the recipient during the performance of the financially assisted activities. • Grant classification: • type of activities (e.g., research, training) • degree of discretion (e.g., mandatory or discretionary) • method of determining amounts f awards (e.g., negotiated or formula)

5. Contracts* • A contract is a legal instrument that is used t reflect a relationship between the Federal Government and the recipient whenever the principal purpose of the transaction is to acquire good or services for the direct benefit or use of the Government. • The Government states the work to be undertaken or the problem to be solved in RFPs or a sealed bid IFB. • Bids are awarded to the bidder who is responsible and offers the lowest overall price. • Exception - unsolicited proposal • Handout - NIH contracts page

6. Types of Contract Mechanisms • Level of Effort - Cost Reimbursement with a Fixed Fee - normally incrementally funded • Variations include: • Cost sharing • Incentive fees • Options • Task Order managed • Firm Fixed Price - result in a sealed bid • Variations include: • Indefinite delivery/indefinite quantity • Options

7. The Contracts Officer • Always contact the contracts officer • Seek assistance • Where possible • list of funded projects • who will be on the review committee • when will you know the results • how will the award process be handled • can you reapply if not successful the first time • are there other program announcements that better fit my project

8. Reading the RFP* • First Step • Date due • Summary of SOW • Technical Proposal Instructions • LOE, prior experience, competition • Evaluation Criteria • Second Step • Read the complete RFP - and then read it again • Use tabs, markers, notes, call the contract officer and ask for advice

9. Develop a Go/No Go Strategy • What does funding source what? • What organizational unit is involved in the proposed effort? • What is the funding source’s schedule? • What are the terms and conditions? • What is the estimated dollar amount? • Could we lose money? • What is our previous experience? • Do we have the necessary faculty, space, resources? • Who are the likely competitors and how do we stack-up? • Who needs to be involved? • Can we spare them for the proposal? • How much will it cost to prepare the proposal?

10. Reading the RFP - Part 2.* • The Schedule • Contractual information • Contract Clauses • Requirements for a negotiated cost-reimbursement contract - educational institution • Documents, exhibits and other attachments • Forms and mechanistic information • Representations and Instructions • Contractual and administrative requirements • Attachments • Scope of Work, proposal instructions and evaluation criteria • Handout

11. Determine the Background of the Procurement • Has there been pre-selling? • Does the competition have on-going relationships? • Is there an incumbent contractor? • Should you be the prime, sub, or sub to a sub? • Do you have access to consultants? • Historical information can be obtained from the CBD. • Interview users of the proposed service. • Does you university lobbyist have any information on this procurement?

12. Attend pre-proposal meetings • Do you have funds to support travel to pre-proposal meetings? • Who should attend? • Can you prepare questions in advance of the meeting? • Take notes, who is there. • Note who represents the funding source. • Ask for copies of the meeting transcript. • Use the transcript when preparing your proposal.

13. Proposal Intent Response Form • Use electronic form to notify funding source of your intent to submit a proposal. • The form is used to plan for proposal evaluation. • Submit a very brief statement of intent. • Again, the letter is used to plan for proposal evaluation.

14. Rules of the Game • Tailor each proposal to meet the specific requirements of the RFP • Make the proposal easy to read • Use a systematic approach • set up the crime • commit the crime • solve the crime

15. The Big No Nos • Failing to follow the directions • Trying to hide service programs as research • Applying for projects beyond your training or experience • Asking for too much or too little money • Failing to obtain the college’s permission • Writing a $1m contract in three days • Force fits • Finding money to pay your salary • Bidding blindly on CBD announcements

16. Library and Research Resources • Funding source - e.g., CANCERLIT Bibliographic Database • National Library of Medicine • Library of Congress • Links to Medical and Health Sciences Libraries • Medical Libraries and Information Resources • On-line grammar help • Guide to best practices for performance-based service contracting

17. Getting Outside Consultation • Professional Organizations • NSPA • NCURA • SRA • Other Institutions • Florida A & M • Howard University • Cornell University • Texas Agricultural Extension Service • Professional Training • Conferences • Workshops

18. Building Your Corporate Capability Statement • Mission • Background and qualifications of principals • Organizational capabilities and markets • Areas of expertise • training • telecommunications • meeting planning • community-based data collection • Facilities • Resources

19. Mission and History • The University's mission • The research mission • Project’s mission • History of the University • History of external funding • Qualification of principals • Administrative • Technical • Support

20. Organizational Capabilities • Traditional role as an educational institution. • Research tradition • Discussion of related projects • what did you do, how well you did it, and what were the results. • Service and support experience • Discuss what you did and for what client • Discuss receipt of awards, commendations, etc. • Who are you customers (other universities, state, federal agencies)

21. Areas of Expertise, Facilities and Resources • Prepare a comprehensive list of academic, technical and support services. • Expand on those areas that most closely related to the proposed effort. • Provide a list of facilities and a comprehensive discussion of these facilities to be used in the proposed effort • Do the same thing for resources • Unless there is a page limitation, don’t be stingy. • Toot you horn!

22. Tailoring your Statement • Your capability statement should be carefully tailored to address the specific requirements of an RFP. • It is recommended that you prepare a comprehensive statement and insert expended sections on pertinent information. • Use the language in the RFP • Use the language from the mission statement of funding source

23. Regulations and Guides • NIH Contracting Process • Office of Procurement Management • Office of Contracts Management • Division of Research Grants • Federal Acquisition Regulations (FARS) • Office of Management and Budget (OMB) • Commerce Business Daily (CBD) • United States Code • Acquisition Reform Network

24. Regulations and Guides Cont’d • Using Other contract search sites • FOIA • Best Practices • Where to get a translation of the jargon • Procurement Reference Library • Doing Business over the Internet

25. Preparing the Technical Proposal • Understanding the Problem • Technical Approach • Key Personnel • Facilities, Equipment and Resources • Appendices • Resumes • Letters/MOUs

26. Getting Ready • Prepare a proposal development schedule • drafts • artwork • reviews • production • IRB issues • sign-off • submission date • Identify key personnel, subcontractors, vendors, consultants • Assign roles and responsibilities • Hold a “kick-off”meeting

27. Obtaining Information on the Competition • The Contracting Officer can provide information on winning bids • existing or incumbent contractor’s name • the total amount of the award • an overview of the requirements • The Freedom of Information Officer can provide information on existing contracts • winning bides and proposals • the contract itself including any modifications • sensitive information maybe omitted

28. The Proposal - Part One • Obtain copies of already funded projects • Read abstracts of funded projects • Conduct a careful review of the literature • Contact award recipients • Obtain conference proceedings from professional organizations • Contact colleagues who may serve as project personnel, consultants, partners • Enlist student assistance • Enlist the community to be served • Obtain access to sample population • handout

29. The Proposal - Part Two • Take care with your language • Be kind to the reader • Use headings, charts and graphs • Use logical transitions • Use active verbs • Be enthusiastic • Avoid ambiguous language • Support your statements • Do not rely on “self-editing” • Craft a good story that sells your ideas • Don’t make excuses

30. I. Understanding the Problem • Goal of the Proposal • The University understands that funding source’s mission is to……. • The University of aware that funding source’s is seeking to …… • SEP is intended to ……… • The University recognizes that SEP fosters ………. • The University faculty and staff are award of the requirements to ….. • The University is familiar with funding source and SEP issues and …….. • The University has prior related experience in ……… • The University’s proposed staff have directly related experience in… • The University appreciates both the predictable and ….. • The University is well qualified to conduct this project because…..

31. I. Understanding the Problem • Serves as an abstract • understanding of funding source’s mission • understanding of the SOW • prior experience • innovative and responsive plan • experienced staff • Show enthusiasm • Make it sound like you are already the winner • Recommended number of pages 3 - 5 single spaced with the exception of RFPs with page limitation.

32. II. Technical Proposal - Preparing a Working Draft • Download the technical proposal instructions to a word processing format. • Download the evaluation criteria and insert into the corresponding sections of the technical proposal. • Insert notes taken from the SOW/Background Information/ Budget Assumptions/Cost Estimates/ Summary of Related Activities/General Instructions and other sections. • Use highlight capabilities to note important or problematic areas. • Handout

33. II. Technical Approach • II.1 Background Information and Objectives • II.1.1 Background Information • II. 1.2 Objectives • II.2 Services to Be Performed • II.2.1 Program Location • II.2.2 Logistics/management Plan • II.2.3 Recruitment and Retention Plan • II.2.4 Provide Travel Arrangement • II.2.5 Conduct Special Events/Activities • II.2.6 Provide Information and Activities • II.2.7 Promote the Establishment of Mentoring Relationships • II.2.8 Collaborate with the funding source/NIH Project Evaluator • II.2.9 Participate in the Annual SEP PIs meeting

34. II.2.4 Travel Arrangements II.2.4.1Travel to the Program - The University will design notification materials and disseminate this information to participating high school counselors. Exhibit II.2.4.1 The materials will describe the financial obligation of the University, the process for pre-paying or reimbursing participants or parents for travel expenses. Refer to Exhibit II.2.4.1 for sample forms. The University will contact each participant and make arrangements for pre-payment of air, train or bus tickets and for reimbursement for private car travel. The University will use NIH travel guidelines to ensure compliance with Federal regulations regarding cost-savings. Travel arrangements for each participants will be confirmed 30 days prior to date of arrival and re-confirmed one week prior to arrival. Participants will be provided with an emergency contact number should travel plans change.

35. A schedule of arrival will be generated and program staff will be assigned to meet each participant. Local travel arrangements will be made for those arriving from the XXXXX, MD airport, and/or bus or train stations. Participants with disabilities will be provided with special vans and personnel to ensure safe, comfortable arrival on the University campus. Parents and/or guardians will be contacted to confirm the safe arrival of each participant. II.2.4.2 - Emergency travel arrangements will be made for any participant who experiences a need to return home prior to the completion of the program. II.2.4.3 - Travel home after the Program will be arranged with each participant and confirmed with parents. Parents wishing to pick-up a student will be scheduled to arrive after 1 PM on the final day of the program. Refer to Exhibit II.2.4.3 for sample travel schedule.

36. Using Graphics to Highlight Text • Charts • organization • project work flow • decision making • Tables • Timeline • Skill Matrix • Staffing Loads • Figures • Financial • Statistical • Pictures • handout

37. Using Graphics

38. III. Management Plan and Key Personnel • Introduction • Program management with more than 20 years of experience. • Project team experienced in all support services required. • A management structure that provides experienced staff in key positions. • A diversity of experience ranging from knowledge of program planning to evaluation. • An effective quality control plan. • A university commitment to this project. • Procedures that will lead to effective and efficient program management, product delivery, and reporting.

39. Mgt Plan Cont’d • Management Plan • Efficiency and effectiveness • Flexibility • Cost control • Quality Control • Reporting Procedures • Quality Assurance • monitoring all aspects of the project, anticipating problems, and providing recommended solutions • Project Manager involvement • Periodic project review • Reviews by University administration • Day to day attention to detail • Frequent communication with the NCI Project and Contract Officers

40. Project Organization Chart

41. Organization Chart handout

42. Staff Loading Chart • The chart shows the proposed labor distribution of the project team by task area. • The level of effort is based on information provided in the RFP and from prior experience. • The chart provides a pictorial summary of skills of the proposed team members. • The chart provides an opportunity to highlight team member’s skills as they related to the proposed project.

43. Mgt Plan Cont’d • Hiring Practices • funding source will have a role to play in all hiring decisions • State University practices regarding hiring and human relations issues • Personnel • Project Manager • Deputy Project Manager • Training Director • Logistics Task Leader • Resource Pool • Consultants/Subcontractors • Vendors • Publications Director

44. Mgt Plan Cont’d • Task staffing • Staff allocation • Task leaders • Staff loading • Skills matrix • University qualifications • management structure • accounting practices/audits/DUNS number • list of current awards • list of prior related awards • special experience of staff/faculty • IRB policies

45. Introducing the Proposed Project Team • Use a standardized format • name • title • location • years of experience • education • certification/licenses • publications • summary of experience • detailed professional experience • Up date for each project

46. IV. Facilities, Equipment, and Other Project-Related Capabilities • Introduction • university facilities and resources • Office facilities • Laboratory facilities • Equipment • computer • communications/multimedia • Services and Resources • travel • graphics • reproduction • publications

47. Past Performance Factors • The offerors’ past performance will be evaluated after determination of the competitive range. Only those offerors included in the competitive range will be evaluated. • The evaluation is based on the proposal and past performance information obtained from the sources. • Excellent - do doubt exists. • Good - little doubt exists. • None - no past performance identifiable. • Marginal - some doubt exists. • Poor - serious doubt exists. • handout

48. Developing a Contractual Arrangement • Relationship • Primary Contractor • Partner • Subcontract • Sub-to-the-Sub • Vendor • Mechanism • Teaming Agreement - Proposal Submission Phase • Memorandum of Agreement - Post Award Phase

49. Verifying the Contractual Arrangement • The teaming agreement or memorandum of agreement can be included in the Appendix section and noted in the body of the proposal. • A letter of agreement can also be used, but is less specific and may not address reviewers concerns regarding the nature of agreement made external to your institution. • For individual consultants, a letter stated their agreement to serve, the roles and responsibilities they have agreed to undertake, and the time frame they are available, and a copy of a current C.V.

50. Verifying Non-Contractual Agreements • Community organizations • Civic associations • Student groups • Churches • Businesses • Patients • Residents • Obtain a letter of support stating that the organization will provide access to the population under study. If you can obtain a letter from a spokes person stating their intention to comply with the proposed effort, you have gone a long way to ensure access and retention of your study population and have provided critical documentation to the review team.