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Strategic Proposal Instructions and Contract Management: Winning Government Customers

Learn how to capture federal business and turn corners strategically in this webinar. Understand the proposal instructions and contract management process, identify target agencies and opportunities, and develop a winning approach.

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Strategic Proposal Instructions and Contract Management: Winning Government Customers

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  1. Jon D. Levin Maynard Cooper & Gale Michael W. Heaton Feder8Solutions Leslie A. Leaver Strategic Business Solutions Proposal Instructions and Contract Management: Pitch Your Government Customers While Turning Square Corners

  2. Introductions and Housekeeping • Maynard Cooper & Gale 2017 Webinar Series • This Month’s Subject: Proposal Instructions and Contract Management • Webinar is hosted by ReadyTalk. You can ask questions by typing into the box in the bottom corner of the screen. We will answer in real-time or shortly after the webinar. • We will send slides out this week to all registered attendees. • Guest speakers this week - - Michael Heaton from Feder8Solutions and Leslie Leaver from Strategic Business Solutions

  3. Capturing Federal Business • Within the “Universe” of Federal Opportunities: • Which fall within your Company’s core capabilities? • Which can you influence to give your company a high P-Win? • Which do you have the B&P to pursue? • Identify “Target” Agencies and Offices • Target Opportunities you can WIN • Have a Deliberate Bid/No Bid Process • Relationship, Response, Resources, ROI

  4. Strategic Assessment of Opportunity • Develop Strategic “Go/No Go” Four-Panel • Background and Overview • Small Business Set Aside • Needs/Wants/Desires • Competitors/Risks/Constraints/Issues • Risk: Technical, Schedule, Cost • “Why” our Firm? • Differentiators • Past Experience • OBJECTIVE IS TO “WIN”

  5. What it Takes to WIN • Approach / Methodology • Teaming • Innovation • Spending History • Funding Landscape • Local Area Labor Pool/Rates • Competitive Intelligence Solutioning Pricing Writing • Clear • Concise • Compelling • Compliant

  6. Understanding the Solicitation • Form SF33 - Solicitation, Offer, Award • Supplies, Services, Prices • Statement of Work / Performance Work Statement • Packaging and Markings • Inspection and Acceptance • Deliveries or Performance • Contract Administration Data • Special Contract Requirements • Contract Clauses • List of Documents, Exhibits, and Attachments • Representations, Certifications, and Statements of Offerors • Instructions, Conditions, and Notices to Offerors • Evaluation Criteria

  7. Read the RFP • Yes, All of It, Even the Boring Stuff !!! • Know the Proposal Requirements • Know the Execution Requirements (not just Section C!) • Know the Evaluation Criteria • Pre-Solicitation Preparation • Management Plan • Past Performance • Graphics, Visuals, Templates, and Methodologies • Kickoff Materials and Writing Guidelines • Strategic Partnerships

  8. Initial Legal Considerations When First Reviewing the RFP • What is the procurement type? Part 8 order, 14, 15, 16 task order? • Part 8 and 16 orders have simplified acquisition methodologies • Part 15 – Best Value or LPTA? • Most recent NDAA prohibition • Is the contract for purchase of a commercial item? • If not, do you have a solution that is a commercial item? • SB set-aside? • Should it be? • Part 15 Rule of Two • Part 8, No Rule of Two (Interpretive split between GAO COFC) • For SB set-asides, is the NAICS Code Correct? • The NAICS code defines the competitive-playing field • 10 days from date solicitation is issued • Standard of review—“clear error”

  9. Additional Legal Considerations • Are there any conflicts within Sections L and M • Ambiguities on the face of a proposal must be resolved prior to submitting an offer, quote, or bid • Solicitation amendments and Qs and As • Are answers to questions incorporated by amendment? • Hot button issues to consider • Delivery/Acceptance and Data Rights—What is the Government asking for? • Special clauses in Section H? • OCI is the most popular, but there are others • Unpublished or special clauses? • If not published (may be the case below the DFARS level) • Has the clause gone through the appropriate waiver process? • Do the CDRLs and/or SOW conflict with the solicitation or RFQ?

  10. Writing Federal Proposals • Write to Evaluators • Use Headings that Mirror the RFP • Follow the Customer’s Language • Emphasize Functions, not Operational Details • Substantiate Claims • Use Features & Benefits to Ghost Competition • Address Risk Mitigation • Use Customer Name More Often than Your Name

  11. Prepare Competitive Compliant Proposal • Create Proposal Task List • Proposal is a miniature Project • Develop Compliance Matrix • List each RFP/RFQ requirement • Define Cost, Schedule, How Comply • FARs/DFARs Cost Impact • Assign Responsible Person • Document Differentiators • Minimize Asking Government Questions • Don’t Level Playing Field for Competitors

  12. Proposal Pitfalls • Failure to Begin with an Outline • Start by cutting and pasting from old proposals • Unsubstantiated Claims • Data! Data! Data! • “Fluff” Words / Phrases • “Unprecedented,” “World Class,” “Proven Track Record” • We “understand,” We “realize,” We “will”

  13. Alternate Proposals • When to consider an alternate proposal • Exceed Base Bid Capability • Lower Cost • Eliminate FARs which are cost drivers, if significant • Reduce Delivery Schedule • Offers Differentiator to Government

  14. After Contract Award • Receipt of Contract • Perform Kick Off Meeting • Review Compliance Matrix with Customer • Review Project Schedule with Customer • Review Basis of Bid with Customer • Submit Meeting Minutes to Attendees & Contracting Officer • Review contract before you sign it • Any additions or alterations? • Material? • Required by law? • Loss of Contract • Lessons Learned • Request Debrief • Evaluate Next Steps • Protest • Contact Awardee to Assist • Move On

  15. Post-Award – Protest? • Keep protests in mind during acquisition process • Never something you want to think about, but always something you should think about • Things to consider DURING the evaluation process • Upshot—you may have to protest during the evaluation to preserve your rights • Amendment issued during evaluation? • Opportunity to respond? • Did the Government alter requirements during discussions? • Opportunity to object or respond? • Information provided to all offerors? • AFTER award—you know your proposal best • Did the Government evaluate against the factors? • Three venues—agency-level • Size and business-type protests—to the contracting officer

  16. In Conclusion • Understand the RFP • Look beyond the obvious • Think about how clauses impact your offer • Understand your program needs • Go in with the intent to win

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