Plan to Win! Developing a Comprehensive Commercial Proposal Checklist

2. Plan to Win! Developing a Comprehensive Commercial Proposal Checklist

3. Introduction Brandy Sularz, CF APMP, EIT • Senior Proposal Manager • 5 years of proposal experience • Completed APMP Foundation Certification in 2014

4. Introduction Lori Mathews, CP APMP • Manager, Proposal Development Group • 24 years of proposal experience • Recently completed the APMP Practioner Certification • Manage a staff of three Proposal Managers

5. Company • $125M environmental remediation & demolition construction company • Ranked in the top 20 of U.S. environmental firms • 80% of commercial bids vs. 20% of federal bids • Prepared 275 proposals in 2015, value of $400M with a 33% win rate

6. Goal for Presentation Introduce a successful proposal management tool to efficiently manage the proposal outline, compliance, schedule, and responsiveness all in one document

7. Developing the Checklist • Need for concise list of proposal requirements • Added schedule to manage time and others features • Evolved into what we are presenting today • We use this tool on every proposal

8. The Proposal Checklist

9. A Powerful Tool - 1 • Guides the proposal process within a few pages • Builds compliant, responsive proposal outlines • Creates the schedule of deadlines and assignments

10. A Powerful Tool - 2 • Captures and tracks action items • Serves as a resource for the entire capture team • Becomes the agenda for proposal kickoff calls • Incorporates win themes/evaluation criteria • Provides efficient quality control check • At-a-glance review

11. Creating the Proposal Checklist - 1 6/21 2 pm (MST) 2 hard copies (client) Phase 2 Landfill Improvements 240125.9165 J. Bale J. Johnson 5/21 (COB) 6/10 2 pm (MST) 6/17 4 pm (MST) • Recording key information • Easy to customize for your company’s needs • Key dates and critical information, at a glance

12. Creating the Proposal Checklist - 2 Health & Safety Overview -Summary of program -Include Training matrix Section A. • Review the RFP and list items to establish the order of proposal sections • Record items in exact order as written in “RFP Requirement” box • Number items exactly as the client has requested or outlined them

13. Creating the Proposal Checklist - 3 • Appendix A. OSHA 300 logs Health & Safety Overview -Summary of program -Include Training matrix RFP, section 2.1 Page 6 Section A. • List where the requirement was found in the “RFP Section Requirement” box • List figures, attachments, and appendices for each section and identify order/naming conventions

14. Creating the Proposal Checklist - 4 Health & Safety Overview -Summary of program -Include training matrix -5 years of safety statistics Section A. • Appendix A. OSHA 300 logs • Mel • Lockridge • Dave • Hardy RFP, section 2.1 Page 6 • 6/8 • 6/20 • COB • Identify assigned personnel • Record the reviewer • Establish the initial draft and final deadlines

15. Outline/Compliance Matrix/Schedule • Proposal outline is complete • Compliance matrix is now built into the Proposal Checklist • Proposal schedule listing draft and final dates is complete • All in one document: Very efficient and saves time

16. Evaluation Criteria Qualifications of Bidders and Subcontractors 25% 15% Pricing • List evaluation criteria all in one place • Use the list for discussion on proposal kickoff calls • Identify where these are to be used in the proposal outline • Make note of any section scoring

17. Win Themes Envirocon has an industry leading safety record with an EMR of 0.50 and TRIR of 0.60 that are lower than most of our competitors • List key win themes • Use list for discussion on proposal kick-off call • Identify where these are to be used in the proposal outline

18. Action items • Customize this list of actions items for the assigned Proposal Manager • Check off as complete

19. Proposal Organization • Rearrange proposal sections to maximize the flow of the proposal (if there is not a required order) • Add any additional sections or information that you want to include to make your proposal stronger • Re-number these sections to get final proposal section order • Proposal Checklist is now ready for distribution to the Capture Team

20. Quality Control Health & Safety Overview -Summary of program -Include training matrix -5 years of safety statistics • Appendix A. OSHA 300 logs • Dave • Hardy RFP, section 2.1 Page 6 • Mel • Lockridge • 6/8 • 6/20 • COB Section A. • Section is complete and meets evaluation criteria, mark it as complete • Use the Proposal Checklist to perform the final quality check, have others use it as well

21. Using the Proposal Checklist - 1 • Use to review the proposal requirements on the kick-off call and check-in calls • Use as a guide throughout the proposal cycle • Keep the checklist in a convenient location for easy reference • Update after check-in calls, distribute with a revision #

22. Using the Proposal Checklist - 2 • Review addenda and make proposal content, date, and assignment changes • Use this as a guide for organizing and completing proposal sections • Verify all evaluation criteria are met and win themes are incorporated

23. Using the Proposal Checklist - 3 • Check off action items as you accomplish them • Perform final proposal QC of all sections and check them off as they are compliant • Keep the final checklist for record keeping • Proposal handoff for someone else to complete, it’s very efficient and organized • Refer to it during the “Best and Final Offer” phase

24. The Proposal Checklist

25. #APMP2016

26. Contact Information Lori Mathews, CP APMP lmathews @envirocon.com Brandy Sularz, CF APMP, EIT bsularz@envirocon.com If you would like a Word copy of the checklist, send us an email or leave a business card

27. #APMP2016