Understanding Proposal Development and the Contract Manager’s Role

2. Understanding Proposal Development and the Contract Manager’s Role Session # 203 David Bol PPF.APMP Vice President Shipley Associates Past CEO, Association of Proposal Management Professionals (APMP) Monday, July 19th, 2010 12:30 – 2:30 pm 1

3. Today’s Goals: Increase Understanding of the Proposal Development Process Increase Understanding of the Contract Manager’s Role in Proposal Development Beyond Proposal Development – What Options Do I Have?

4. 20 Questions – Okay 10! How many have been in Contract Management < 2 years? How many have been in Contract Management > 10 years? How many only contract exclusively commercial work? How many only contract exclusively federal work? How many contract both commercial and federal work? How many contract International work? How many hold any type of clearance? How many have contracted a deal > $500 million? How many have contracted a deal > $5 billion? How many will skip a session to go to the beach?

5. The 96 Step Proposal Process

6. Phase 0 Market Segmentation New Markets Core Competencies Gap Analysis Define Market Campaign 5 – 10 Year Strategic Plan Asset Positioning

7. Phase 0: Contract Manager Activities Active Participation in Planning Sessions Contract Management Guidance Security Clearance Work Contract Management Research Foreign Contractual Practices

8. Phase 1 Long Term Positioning Development of the Marketing Campaign / Plan Defining Specific Business Opportunities Relationship Building

9. Phase 1: Contract Manager Activities Support the Development of the Marketing Campaign People, Cultural, Political Issues Understand the Potential Opportunities Uniqueness, Contract Issues, Liability Begin Building Relationships

10. Phase 2 Opportunity Assessment Requirement Development Services and / or Products Build and / or buy Initial costing / pricing Competitive landscape Knowledge of Risk Opportunity Analysis Evaluation Criteria Development

11. Phase 2: Contract Manager Activities Understand SSA and SSAC processes and criteria Research Historical Contracting Trends FOIA Documents if applicable Begin Relationships with Potential Suppliers and Vendors Understand Risk Begin Work on Teaming / Subcontracting

12. Phase 3 Capture Planning Relationship Building Intelligence Gathering Teaming Assessment Solution Development Capture Plan White Papers

13. Phase 3: Contract Manager Activities Support Solution Development Develop Evaluation Criteria and Standards Support Risk Mitigation Plan Support Development of Transition Plan Continue with Teaming and Subcontracting Be Proactive with Known Contractual Issues Continue to Develop Relationships Look at Host Nation Labor Issues Define ITAR Issues Monitor Communication Plan

14. Phase 4

15. Phase 4 Proposal Planning Review Draft / Previous RFP & Solution Preliminary Solution Development WBS Developed Small Business Assessment Past Performance Assessment Target Pricing Development Performance Risk Assessment Competitive Landscape Intelligence Gathered Internal People and Competency Assessment Storyboards and Mockups Completed through First Draft

16. Phase 4: Contract Manager Activities Review Draft Terms and Conditions Contract Vehicle – i.e. FFP, Cost Plus, T & M, LOE Deliverables – schedule, location, penalties Subcontract / Teaming Criteria and Arrangements, Signed NDAs and TAs FAR Research Risk Assessment Performance Risk Past Performance Selection (PPIRS & CPARS) Host Nation Issues Establish Communication Criteria

17. Phase 5 Proposal Development Final Teaming Compliance Solution Freeze Pricing Freeze Reviews Submit Proposal

18. Phase 5: Contract Manager Activities Control all Communication with Customer Submit / Receive all Q & As / Amendments / Notices Submit Contract Risk Assessment / Mitigation Submit Small Business Plan Support Compliance Reviews Review Contractual Elements of Past Performance Complete all Terms & Conditions Manage Sub Contractor Input Provide Proposal Language Review all Ancillary Plans Control Signatures

19. Phase 6 Post-Submittal Activities Lessons Learned, Internal and External Orals Negotiations Debrief Party Transition Execute

20. Phase 6: Contract Manager Activities Control all Communication with Customer Support Lessons Learned Co – Develop Transition Plan Communicate with Subs Communicate with Vendors / Suppliers Understand Billing Structure and Timing Understand Performance Criteria / Milestones Understand Staffing Requirements Investigate Foreign Contingincies

21. Beyond the Program—Program Management Act as the Point of Contact Submit Contracts for add on work which equates to additional revenue Facilitate Evaluation and Performance reporting and tracking Monitor Foreign Involvement Liaison to other divisions / business units of your company Know how to bring additional work on the contract Know all milestones and critical dates Participate in customer meetings

22. Other Opportunities Proposal Manager Program Manager Small Business Advocate Subcontractor Manager Import / Export Control Manager Corporate Legal Advisor Corporate Lobbyist And even….a politician! Good Luck & Thank You

23. Contact Information David Bol Vice President Shipley Associates dbol@shipleywins.com (303) 805-9747 – home office (720) 838-6755 - cell