consulting proposals
TRANSCRIPT
What is a Proposal?
• Consulting Proposal is a written document detailing the consultants ideas, planning and methodology proposed for carrying out a given assignment.
• The consulting proposal enables the client to assess, evaluate, and select the most suitable one for appointment for carrying out the assignment
• Proposals are prepared and submitted in response to a “Request for Proposal”, generally after following a short listing process
Proposals are invited…
To solicit offers from prospective consultants
Determination of Market rates
Transparency in the selection process
To select the best services at lowest rates
Tool for negotiation – desired Quality and price It provides the evaluator a mechanism to make
an informed decision, achieve economy and avail of best of professional services
Nature of Proposals
What it consists of…
• Technical Proposal• Financial Proposal
Content Type / Limits
• Simplified Technical Proposals
• Detailed Technical Proposals
• CV only Proposals• Cost only Proposals
Typical contents of a Technical Proposal
Introduction / Project Appreciation Terms of Reference Approach and Methodology Activity Schedule / Work Plan Manpower Schedule Curriculum Vitae Similar Experience Project Risks / Mitigation measures Support Facilities
Proposals should be….
• Responsive to client’s needs
• Competitive on technical and financial terms
• Stand out amongst the competition
• Offer the best at competitive rates
• Provide an Unique Value Proposition
Expectations from Technical Proposal
• Proposals have to be made as per the exact requirements of the client (TOR)
• Need for a comprehensive document having technical and financial aspects
• There may be lengthy and specific formats• Level of detailing required may differ as
per the requirement of the client• Well structured Technical Proposal makes
the evaluation easier and faster
Proposal Evaluation
• Different organizations may have their own methods for evaluations
• Multilaterals/ Bilateral and Government now follow a QCBS mode of evaluation
• The scoring pattern / weights may differ, however the logic remains the same
• Corporate Sector evaluates proposal as per their needs. At times they also follow the QCBS system or the LCS
Final Scores are Given using the following formula
(St X 0.8) + (Sf X 0.2) = Total Score
Technical Scores are disclosed first
Only those proposal scoring the minimum 750 points are taken up for opening of the financial proposals
The proposal offering the highest scores is then called for negotiations
Proposal EvaluationQCBS Evaluation – Final Scoring..
Understanding the RFP
• The RFP is prepared to help the evaluator collect critical data to streamline the evaluation process and compare only the qualified bidders
• The RFP outline format is design to help the evaluator quickly compare proposals
• Most proposal writers spend a huge amount of time writing the RFP. They expect you to read it and follow it carefully.
Parts of an RFP
• Letter of invitation and competitors revealed• Criterion for Evaluation of proposals• Overview and Terms of Reference• Specific Information pertinent to the
assignment• Time lines to seek clarifications and for
submission of bids• Conditions of contract
Understanding the RFP
• Critically examine the terms of reference.
• Evaluate capability requirements.
• Understand the scoring system.
• Examine the draft contract.
• Examine special conditions, if any.
• Understand the response formats
Examine the TOR
• Examine the Terms of Reference– Identify key elements
• Sector / sub sector of work• Competencies required
– What is aimed to be achieved from the TOR– Are the targets reasonable?– Is the time frame reasonable?– Are there potential pitfalls that need factoring
• Develop a framework for writing the proposal
Appreciation of the assignment
• Not too verbose, but well written and supported with diagrams to convey your appreciation of the contours of the assignment
• Impress that you KNOW the subject well• collect relevant data and research well• Include subject matter specialist’s inputs• Define contemporary issues • Identify potential problems
About the firm
A brief background of the firm highlighting.. You understand the business You understand the sector You have relevant experience You have capabilities in house You have requisite financial strength
The Brochure / annual reports etc. can be included as an Annex to support this short introduction
Terms of Reference
• Comment on the terms of reference.
• Suggestions on improving the TOR
• Put the TOR in the proposal as a token of
your acceptance
Approach
How you propose to complete the assignment Research method Team structure Project Management Plans to overcome constraints
An innovative and well thought approach wins appreciation
APPROACH SHOWS THE ROUTE MAP
Methodology
If approach shows the route, methodology shows the proposed means of covering that route
It is detailed description of specific tasks to be undertaken to complete the assignment
Defines milestones and when they will be reached
Methodology…
• Should be– Comprehensive– Convey clarity of thought– Convey practicality of activities proposed– Interesting to read– Gel with the proposed approach, team
proposed and timelines– Should follow the work flow
Methodology…
• Think through the Terms of Reference
• Prepare the story board
• Research well
• Justify and qualify each proposed activity
• Methodology should gel with the approach
Methodology…
• Describe specific activities that will take place to achieve the objectives. – What– How– When
• Your proposal should clearly communicate ability to successfully perform the contract.
• You must know the subject thoroughly
Methodology…
What dwells on the objectives to be met as per the terms of reference
How describes how we intend to meet those objectives in terms of specific activities, data to be used and their sources research tools, analytical tools,
Why we intend to use these tools also strengthens our case
When provides an idea of the time line for completion of assignment
Activity / Work Schedule
N° ActivityDays / Weeks / Months
1 2 3 4 5 6 7 8 9 10 11 12 n12345n
• Realistic• Sequenced• Gels with Approach and Methodology
Staffing Schedule
N° Name of Expert /PositionExpert input Total person-month
input
1 2 3 4 5 6 7 8 n Home Field Total1 Name of the Expert2 Name of the Expertn Name of the Expert
Total
Staffing
• In most bids, this carries the maximum weight
• Selection of proposed staff important to complement capabilities
• Internal staff most favored, however augmentation through consortium staff / independent experts
• Staff capabilities conveyed through well prepared CVs
Curriculum Vitae
1. Proposed Position
2. Name of Firm
3. Name of Expert
4. Date of Birth
5. Education
6. Membership of Professional
Associations:
7. Other Training
8. Countries of Work Experience:
9. Languages
10. Employment Record
Curriculum Vitae…
11 Detailed Tasks Assigned12. Work Undertaken that Best Illustrates Capability to
Handle the Tasks Assigned
Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
13. Certification:
Curriculum Vitae…
• Spend Time on the Curriculum Vitae• Chose appropriate format• Check for anomalies• Check for tense• Include relevant details
– Relevant Experience– Qualification– Regional / country experience– Language skills
Experience List
• Various Formats– Prose – Bulleted– Project Data Sheet
• Should be updated• Corrected for all specific details• Tenses should be corrected• Well Written
Experience List…
Assignment name: Approx. value of the contract :
Country:Location within country:
Duration of assignment (months):
Name of Client: Total No of person-months of the assignment:
Address: Approx. value of the services provided by your firm under the contract (in current US$):
Start date (month/year):Completion date (month/year):
No. of professional person-months provided
Name of joint venture partner or sub-Consultants, if any:
Name of senior regular full time employees of your firm involved and functions performed
Narrative description of Project:Description of actual services provided in the assignment:
Financial Proposal
• Remuneration
Name Position Rate/Day/month No of Days/months Amount1 A B A X B2 A B A X B3 A B A X B4 A B A X B5 A B A X B
TOTALSum
Above
Financial Proposal
• Out of Pocket Expenses– Travel
• Outstation• Local Travel
– Boarding & Lodging– Incidental Expenses– Communication– Drafting– Other – Survey, Workshop, Special Software
Financial Proposal
Activity Rate/trip Number of trips AmountTravel A B A X B• Overseas A B A X B• In India A B A X B• Local A B A X B
Boarding Hotel Rate / Day Days Amount• 1 • 2 • n Food Per Day Days Amount• 1 • 2 • n
Per Diem Per Day Days AmountTOTAL Sum Above
Financial Proposal
Activity Rate No of units AmountContour Survey A B A X BSurvey A B A X BWorkshops A B A X BSpecial Packages A B A X BOther Items A B A X B Contingencies A B A X B
TOTAL Sum Above
• Miscellaneous Expenses
Financial Proposal
• Sumarised Financial Proposal
Items AmountRemuneration AOut Of Pocket Expenses BMiscellaneous Expenses CSub Total (D) A+B+C Taxes on D E TOTAL (D+E) Numerics
Words
Financial Proposal
Correct Effort Estimation Full time requirement Part time requirement Number of trips Number of Hotel days Miscellaneous expenses
Correction estimation of costs Salaries and related expenses Costs Currency Rates
Taxes
Proposal - Checklist
Thoroughly reviewed the RFP ? Answers to questions on the RFP incorporated? Obtained and reviewed background documentation for the project ? Evaluated competition ? Developed a strategy to differentiate your company ? Prepared document in the appropriate format ? Included commitment letters from potential employees, suppliers
and funding sources ? Past performance references ? Purchased a sufficient number of packaging materials? Binder rings,
tabs, notebooks, etc. ? Correct number of copies and packaging ?
Finishing Touches
PackagingCover designCover letterSpell checkGather appendix materialsPrepare table of contents, section dividers,
etc.ProductionWhere and by whom will the document be
produced? Delivered?
Common Mistakes
• Proposal not in the right format• Information inadequate / not communicated well• Spelling and grammatical mistakes• Formatting errors• Number of copies not as per requirement• Proposal (all pages) not signed• Addendums required not included• Number of copies not as per requirement
Common Mistakes
• Proposal does not reach in time• Proposal not numbered properly• No list of contents• Miscalculation of costs• Mismatch between numerical and
alphabetical values• Loosely Bound• Not packed as per requirement
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