Proposal Development Support

Small Businesses on CIO-SP3

Small Business Support on CIO-SP3

Add a team of six seasoned professionals to your proposal development team

Proposal Manager

Editor Contracting Officer

Proposal Coordinator

Graphic Artist

Desktop Publisher

KickOff BriefingProposal

RFP Master Documents in MS Office formats

RFP ‐ Analysis

RFP Briefing

KickOff Briefing

Proposal Requirements 

Matrix

Proposal Volume Outlines

RFPOutline

Acronym List / Word Frequency 

Report

Win Themes / Discriminators

Agenda KickOff Agenda

Proposal Instructions

RFP Questions Proposal 

Development Plan ScheduleTask Assignments

Reps and CertsDocumentation

You receive eleven FASTstart documents within 5 to 7 days after RFP release.11 Proposal support documents RFP Analysis to Proposal Outline, or KickOff Briefing.Get at least 150 hours of professional proposal support for a firm‐fixed price of 20 hours.

Table of Contents

EXAMPLE: NIH CIO-SP3 DRAFT RFP

RFP Master Documents

EXAMPLE: NIH CIO-SP3 DRAFT RFP

ProblemTh RFP i l

RFP – PDF format1 Document

SF 33 – 1 Page H‐15 Pages

RFP – PDF format19 Documents

The RFP was a single documentYou are required to submit your proposal in MS Word and Excel

B‐11 Pages

g H 15 Pages

I‐9 Pages

C‐12 Pages

D‐1 Page

J.1  – 1 PageJ.2  – 23 Pages

E‐3 Pages

J.3  – 1 PageJ.4  – 3 PagesJ 5 16

K‐1 Page

l i F‐2 Pages

G‐5 Pages

J.5  – 16 PagesJ.6  – 3 PagesJ 7 – 3

L‐11 Pages

M 10 Pages

Solution Step 1We divide the single PDF version of the RFP into its component parts

Benefit – The proposal team can access

DeskTop Publisher: PlayBook’s DeskTop Publishers have a minimum of seven years experience and have performed on t l t t l

J.7  – 3 PagesM‐10 Pagesteam can access

specific sections of the RFP

at least ten proposals.

S l ti St 2Solution Step 2We rename the individual PDF documentsWe develop a Folder and File Organization schema

Benefit – Your team b il fi d

Solution Step 3We extract the text into MS templates formatted for the proposal.

members can easily find what they want in the RFP

formatted for the proposal.These become the RFP Master Documents for the proposal effort

Benefit – Your proposal’s end deliverables must be in MS Word or MS Excel—this

Solution Step 4We provide the re-named documents in MS Word and

is the first step in that direction.

Excel.

Benefit – This gives you a head-start on developing your proposal.

The PlayBook Editor performs the quality check

EXAMPLE: NIH CIO‐SP3  DRAFT RFP137 Pages, PDF file 19 t d t (S ti A th h M d 7 S b ti f S ti J)

RFP Outline

19 separate documents (Sections A through M and 7 Sub‐sections of Section  J)

The RFP Outline saves your team time.The information is easier to read. Reading comprehension goes up significantly.

One of PlayBook’s editors prepares the RFP Outline.All OF our editors have at least 15 years of experience in Federal proposals

We highlight Special Instructions, in this case material specific to Contracting Teaming Agreements (CTAs

We remove between 40 and 60 percent of the text. The information is subordinated in the outline.Subordinate information is indented accordingSubordinate information is indented according to applicable dependencies The PlayBook Contracting Officer

performs the quality check

EXAMPLE: NIH CIO-SP3 Draft RFP

Proposal Requirements Matrix

Contracting Officer: Prepares the Proposal Requirements Matrix using the RFP Outline. This matrix matches up to the 16-page NIH Compliance Checklist you will see in Section J5. However, our Requirements matrix is much more detailed and directed at your proposal.y p p

The Proposal Manager performs the quality check

EXAMPLE: Centers for Disease Control – Technical ServicesRFP Analysis and Risk Assessment

ProblemSome small business may not understand themay not understand the FAR clauses or the implications of other sections of the contract.

Benefit – This analysisBenefit This analysis provides a level of experience and good solid advice. It also points out business risks .

Contracting Officer: PlayBook uses former Federal Government Contracting Officers to review and prepare the RFP Analysis and Risk Assessment They are

Our CO also submits a list of questions with

Analysis and Risk Assessment. They are familiar with the special challenges that small business face in executing contracts.

recommendations

A PlayBook Proposal Manager performs the quality check

EXAMPLE: Centers for Disease Control – Technical ServicesRFP Analysis and Risk Assessment

ProblemSome small business may not understand themay not understand the FAR clauses or the implications of other sections of the contract.

Benefit – This analysisBenefit This analysis provides a level of experience and good solid advice. It also points out business risks .

Contracting Officer: PlayBook uses former Federal Government Contracting Officers to review and prepare the RFP Analysis and Risk Assessment They are

Our CO also submits a list of questions with

Analysis and Risk Assessment. They are familiar with the special challenges that small business face in executing contracts.

recommendations

Unique Word Frequency

Questions about word frequency Did theDid the Government use any “hot buttons” in the RFP that show what may be very important

h ?to them?

Benefit – This analysis is cheap and easy using free software to

fperform a unique word frequency analysis.However, it doesn’t produce results every time.

A PlayBook Proposal Manager performs theManager performs the quality check

EXAMPLE: Centers for Disease Control – Technical Services

Questions

EXAMPLE: Centers for Disease Control Technical Services

Everyone on the PlayBook Team: During the FASTstart process, every member of the PlayBook proposal development team submits questions for p p p qconsideration.The end product is a letter-ready-to-go.

PlayBook 5, provides the complete methodology, task assignments,

How and When to Ask Questionsy , p p gy, g ,

and Work Breakdown Structure for asking questions.

In the proposal world, there are three philosophies about asking questions:

1. Do not ask any questions because it may help your competitors, 2. Ask questions to mislead your competitors, or 3. Ask a few good questions to help you submit a responsive

proposal. No matter what strategic games you may want to play, in the

“

The PlayBook Editor rewrites the questions the

g g y y p yfinal analysis you should be responsive to the government’s needs, and that means asking questions when you need to determine the appropriate response.

1. Ask no question in a hurry. 2. Ask every question with forethought. 3. Ask your question with forgiveness.

A k h i i h “ rewrites the questions the Proposal Manager performs the quality check

4. Ask the question with an answer. “

EXAMPLE: U.S. Treasury – Bureau of Public Debt

RFP Briefing

RFP Briefing PresentationA high-level PowerPoint presentation—includes a Meeting Agenda, an annotated RFP storyboard, and a proposal development schedule. The package also includes handouts from the previously produced RFPincludes handouts from the previously produced RFP Outline, the RFP Analysis and Risk Assessment.

The Proposal Manager p gperforms the quality check

Prepare SolutionSpecifications

RFP I d

Assess RFPOrganize Proposal

ProcessStrategicPlanning

Prepare Solution and Solution

Pricing

Bid / N Bid

1 3 52 4 6

RFP IssuedWeeks, Months, Years

Proposal Development

Bid / No Bid

FedBizOpsSynopsis

Proposal Resource Library

Graphic Components

TextComponents

Site Visit,Industry Day,Discussions

Interested Vendors List

Proposal Instructions

Reps and CertsDocumentation

Data CallsProposal Development Resource Files

RFPMaster Documents

Renamed RFP Files List

Proposal Development Folders Schema

RFP Briefing

Graphic Components

Proposal Outline

Writer’s Kit

Briefing Agenda

TechnicalModels

Technical ApproachModels

ManagementModels

Management ApproachModels

CostModel

CostModels

RFPOutline

RFP ‐ RiskAnalysis

RFP QuestionsAcronym List 

andWord Frequency Report

Win Themes / Discriminators KickOff Briefing

Solution DevelopmentStrategicSummary

SummaryStrategic

CompetitiveIntelligence

Competitive Assessment

CustomerProfile

Customer Profile

Proposal Schedule

Win Theme Library

Win Themes and Discriminators

WINWINWINProject EstimatesTask, Staffing, andDeliverables

SolutionSummaryResource

Library IndexInitial Solution

RequirementsMatrix

Copyright 2010 © PlayBook Services Corporation, All rights Reserved

Design Proposal

Develop DraftProposal

TestProposal

DeliverProposal

Publish FinalProposal

7 ‐ Days 15‐20 days

Proposal KickOff

3 days

Proposal Production

Delivery

VolumeTitle Pages

Mailing‐Delivery Labels

CD ROM Labels Road 

MapBinder Covers’Spines

Tabs

p

Spines

FinalProposal

ProposalFinal DraftProposal 

Rough Draft

Red TeamReview

Gold TeamReview

Proposal Archive and Component

Compliance Matrix

Red TeamScoresheets

Gold TeamScoresheets

Cost

$FinalPricingFinal Solution

Solution Win Themesand Discriminators

Proposal Archive and Component Extraction

Win Themes and Discriminators

WINWINWINPast Proposal ArchiveProposal Resource Library

Graphic Components

Text Components

PlayBook Services adds a lot of talent to your proposal development team

PlayBook Services 8442 Willow Glen CourtManassas, Virginia 20110-4641

703-368-4981

info@playbookservices.com

http://playbookservices.com