Author: Steve

The Downside of Using Proposal Templates

While it may seem logical to copy the format and content of a previous successful proposal, in reality, each proposal must be custom written to address the specific requirements of the RFP and the government agency’s intent, goals, and mission.

Using Template Samples

Using descriptions of methodologies and approaches your company developed for previous proposals will save time and highlight your specific benefits and experiences, using pre-written proposal templates will take you off track no matter how well written. Although convenient, there are several reasons they typically lead to failure:

First, content that is not customized to the RFP scope of work will typically be lacking in the contract requirements. In addition, you will not have introduced the uniqueness of your business and approach to solving the pressing needs that are defined. You want a unique approach that is personalized to the benefits of choosing your offer over the competition. Rather than presenting a proposal designed for any offer, tailor your message specifically to the needs of the agency that issued the RFP. This way you will have addressed the prospective client’s specific needs and personalizing your message shows a sincere interest in solving their requirements.

Second, a proposal template will not adapt very well to different industries. If the initial template was written for an IT project and you are offering security services, it will be quite challenging to have a good fit. Generic templates just are not very suitable across industries which may be quite evident when being evaluated by the prospective client. As a result, your credibility may be damaged and your chances of winning the contract negated.

Using Past Winning Proposals

Even using a past winning proposal as a template has many downsides. While it seems logical, you will still need to customize and adapt all of the content to the new effort. Also, over time you will tend to just cut and paste thinking that your previous winning content is a no brainer, but the truth is that you should consistently build on your previous work improving it over time.

Another important consideration is that the requirements for every industry continually change over time and can have a different emphasis than previously was the standards. The methods used in the past may no longer be relevant. Continually introducing new and innovative solutions will set you apart from the competition and demonstrate your cutting-edge methodology.

There are also copywrite and ethical issues using the work prepared by another or that may be used by a competing business. This could definitely harm your reputation and negatively impact your chances of winning the bid.

Other Downsides of Proposal Templates

There are many other harmful effects of using proposal templates which can negatively affect your competitive efforts.

Your business is unique and to stand out in a competitive bid, you want to communicate your company’s creativity and innovations. You can identify the standard approaches to the scope of work, but then provide your unique approach to delivering the required tasks. This will set you apart from those standards methods.

Starting from scratch, you will have a better understanding of the requirements which provides you with opportunities to present how you have perfected your approach and enables you to better customize your response. By using templates, you limit the possibility of expanding your efforts to explain your company’s skills and experience. Members of your team can collaborate and utilize their expertise to develop the most effective strategies instead of missing out on those opportunities.

Developing a Winning Proposal

Instead of using a proposal template sample and just regurgitating pre-written copy, to develop a winning proposal you must incorporate several necessary steps.

First, read every one of the RFP documents and get a good understanding of what’s important to the government agency who issued the solicitation. Review their hurdles and any trends in the industry. This way, you will have a good handle on the overall scope of the requirements.

When communicating, try and avoid using jargon as the evaluation team may not all be familiar with your industry. The key is to use clear and concise copy that clarifies any extremely technical language. The resulting narratives need to be understandable by non-technical reviewers.

Follow the format requirements and instructions of the RFP in detail. Use the same or similar keywords in your titles and subtitles, customizing your proposal to their exact specifications. This way they will know that you clearly understand the requirements and have responded to each one with a solution that addresses their concerns and will achieve the results that they are looking for.

At the same time, describe the differences between your methods and approach and that of your competition; why your approach is better; and support that claim with proof where you have successfully implemented those services with previous clients. Identify your project team and their experiences managing those previous contracts and how they will be using similar methods with the new contract.

Finally, your proposal must look professional without going to the extreme of having it look like a marketing brochure or magazine. Use graphics where the effect will help support the narrative and provide references that provide confidence in the methods used.

Results…

A professional proposal is a mirror of your company and your potential project team. It demonstrates your commitment and desire to professionally provide the client’s required services. Using proposal template samples, while appearing to provide a more simplified effort, in reality wastes time and effort. It’s best to target specific RFPs where you have a good chance of beating the competition, then customizing your proposal to reflect your advantages and professionalism.

This is what The RFP Firms helps to accomplish, i.e., an exceptional response that meets all of the requirements and gets noticed.

When preparing a proposal for a small business, your goal is to make a strong impression by conveying a compelling argument that gives you confidence that the proposed solution will be both effective and successful. Here are some proven ways The RFP Firm has used to achieve this goal:

Know your audience:

It is important to tailor your proposal to your target audience. Start with thorough research about your potential customer. Gather information about their background, preferences, and specific needs. By understanding their needs and values, you can personalize your proposal and make it more attractive and relevant to them. By showing this level of care, you not only show an understanding of their goals, but you also increase your chances of forming a strong bond and earning their trust.

Clearly describe your unique approach:

Begin your proposal with a concise and compelling description of your business concept. Write it in a way that clearly describes the problem your company is trying to solve. Highlight what sets your idea apart from others in the market and, most importantly, what significant value it offers. Providing a solid, well-defined foundation for your proposal creates the foundation for a clear and compelling narrative that captures your audience's attention from the start.

Provide evidence based on your previous experiences:

A small business proposal should reflect the depth of your research and your understanding of the market. Add comprehensive data, trends, and insights where relevant that demonstrate your understanding of market dynamics. Provide valuable insights into the competitive landscape, customer preferences, and market potential. This not only shows your commitment, but also reassures your audience that your business is based on informed decisions and in-depth market knowledge.

Describe your business approach:

A solid proposal should provide a roadmap for your business. This roadmap should highlight your uniqueness and show how you will meet the scope of work. Go over your pricing strategy and explain what that price is based on. You want to demonstrate the viability of your proposed solution and inspire trust by your potential customer.

Highlight your experience and key personnel:

It’s important to highlight your qualifications and relevant experience of both your company and your key personnel. Highlight any unique skills or knowledge that make you stand out in your industry. Also, introduce your team members and their expertise. Proving that you have a competent and committed team creates trust among your potential clients. It shows that your business is not just a concept but is supported by a group of professionals with the skills and experience necessary to succeed.

Describe how you will mitigate potential risks:

Understand the potential risks and obstacles your business may face. Outline strategies to demonstrate how you will address these challenges. Show that you have considered multiple scenarios and have contingency plans in place. Not only does this demonstrate your proactive approach, but it also reassures your stakeholders that you are prepared for the uncertainties that may arise in the business world.

Create an attractive and professional format in:

The RFP Firm will design your proposal with a clean, organized layout that is professional and visually appealing. Where appropriate, incorporate graphics, diagrams, and images to improve clarity and enhance the narrative. A visually appealing proposal not only makes information easier to review, but also reflects your commitment to presenting your ideas convincingly.

All narratives must be written concisely:

While providing sufficient information is crucial, it is equally important to avoid unnecessary information not requested in the RFP. Keep your proposal concise and direct. Use clear and concise language and avoid jargon or technical terms that could confuse your audience. Ensuring your proposal is focused and simple will keep the evaluator’s attention and make it easier for them to understand your ideas.

Be sure to give a final review:

Before submitting the proposal, The RFP Firm always gives it a final polish and thorough review to eliminate any spelling or grammatical errors.

Follow up:

Once submitted, be sure to request confirmation of receipt. When allowed, ask if they have any questions or require further information. This step shows your ongoing interest and commitment to your offer. By following these recommendations, you are creating a proposal that stands out and improves your odds of making it to the final review process.

Proposal formats can vary significantly based on the target industry, as different sectors have unique expectations and requirements. This is important even when preparing government proposals with very defined format requirements. Below are some of the differentiators that should be considered when preparing proposal for agencies requiring service industries that are outside standard Government contracts.

Telecommunications:

Proposal Format: Technologically Advanced and Network-Driven

Proposals in the telecommunications industry focus on showcasing technological advancements and network capabilities. These documents include detailed network architecture, scalability plans, and strategies for seamless connectivity. The format emphasizes the reliability of the proposed telecommunications solutions, data security measures, and the ability to meet the increasing demands of a connected world. Visual elements may include network diagrams, performance metrics, and simulations illustrating the proposed telecommunications infrastructure.

Space Exploration and Research:

Proposal Format: Exploration and Scientific Advancements

Proposals in the field of space exploration and research are characterized by their focus on exploration and scientific advancements. These documents include detailed mission plans, scientific objectives, and technological innovations for space exploration. The format emphasizes adherence to space agency regulations, potential scientific discoveries, and the overall impact on our understanding of the universe. Visual elements may include mission simulations, spacecraft designs, and graphics illustrating the proposed scientific experiments.

Social Media and Digital Marketing:

Proposal Format: Socially Engaging and Metrics-Driven

Proposals in social media and digital marketing prioritize socially engaging content and data-driven strategies. These documents include detailed social media campaigns, content calendars, and metrics for measuring campaign success. The format emphasizes the ability to create viral content, audience engagement strategies, and the impact of the proposed digital marketing initiatives on brand visibility. Visual aids may include sample social media posts, engagement analytics, and graphics illustrating the proposed marketing funnel.

Pharmaceuticals and Biomedical Research:

Proposal Format: Scientific Rigor and Patient-Centric

In the pharmaceuticals and biomedical research sector, proposals are grounded in scientific rigor and a patient-centric approach. These documents include detailed research methodologies, clinical trial protocols, and plans for patient safety. The format emphasizes compliance with regulatory standards, the potential for medical breakthroughs, and the overall impact on patient health. Visual elements may include scientific diagrams, patient testimonials, and illustrations showcasing the proposed medical advancements.

Automotive and Transportation:

Proposal Format: Innovative and Sustainable Mobility

In the automotive and transportation sector, proposals are centered around innovative and sustainable mobility solutions. These documents include detailed plans for vehicle design, fuel efficiency, and emission reduction strategies. The format emphasizes the integration of cutting-edge technologies, safety features, and adherence to environmental standards. Visual aids may include 3D models, simulation videos, and concept designs to showcase the proposed advancements in automotive technology.

Sports and Fitness:

Proposal Format: Athlete-Centric and Performance-Driven

Proposals in the sports and fitness industry revolve around athlete-centric programs and performance-driven initiatives. These documents include detailed training regimens, performance analytics, and plans for athlete development. The format emphasizes the expertise of coaching staff, the potential for athlete success, and the overall impact on the sports community. Visual aids may include training videos, athlete testimonials, and graphics illustrating performance improvements.

Entertainment and Media:

Proposal Format: Creative and Audience-Centric

Proposals in the entertainment and media industry are crafted to captivate audiences and showcase creative concepts. These documents include detailed project outlines, creative storyboards, and marketing strategies that resonate with the target audience. Visual elements, such as teaser trailers, concept art, and promotional materials, play a crucial role in conveying the proposed entertainment experience. The format emphasizes the uniqueness of the content, audience engagement strategies, and potential for widespread appeal.

Fashion and Apparel:

Proposal Format: Trendy and Brand-Centric

In the fast-paced world of fashion and apparel, proposals are designed to reflect the latest trends and brand identity. These documents include detailed fashion collections, branding strategies, and marketing plans that resonate with the target audience. The format emphasizes the uniqueness of the proposed designs, the brand's story, and the potential for market success. Visual elements such as fashion sketches, mood boards, and sample garments are crucial to convey the proposed fashion concepts.

Art and Culture Preservation:

Proposal Format: Cultural Heritage Preservation and Public Engagement

Proposals focused on art and culture preservation aim to safeguard cultural heritage and engage the public. These documents include detailed plans for artifact preservation, public exhibitions, and educational programs. The format emphasizes the importance of cultural preservation, community involvement, and the proposed initiatives' contribution to public awareness. Visual aids may include images of artifacts, exhibition layouts, and graphics illustrating the historical significance of the proposed projects.

In navigating the diverse landscape of industries, it becomes evident that the art of crafting a proposal extends beyond a standardized template. Each industry demands a unique blend of technical precision, creative innovation, and alignment with specific values. The proposal format serves as a canvas where industry-specific expertise, vision, and strategic thinking converge to create a compelling narrative.

As Government agencies across industries evolve and face new challenges, the adaptability of proposal formats becomes paramount. Proposal writers must stay attuned to industry trends, technological advancements, and changing stakeholder expectations. The narrative structure, visual elements, and emphasis on key components will continue to shape the effectiveness of proposals across diverse sectors. Leveraging the industry expertise of our clients is how The RFP Firm ensures that the client’s unique experience is highlighted and differentiates them from the competition.

Moreover, the narrative within proposals should be dynamic, conveying a sense of adaptability and foresight. Whether addressing sustainability in environmental proposals, showcasing cutting-edge technology in IT proposals, or emphasizing patient-centric approaches in healthcare, the narrative should resonate with the unique needs and aspirations of each agency.

In conclusion, the narrative within business proposal formats is an ever-evolving story that intertwines with the dynamic landscapes of industries. Even within the constraints of a Government required format, it is a strategic tool that not only communicates information but also builds a compelling case for the proposed initiatives. At The RFP Firm, we integrate industry specific expectations with the agency’s RFP requirements. As industries continue to redefine their priorities and goals, the narrative within proposals will play a pivotal role in shaping the future of innovation, sustainability, and progress across diverse sectors.

Understanding How to Format a Proposal

Putting together proposal that effectively sells your services to a client is an important step in the proposal writing process, however it still needs to look great and often requires mastery of the proposal writing format. Formatting a proposal can be intimidating, there are many different design tools, word processing programs, aesthetics, and printing options. Proposal consultants at The RFP Firm understand how State and Federal Government evaluation teams review proposals and know the best way to format your proposal to increase probability of contract award. This article is designed to provide a basic outline of proposal formatting techniques that can strengthen your proposal when used thoughtfully and strategically.

Understanding Government Proposal Evaluation Teams

Before you can understand how to format a winning proposal, you need to understand how the Government’s evaluation team will judge your proposal. It’s nearly guaranteed that the initial review of your proposal document will be speed read. The evaluation team will be looking to quickly understand your organizations services, capabilities, budget or costs, and other important details. Hopefully at some point in the consideration of your proposal, it will actually be read thoroughly. But in order to make it to that stage, your proposal document must support speed reading. The format of your proposal should provide for easy identification of key details and evaluation criteria. The RFP Firm proposal consultants are familiar with the style Government evaluation teams prefer.

High Quality Title Page

The format of a title page is flexible in proposal writing, many RFP solicitation do not specify any criteria for a title page other than simply containing the solicitation number, RFP title, and your organizations information. Because of this, the design and format of your proposal’s title page can be anything, as long as it maintains professionalism, legibility, and that it remains appropriate for the industry and government organization putting out the solicitation. Proposal documents are often called: “Proposal for XYZ Government Agency.” This does nothing to highlight the benefits your organization is offering to the client, and it can even be boring. Thus, many organizations miss out on the opportunity to immediately sell your proposal based on the general appearance of the title page, and the title itself.

Table of Contents and Headings

Speed reading through a document is much easier with a table of contents. This table consists of each heading and subheading throughout the proposal, along with their associated page number. Every distinct topic in your proposal should have its own section with headings and subheadings. Readers can become easily overwhelmed if a cluttered wall of text is just laid out in front of them. Breaking the text out into small paragraphs and outlined sections enables your readers on the evaluation team to visually digest your document much more easily. Section titles are another opportunity, the way each heading or subheading is worded does not always need to be a simple description. Headings and subheadings can also be persuasive and help to compound the overall impact your proposal has on the reader.

Negative Space

It is important to maintain an amount of negative space in your proposal writing format as it gives the document an accessible and modern appearance. Not to mention gives the reader places to take a breath and rest their eyes. Keeping consistent spacing and formatting can help to achieve this in many ways. Maintaining margins outlined in the RFP, along with breaking up large paragraphs into smaller ones and additional space between paragraphs or sections can be very effective.

Tables and Lists

It is crucial that important or bulky information is presented to the evaluation team concisely, often achieved through the use of tables, lists, or figures. These formats naturally draw the eyes of the reader as they are easy to recognize and evaluate. Plus, their separation from paragraph format can add visual importance to that information. Detailing costs of services at various levels could be very overwhelming in paragraph format, however when put into a table with clear headings, rows, and columns that information can be much more quickly and easily accessed by the reader. The same goes for lists, if you were to list out the various responsibilities of your management team in paragraph format, it would be difficult to digest, but when put into a simple bulleted list outlining each manager’s name, title, and responsibilities it becomes easier to read, remember, and reference.

Proposal Formatting Specifications

Usually State or Federal Government agencies provide very particular formatting specifications. Many proposals must be submitted with specific sections in direct response to RFP sections. Government RFPs often provide document length, font size and font type instructions, some are much stricter than others, for example usually Federal RFP formatting specifications differ from State specifications, which can differ State to State or even County to County. Regardless of the directions of the RFP you are bidding on, they must be followed to a T in order to prevent early disqualification.

Visual Appeal and Graphics

Despite strict specifications there is often flexibility when it comes to the overall proposal aesthetic, as long as it meets certain qualities and maintains a professional proposal writing format. Your proposal document should look and feel complete. The design of the document needs to be appealing and encourage the readers on the evaluation team to continue considering your proposal for award. Images and graphics should be inserted only when they enhance the bid, and never distract the reader from the core content. Many organizations strive for standardization as well, if they maintain a consistent proposal writing format over multiple proposals they are submitting then their name, aesthetic, and professionalism becomes much more recognizable. However, templates should be sited with caution, every proposal is unique, and this is the very reason why proposal consultants at The RFP Firm make a custom template for each and every proposal they work on. This ensures that every aspect is compliant with the solicitations format specifications, along with maintaining brand consistency and that all the content is laid out in an easily digested format.

Conclusion

Seeking out the help of experienced and professional proposal writing consultants like those at The RFP Firm ensures a consistent and high-quality proposal writing format, along with raising probability of contract award.

Small Business Proposal Tips & Tricks

There are many keys to preparing a government proposal for services by a small business. First is to understand that most government agencies (federal, state, and local) provide incentives for small business. This is often in the form of a set-aside where you must be a small business to qualify or additional points in their evaluation process when scoring your proposal.

Small Business Certifications

As a small business, you need to get certified in one or more categories including Small Business Enterprise (SBE), Historically Underutilized Business (HUB), Minority-owned Business Enterprise (MBE), Woman-owned Small Business (WOSB), Veteran-owned Business Enterprise (VBE), etc. Often, there are benefits that target these businesses or require subcontracting to meet the requirements.

At the federal level, and most local government agencies, government RFPs must follow the Federal Acquisition Regulations (FAR) when preparing agency proposals. FAR provides specific instructions on how they should organize the content and what sections need to be included as well as how the proposal is to be evaluated. As a result, these documents can be quite lengthy and details, often confusing as well to the novice. The main document of an RFP can be anywhere from 10 pages to many hundreds, plus all of the forms and other reference documents.

Registering Your Business

Most government agencies require you to register on their website as a prospective vendor. This way they have your basic corporate information and will set you up to receive any regular updates to the proposal, i.e., notices, amendments, addenda, etc. For federal solicitations, the government’s SAM.gov website is the primary location. You will need your federal tax id number or Employee Identification Number (EIN) and other basic corporate information. Once registered, you will receive a Universal Entity Identifier (UEI) Number and CAGE Code. This information is required for bidding on federal contracts.

A NAICS (North American Industry Classification System) number will enable the federal government to identify your area of business. Often you will need to identify several NAICS numbers to represent the breadth of your business. The Small Business Administration (SBA) can help with identifying these classifications.

Proposal Content

When responding to an RFP with a small business proposal, you will be competing with many other contractors so your responses to the specific requirements must be exact, to the point, but also set you apart as much as possible. This is typically accomplished by emphasizing your differentiators and other unique benefits that you bring to the contract.

The first step is to outline the content required for each and every section and volume of the proposal. Cover every single item including any compliance requirements. Then, as you start pulling together the content and completing all required forms and attachments, you will ensure that every section has been addressed and you are one hundred percent compliant.

If you are approached with an RFQ, Request for Quote, you have a much simpler job since the agency is mainly interested in the details of what it will take to accomplish their goals and a range of pricing so that when putting together the final RFP, they will have more confidence that their scope of work is viable. These are informal requests that do not normally lead to a contract.

Pricing

Eventually, your proposal will become part of the government’s contract, so your pricing should be clear and concise and not subject to misinterpretation. Support your pricing information with facts and other data. Often, they are looking for “reasonable” pricing which means that when compared with other bidders, you are within a reasonable percentage range of the average price being proposed. A proposal can get be considered unsatisfactory if it is either too high or too low, indicating that you may not fully understand the requirements. On the other hand, if the pricing criteria is a LPTA (Lowest Price Technically Acceptable), then you must propose the lowest price in order to win the bid.

Finding Government RFPs

Many firms looking to bid on a small business proposal find it very time consuming to find RFPs that they would be interested in bidding on. This process is often difficult and confusing. To help, there are several websites that offer subscription services where they go out and research the entire country for federal, state, county, and city RFPs. Then, they are able to send you specific solicitations that meet your selection criteria based on keywords and industry classifications you have identified. Once identified, responding to government RFPs can be very profitable. Contracts are typically 3-5 years with additional option years or even longer.

Federal, and most state agency, RFPs are required to comply with specific guidelines for issuing, preparing, and evaluating proposals submitted in response to vendor RFPs. The federal government especially has very detailed procurement guidelines that help to provide transparency and most government agencies must list their contract opportunities publicly.

This is not always the case though as there are times when the list of vendors has been prescreened and RFPs are sent only to those select companies. For example, the agency may be looking for a local company with state certification in their industry, so they acquire a list of companies certified by that industry’s association.

Should You Submit a Bid or Not?

Make sure that you are responding to an opportunity where you have the background and experience, that you have the key personnel and staff, and the financial resources to support the contract.

Review the Scope of Work/Services to ensure that you are a good fit for the required services. If you are an excellent fit for only a portion of the contract, you can create a Joint Venture entity or partner with a qualified sub-contractor for those other areas of expertise. This is quite common.

You need to have the time and resources to follow the guidelines in the RFP and read every word to ensure that you address all instructions and follow every compliance requirement. Even things like a requirement to have 1-inch margins can get you disqualified if not followed. The RFP Firm can help you prepare a compliant proposal that leverages your company’s strengths.

Your final deliverable should be double-checked to ensure that you have addressed all instructions and every requirement.

Top RFP Companies: The RFP Firm Crafts Successful Proposals

Proposal writing companies provide assistance to contractors in preparing responses to government RFPs (Request for Proposals). Services can include help in deciding a go or no-go decision. Based on a match and decision to move forward, The RFP Firm will take on the responsibility as the proposal manager/proposal writer for preparation of a technical proposal in response to that specific RFP. Services will include developing detailed outlines of the content requirements for each volume and ensuring that all compliance requirements are met. The components may include a Technical Approach, Management Plan, Staffing Plan, Schedule of Deliverables, Quality Control/Quality Assurance Plan, Price Proposal, etc.

Client Concerns Related to Proposal Writing and Preparation

Contractors seek help from RFP companies to craft successful proposals for many reasons:

• You may not have the staff or time to prepare a high-quality proposal.
• Concerns often relate to a clear understanding of the bid requirements.
• They may not understand how to integrate a winning strategy against the competition.
• Past attempts writing proposals have not proven to be successful.

Customized Proposal Writing

Qualified RFP companies will have had experience at all levels of government and in every major industry where the proposal content must be customized to address specific requirements of the scope of work. The truth is that each government solicitation requires development of a custom response without the use of off-the-shelf templates. Every component/section will be optimized to the exact requirements, providing the necessary information in the form and context requested.

Federal RFPs utilize a section L: Proposal Instructions to provide an outline of the information required for each section. In addition, either a compliance matrix or detailed table of contents will identify each and every RFP requirement to enable the evaluators to easily find the information that they are looking for.

Key Success Factors

Understanding the key success factors helps to optimize the content throughout the process:

• Knowledge of the specific pain points experienced by the agency.
• Strategies proven to successfully implement previous projects similar in scope.
• Differentiation from competitors by offering a unique technical approach.
• Understanding potential roadblocks and articulating how to overcome them.
• Leveraging current technologies to reduce cost and achieve reliable outcomes.
• Submitting a reasonable price/cost proposal in line with industry norms.

Professional Proposal Writers

Over the years a professional proposal company will have optimized their proposal management approach that both reduces time and costs while leveraging the best strategies for developing winning proposals. By understanding priorities and win strategies, a successful management system will maximize time spent and meet pre-set deadlines.

Successful proposal writers provide detailed reviews of both the RFP documents and the client’s company information. Effective content will be adapted to demonstrate the competence and qualifications required to meet all of the tasks within the scope of work. We take our client’s information and edit, rewrite, and optimize it for use within the RFP response. In addition, we balance that information with industry specific market research.

Specific tactics used when writing government RFPs include tracking priorities, tasks, and milestones against RFP deadlines. Steps in the process include:

• Preparing a high-quality template with the appropriate cover sheet in compliance with the RFP requirements.
• Writing a Cover Letter and often an Executive Summary highlighting key benefits.
• Emphasizing your company’s unique value proposition together with proofs that you have successfully used this approach with previous clients.
• Ensuring that all compliance requirements have been met.
• Outlining the content requirements as detailed in the RFP proposal instructions.
• Utilizing keywords and dialog used in the RFP to create a common language.
• Proving that your company can meet the SOW and why your methodology is best.

Subject Matter Experts

Companies not familiar with proposal writing sometimes have the impression that the proposal writer can just write all of the content requested in the RFP, but without hiring subject matter experts to articulate the technical approach, which can be quite costly, it is not possible to provide an honest description of how the company with accomplished the required services.

Each company has its own methods, expertise, and experience. This information must be described by internal experts and uniquely positioned to set the company apart from other competitors. For example, management team members of a small business are the experts at what the company does and how they do it. The proposal writer needs this information to incorporate into the proposal content.

The proposal writer will ensure that the content addresses the specific information requested in the RFP and edits that information for grammar, punctuation, content clarity, and voice. In addition, the company’s value proposition will meet and exceed the expectations of the government agency.

The RFP Firm is one such company that prepares winning proposals for small and medium sized businesses across the United States.

Create a Winning Proposal by Creating a Custom Winning RFP Proposal Template

Key to writing a winning proposal is to create the right balance between providing too much content and too little. Be sure to answer all potentially lingering questions, but do not provide more information than what is being asked for. Remember that the evaluation committee will be measuring how well you provided responses to the information requirements and that is what they will be looking for.

Steps to Success

At The RFP Firm, one of the critical steps we use to prepare an RFP Proposal Template to ensure that all content requirements presented in the RFP are addressed. To do this you will want to:

• Identify your proposal team and who does what.
• Create a list of questions that you have about this particular project. This might include:
  • Who are we competing with?
  • Which past projects are most relevant to this contract?
  • What types of challenges are expected to occur during the contract period?
  • What are the key issues identified in the RFP?
• Review the legal issues and contract terms and conditions and identify any compliance issues that will need to be acknowledged.
• Outline the content requirements from the instructions section of the RFP.
• Break out all forms that will need to be included in the proposal.
• Organize the content according to the RFP instructions, but also decide where the most appropriate location is for the cover letter, forms, and additional attachments.

Most RFPs will describe how the proposal will be evaluated and what sections are more important that others, thereby letting you know where to put your major effort.

Customize the Proposal Template

Your proposal template must be customized to fit the requirements of the particular RFP. Everyone will be different even from the same agency, so start from scratch on each and make no assumptions about what should or should not be included. This is assuming that the proposal is solicitated by a government agency. Unsolicited proposals require a completely different strategy which we will leave to a different discussion.

Identify the various components that will be included, which typically will include:

• Cover Sheet
• Title Page (if printed)
• Transmittal Letter
• Table of Contents
• Executive Summary
• Various Content sections
• Price/Cost Proposal
• Required Forms
• Attachments/Exhibits

These are often broken out into separate Volumes to enable different resources within the evaluation committee to be able to review one particular section without bias.

Often, specific information is to be included on the Cover page so be sure to identify the content that has been called out for inclusion. A Transmittal Letter is sometimes requested, but even when not, it is good to include along with an Executive Summary to introduce the reader to your company and give them some background as to why as contractor you will be able to exceed their expectations.

Keep your Transmittal Letter to no more than two pages. This is true also for the Executive Summary as the key information to be evaluated will be presented throughout the proposal with support and proofs ensuring that you are creating confidence in your company’s ability to provide all of the requested services with a successful outcome.

A detailed table of contents can also serve as a cross-matrix to show that you have addressed all of the RFP requirements. Using headers and sub-headers that match those used in the RFP enables the evaluators to easily find what they are looking for.

Key Proposal Content

Background: Initially provide your understanding of the background of the project explaining the current state of the problems and your interest in helping the agency solve them. Provide industry knowledge to help get your message across and prove that you have the know how to tackle the issues at hand. You might even want to take a deep dive into the problem and how you have successfully solved similar problems in the past for other clients.

Your Solution: Identify your knowledge of the problem, how you have address similar problems in the past, how the problem and typically been addressed in the industry, and why your solution has proven to be more effective at fixing the problem. In your technical approach identify your vision and discuss the details of your methodologies, important milestones, and potential schedules. Provide details of your project team, their experience, qualifications, and responsibilities. Include a quality control program that helps to ensure project success by measuring and reporting on the project’s progress. Describe how you will do that, what metrics are used and how you will share the results of your QC program.

Project Deliverables: Gaining confidence is key throughout the proposal and one way to support this is to share your list and schedule for the project deliverables. Provide enough detail so that the agency can visualize the project as you describe it and visualize the end goal.

Required Resources: Share details of the resources you will be assigning to this project, including staff, materials, and costs. You project budget should include all supplies needed to implement the project from start to finish, including manpower. Your cost breakdown should identify why you need those specific resources and what they will be used for so that they understand and provide the buy-in you want. Keep this information toward the end of the proposal so that you have already established their support for what you are proposing.

Conclusion: In your RFP Proposal Template, provide space for a final summary and brief overview of what you have proposed so far. Emphasize the most relevant and important evidence that proves they will receive a successful outcome. Include any additional graphs, charts, etc. that support your conclusions.

Why Your Business Needs Proposal Consulting Services

For most companies, proposal writing can be very tedious and time consuming without the proper assistance. However, with the help of an experienced proposal consultant, like those at The RFP Firm, your proposal writing process can become expedited, less stressful, and result in an improved outcome. Proposal consultants have the knowledge and expertise enabling them to fully understand an RFP and thus respond to said RFP much more effectively by creating a high quality proposal.

Understanding and Effectively Responding to an RFP

A winning proposal is not just about meeting all the RFP requirements and providing competitive pricing. Often it is necessary to seek the assistance of a proposal consultant, someone who is really able to read between the lines of an RFP and understands what the Proposal Evaluation Team is looking for. This type of help will separate your bid from the competition. All organizations responding to an RFP answer the same questions, but a quality proposal consultant maintains knowledge of those extra things beyond RFP guidelines that will aid in bid award.

Possessing a thorough understanding of what works and what does not work for specific government contracts, is required to go above and beyond in the proposal writing process. An experienced proposal consultant will have the wide breadth of experience needed to make those crucial decisions, collect the proper resources, and provide your organization with a competitive proposal within the specified timeline.

Reliable and Consistent Proposal Management

Despite their best intentions many professionals are not able to provide a full-time commitment to proposal management because they are already too busy with their daily responsibilities like managing their business and employees. It is this exact reason that many organizations seek out professional proposal consulting services at The RFP Firm. Our consultants are able to provide full-time proposal management and oversight ensuring the production of a high quality and competitive proposal, while simultaneously taking the burden of proposal management off of core staff, that way employees do not become overworked and producing a lower quality proposal is avoided.

The RFP Firm consultants are trained to understand everything involved in the proposal process and possess the experience to execute each stage efficiently. We are experts at coordinating reviews, consulting with subject matter experts, and ensuring that companies do everything possible to raise the probability of a winning bid, thus seeing a return on their investment in proposal consulting services.

Improve your Return on Investment

It is likely that your company has begun investing time and resources into planning your RFP response, even before fully accepting to take on a specific RFP. It can take months of planning and hard work between many individuals within an organization to create a Proposal. A poorly planned proposal process can create a lot of stress, an added burden on employees, and ultimately cost more money. Hiring a professional proposal consultant increases your organization’s likelihood of winning a contract and helps to ensure time and resources are used to their greatest effect, thus increasing the probability of seeing a greater return on investment on your efforts.

Procedural Compliance

Large corporations and government entities usually have strict procedures set in place in regard to the award of contracts. Often there are a slew of complex forms and documents that must be filled out and responded to correctly, if not done properly those forms and documents are often the reason for not being awarded the contract. One of the many things The RFP Firm’s proposal consultants do is ensuring that all paperwork is filed and submitted properly, even if it is only a formality. This raises your chances of contract award, as well as guaranteeing that your organization will be paid for the services it provides.

Leverage In-House Expertise Effectively

Proposal managers have experience entering new business environments and effectively managing new people with different roles and personality types. This profession demands that such proposal managers, or proposal consultants, must learn quickly and leverage their previous managerial experience to get the most from the proposal team they are working with, regardless of how large or small that team is. A proposal schedule helps to maintain a specified timeline for pulling together the content for each section and sub-section, for every volume of the proposal. Often, your organization’s internal point of contact can be used as the funnel for dispersing and collecting information between the proposal consultant and your organization’s staff.

Marketing Purposes

Sometimes submitting an unsuccessful proposal, when done properly, can be a great way to get your foot in the door with a prospective client. Even though they may have chosen a different provider for the project you submitted your proposal to, if they are impressed with your proposal they will probably remember you and retain your information for potential future projects. It becomes obvious that writing a professional and effective proposal can help you to build and safeguard your consulting business.

Takeaway

Accepting to take on an RFP, creating a high quality proposal in response, and submitting that proposal is a huge undertaking that can be well worth the time and money when done correctly. Hiring a proposal consultant is the perfect way to ensure that your organization is able to create a compelling and competitive proposal, and that the proposal process runs smoothly from start to finish.

Writing an Interesting Proposal

It is important that you understand the government agency’s needs for the services requested as this is the first step in their gaining confidence in your firm’s ability to deliver the required services. With some proposal consulting and coaching, like that offered by The RFP Firm, you’ll be able to submit an interesting proposal that communicates you understanding as to why it is important, why it is timely, and why your company is uniquely suited to provide the services being requested.

Each RFP is going to be different, but there are some basic strategies when proposal writing that apply for almost every proposal regardless of the subject matter. Your proposal will be setting the stage for the government’s expectations as to how you will execute the contract, so it is critical to present your vision for the project up front, describing when the various tasks will take place. Even though the technical specifics will differ for each project, there are key aspects that will be the same across most proposals. The first is gaining their attention and convincing them that you are the right contractor to work on the project versus other firms who are submitting competing bids.

When writing your technical approach think about what issues you think are really important. This is where you have an opportunity to think long-term, so focus on the biggest problems you see that need to be solved and the best ways to solve them. Describe the best methods to solve it and the best people to work on it, even if you know that your approach may evolve over time.

Developing a strategy

Often, writing a project proposal can take some effort, but it is a requirement for winning the bid. View proposal writing as part of the project. Think through strategies that you have used successfully with other clients and adapt those approaches. This can take a lot of time and reflection but solving even simple problems can require spending time to understand the deep underlying structure of the problem, so think broadly to see if there are approaches from other disciplines that might be able to help. The ability to relate the structure of the problem with the correct strategy can result in a successful approach.

Think about the different possibilities and adapt your strategies to the problem. This can take time, so don’t think that you can just cut and paste what you may have designed for a previous proposal. Consider the problem at hand and develop a strategy to solve it. This is one of the most important parts of the proposal project.

Key issues to address

Each proposal needs to address the following:

• Why are the most important issues?
• How can these issues be successfully resolved?
• Why it is important to implement the correct strategy and what could happen if not done correctly?
• Why your company is the best option to solve the issues at hand?

Your main goal is to convince the evaluators that your firm can solve their problems with the lowest risk. You’ll need to convince them that your firm has successfully done this with other clients in the past, that you have the key personnel with the relevant experience, and you have the financial resources to manage the entire project from beginning to end.

Understanding the problem from their point of view

The problem you are proposing to solve may be affected by new circumstances or the reemergence of an old problem. Or it may be a new problem that has been impacted by new issues not relevant in the past related to technology or environmental changes. Understanding these changes will help to communicate your solution in a way that demonstrates that understanding and that you understand the importance or urgency of the solution.

Why your company is the best choice

One of the key determinants in the evaluation process is deciding which firm to award the contract to when several appear to be qualified. They may understand your company has the experience and you have a high-quality project team, but why choose you?

The key is to convince the agency evaluators that your company is uniquely qualified to do the job. Identifying what you have that your competitors do not is one of the most effective strategies. This might be specific experience, certain methodologies, your key personnel, or additional value-added services. In addition, if possible, provide a vision of the outcome that goes beyond what they may be looking for and creates excitement in anticipation of your results. If done right, this could even provide you with future work beyond what is specified in the current RFP. With the proper proposal consulting, you should be able to show that your vision is realistic and that your team is qualified to execute that vision.

You’ll need to articulate what resources you have available, i.e., people, partners, resources, and specific key personnel that you bring to the project. Identify where in the project these resources will have a role.

Demonstrate that you understand the issues and provide a comprehensive plan that shows how your team members and resources fit together and the importance of each in your plan. While developing a successful team and partners can take time, it should ultimately result in a better project under your leadership as the project coordinator and driving force.

Provide a vision of the Ultimate Outcome

One last thing when proposal writing is to make your proposal grasp the reader’s attention by telling a story. This can be based on the founding of your company and how you came to have developed the expertise that you bring to the project. Show your compassion for the services rendered and how that leads to consistently providing every client with the highest quality that will exceed their expectations. Identify the problem and how you came about developing your strategy and methods for solving that problem that is unique to your approach. Discuss the difficulties that you came across and that most contractors face, and then describe how you came up with your approach resulting in extremely satisfied customers for whom you have continued to provide services. Describe how, in the past, you used an approach that is typical in your industry, but that your unique approach has set you apart from your competitors and has led to highly satisfied clients over the years.

Leave the reader with a feeling that going with your firm will result in high satisfaction with the end results and that failure to do so would result in a missed opportunity that will improve the image of their agency.