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.