how to write a winning technical proposal · 2020. 3. 6. · technical proposal writing is...

HOW TO WRITE A WINNING TECHNICAL

PROPOSAL . . .

. . . From a contracting officer’s perspective

√ Federal technical proposal writing is significant business expense.

Given the amount of competition winning proposals have to be outstanding.

√ Government contracting is a world with its own language and rituals.

Miss a step, assume that the way you have always done it will work . . . there will be ten other contractors trying to step over you!!

√ Contracting regulations are generally established on lessons learned, usually as the result of a claim/court decision. As a result, the Government is 100% procedure driven.

. . . well, the Federal Government is the largest consumer of goods and services

2019 $4.45 Trillion

Contracts in the State of Washington:

2019 $66.4 Billion for 200,738 transactions 2018 $61.1 Billion for 145,853 transactions2017 $57.6 Billion for 123,422 transactions2016 $54.3 Billion for 132,352 transactions

SO WHY DO IT ?????

While the Federal Government is the biggest sponsor of competition and social economic programs to develop and grow businesses – contracting opportunities are becoming increasing more difficult and a preparing a winning proposal more critical.

Several years ago, a new Multiple Award Construction Contract (MACC) was awarded by NAVFAC NW to 6 contractors. 29 offers where received. The two phase process reduced the field from 29 to 15. Only the A+ proposals were moved forward. Average and above average evaluations just didn’t cut it.

The MACC was awarded with a base and 4 options or up-to-value of $99M. Depending on the Government’s budget, it could be 5 years for the next opportunity.

(1) READ AND UNDERSTAND THE SOLICITATIONS

(2) FOLLOW THE INSTRUCTIONS WITHOUT EXCEPTION – HELP THE READER

(3) WRITE TO THE CLIENT – LOWER THEIR RISK

(4) INVEST IN A THOROUGH “RED TEAM” REVIEW




(4) INVEST IN A THOROUGH - “RED TEAM” REVIEW

TYPES OF SOLICITATIONS

UNIFORM CONTRACT FORMAT

FORMS

PARTS OF THE SOLICITATION

SOLICITATION NUMBERING SYSTEM

CLIN, SUBCLIN, ELIN

CLAUSES VS. PROVISIONS

REPS & CERTS

SUBMISSION/EVALUATION CRITERIA

Be visually appealing and indestructible Use the exact same proposal, tab, paragraph, task

numbers specified Mark every page Keep every element short and to the point. Never exceed the page numbers AVOID narrative - “Bulletize” wherever possible Never mirror the requirement back – Quantify

and Qualify every requirement Do not make assumptions for the reader Break the flow of the document into columns for

ease of reading

TECHNICAL PROPOSAL SHOULD . . .

Use bold headings, italic text, borders and color to separate and emphasize the sections and cut the monotony

Use the specified font - or if not specified, a font that’s easily readable, preferable sans-serif fonts. Sans-serif simply means without serif, or the decorative strokes on letters

Font size no smaller than 12 pt Ensure consistency Add image(s) Include a logo for company recognition and use

the company name in it’s entirety if possible

TECHNICAL PROPOSAL SHOULD . . .

Within 5 years Design/Build BEQ/Living

Quaters LEAD (Silver) 125,000 SF

6.1.1.1 organization and management narrative:

Provide a brief but concise written summary of the organization and the approach to management. The narrative shall address both the approach to managing the project included in the scope of work and the approach to managing multiple projects located in remote areas. Describe the organizational resources of the company and how their resources will be utilized. Clearly describe all teaming or joint venture arrangements, including a clear description of each firm’s roles and responsibilities on the project (i.e., Design, construction). A copy of the teaming or joint venture agreement(s) may be appended to the plan (not included in the page limitation). Discuss any contractual arrangements that have been established. Identify the design team and describe the role of the design team during construction. Identify your procedures for safety and quality control throughout the design and construction process. Discuss your ability to perform work at multiple project sites throughout the country.

6.1.1.2 organizational chart

Include a simple organizational chart, illustrating the lines of communication within the proposed organization and the key personnel proposed for the specific project included in the scope of work. The chart shall clearly depict the names or positions of key personnel, including the company owner(s), design lead, design team, project manager, site engineer, quality control manager, safety manager, and any other key personnel the contractor proposes to complete the work.

TECHNICAL PROPOSAL REQUIREMENT

Dick ClarkProject Manager

Rubert StoneQuality Control and Safety

Manager

KAN NING LAMConstruction

Supervisor

SOANG TEIJINMechanical & Electrical

Supervisor

LEE SOO LANSite Safety, Environment &

Health Officer

LOCAL DESIGN COMPANY LOCAL CONSTRUCTION COMPANY

Martha Stewart, AIADesign Advisor

ANDERSON HILL CONSTRUCTION

JON HILL WORKS

Writing a government-contract proposal may not seem much like writing a novel or newspaper article, but one adage remains true in all these cases: it's almost impossible to properly edit your own writing. You've spent so much time on the project, it's difficult to separate what you mean to say from what you've actually said, and spotting inconsistencies can be tough.

“RED TEAM” REVIEW

1Completeness – Is every requirement in the RFP fully addressed? Consistency – Are all sections formatted the same way and in the same font? Are units, terms of measurement, etc., consistent throughout, and in keeping with the RFP requirements? Terms, names, companies, etc?

Checklist: Binder, tabs, paragraph and titles, page count, required forms

Correct title, project, solicitation number, client reference General appearance: margins, font, headings, format

(paragraph, indents, use of white space, etc), excessive text Names, acronyms, titlesN

o R

ead

Checklist: Requirements addressed ? Correct title, project, solicitation number, client reference General appearance: margins, font, headings, format

(paragraph, indents, use of white space, etc), excessive text Names, acronyms, titlesRea

d

2Compliance – Do all sections conform to relevant guidelines and regulations? Does the proposal explain how the work will be accomplished or does it mirror the clients requirement back to them? Coherence – Is there too much use of technical jargon? Can a layman read and understand it? Is every section clearly written?

No

Rea

d

Required information addressed States how, not what ~ do not mirror back Information relevant Statements quantified or qualified Tell a story (translated properly) - use of technical jargon Sections build on each other without contradiction Understandability (without explanation) Ease of reading

Rea

d

3 Correctness – Are there any grammatical or spelling errors? Proper use of nouns? Limited use, and proper use of acronyms? Vague, useless, boastful, legal, unnecessary qualifiers, weak, and repetitive words, terms or statements?

Spell check Grammar check 100 words or phrase not use Use of white space/balance of type (use of bullets) Professional appearanceN

o R

ead

Ease of reading. . .this is not a thesis (commas are free, two spaces after a “.” is not criminal)

Maximizes use of space

Rea

d

WORDS TO AVOIDCRUTCH WORDS – Used when writers don’t understand what to say

• We understand your requirements

• As appropriate

• As necessary

• Within the timeframe

• We are a full service organization

• We will comply with the EM385

√ WEAK, TIMID WORDS - Cause doubt• Believe, think• Feel• Strive• Attempt• Intend, • Might , may, can

√

WORDS TO AVOIDBOASTING WORDS – Exaggerate or overstate facts ~ delivery trap,

• Top-quality, world class• Uniquely qualified• Best-of-breed tools • have industry-standard processes • have state-of-the-art technology • leaders in their market• Expert• Guarantee

√VAGUE, USELESS WORDS

• We are pleased to submit this proposal

• We are enthusiastic about this work

• We are committed to top quality

• We are looking forward to working with

√

WORDS TO AVOIDREDUNDANT WORDS

• Actual experience• Past history• Advanced planning• Close proximity• Consensus of opinion• 6-month period• On a daily, weekly monthly basis• Responsible for managing• With regard to

√MIRRORING STATEMENTS

• We follow the EM385 or OSHA standards

• We will implement 3-phases of quality control

√

WORDS TO AVOIDUNNECESSARY QUALIFIERS

• Absolutely certain• It goes without saying• Now and again• Comparatively• Thoroughly• Needless to say • highest level• Seamless operation

√ √SLANG

• We are hitting the ground running• Rolling out the red carpet with seasoned managers

LEGAL WORDs

• Assure, insure, ensure• Guarantee• May, shall• Should

√

WORDS TO AVOIDNEEDLESSLY LONG WORDS

• Ascertain (learn)• Encompass (include)• Enumerate (list)• Illustrate (show)• Initiate (start)• Irregardless (is not a word)• Methodology (method)• Substantial (large)• A number of (several)• Utilization (use)• In accordance with (per)

HIDDEN VERBS

• Arrived at the conclusion(found)• Came to an agreement (agreed)• Gave a demonstration (demonstrated)

• Gave an explanation (explained)• Has a requirement for (requires)• Has a need for (needs)• Held a meeting (met)• Performed an analysis of (analyzed)

√ √

Dear Technical Review Board:

Anderson Hill Construction is pleased to present our technical qualifications for the Children’s Hospital Assistance Design-Build construction projects China. Our team’s experienced management staff, relevant experience, and highly rated past performance demonstrates a proven history of providing well-managed, high-quality, cost-effective contract execution. We feel our team’s qualifications are precisely the attributes the Government is looking for in a MATOC contractor, including, but not limited to, the following:

• Successful project experience. AHC has successfullymanaged the design and construction of numerous projects ranging from modest renovations to replacementgeneral hospitals, clinics, schools, homes. AHC both develops critical health care infrastructure and trains Chinese engineers and project managers in executing development projects of this type. Working closely with local government, AHC develops programs, oversees design consultants during the design process, and manages the construction of the project from inception to completion, including procurement of equipment and furnishings. AHC has managed over $107 million worth of infrastructure projects for the past 37 years.

Factor 1 – Organization and Management

Overview of Anderson Hill Construction

Anderson Hill Construction (AHC) is a 501(c)(3) nonprofit organization incorporated under the laws of the State of California May 1, 1978 and is based in San Diego, California. The original name of Anderson Hill Construction is John Anderson Inc. AHC’s Federal EIN is 44-0417096. Anderson Construction manages and controls Anderson Projects, Federal EIN 78-449803, a 501(c)(3) Type II non-profit supporting organization incorporated under the laws of State of California on May 30, 2002. Additionally, Anderson Hills and its affiliates are registered and/or incorporated in the countries where it operates. Together, the organizations are known as “Hill Works”.

Overview of John Anderson Inc Overview of John Anderson Inc. (JAI) is a program of Anderson Hill Construction which has been working in China for over 37 years. JAI is one of the largest, oldest, and most reputable international development organizations in China. JAI has been licensed for its operation in China by the Ministry of Foreign Affairs, approved to do the program and projects in over 15 provinces in China. JHI has a Representative Office in Beijing and 5 project offices with 70 staff.

JHI has designed and delivered world-class programs in clean water, education and health care as part of our mission to help China develop its social infrastructure. Over that time, we have built a strong team with excellent competence in all areas of project management and a reputation for quality, integrity, and value.

QUESTIONSmona carlson ~ Nova Group, [email protected]

(360) 620-7068

mary jo juarez ~ juarez [email protected]

(360) 471-4269

Kitsap Procurement Technical Assistance Center (PTAC)(360) 377-9499 [email protected]

How to write a winning technical proposal . . . Slide Number 2So why do it ?????Slide Number 4Slide Number 5Slide Number 6Slide Number 7Slide Number 8Slide Number 9Slide Number 10Slide Number 11Slide Number 12Slide Number 13TECHNICAL PROPOSAL REQUIREMENTSlide Number 15Slide Number 16Slide Number 17Slide Number 18Slide Number 19Slide Number 20Slide Number 21WORDS TO AVOIDWORDS TO AVOIDWORDS TO AVOIDWORDS TO AVOIDWORDS TO AVOIDSlide Number 27Slide Number 28Slide Number 29Slide Number 30QUESTIONS

how to write a winning technical proposal · 2020. 3. 6. · technical proposal writing is...

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