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Partnering with Your Organization to Enhance Your Capabilities

Presented by

President & CEO MiJoi and Associates, Inc.

Wednesday, September 19, 2012

Partnering with Your Organization to Enhance Your Capabilities © MiJoi |

Founded May 2009

Maryland-based business providing virtual and on-site consulting services nationwide

Nine primary offerings include business development, administrative, communications, and law enforcement services

Professionals screened and committed

Customer-focused to ensure excellent, quality services

Visit www.mijoiandassociates.com for more information

http://www.mijoiandassociates.com/


An array of services – both virtually and at the client’s site

Our professionals are providing support within the following service offerings: • Acquisition • Administrative • Business Development & Proposal Management • Document Management • Law Enforcement & Security • Marketing & Communications • Program Management Office (PMO) • Staffing • Training

Customers recognize the value in partnering with MiJoi

A tailored approach is offered to increase efficiency


Provide an understanding of virtual proposal management – people, processes and tools

Offer tips on how we conduct business to ensure success for MiJoi professionals and clients


Brick & Mortar is being replaced with the Virtual Office Internet access allows the virtual office to be set up anywhere in

the world – home office, airport, resort, beach house, bleachers of your child’s soccer game, car, etc.

Connecting via Skype, Facetime, telecom conferencing, video conferencing, and webinars are effectively used by MiJoi professionals to host meetings.

MiJoi professionals are able to accomplish more in a workday without having the confines of a traditional office or traffic delays.

There are endless possibilities for your workplace that’s not within the traditional office setting.


Brick & Mortar is being replaced with Virtual Office Our collaboration site allows our professionals to perform

assignments as if they were on site at a client's office.

Via our SharePoint site, MiJoi professionals and our clients share information with all members of the team 24/7. Information is available in real time via MiJoi's Virtual Proposal Center.

Reasons to consider working virtually

• Avoid travel, cost of fuel or bottleneck on the highway

• Acquire a flexible schedule

• Reduce the cost of doing business by reducing office space and other overhead expenses (furniture, equipment, utilities, etc.)


In addition to a winning solution, a successful virtual proposal process must include:

Discipline

Communication

Leadership & Qualified Professionals

Productive Meetings

Customized Kickoff Materials

Production Schedule

Data Calls

Document Management System

Templates & Planning Tools


Communication is key to the successful coordination of a virtual bid:

• Email & phone communications

• Meeting invitations

• Status calls

• Collaborative work environment (CWE)

• Review Sessions


Access to qualified virtual professionals is critical:

• Capture Managers

• Editors

• Graphic Designers

• Law Enforcement Experts

• Proposal Coordinators

• Proposal Managers

• Reviewers

• Subject Matter Experts

• Writers


Kickoff meeting should be co-hosted by the Capture Manager & Proposal Manager and follow a well-defined agenda.

This meeting provides an opportunity to learn about the team members, overall strategy and proposal plan.

Meeting discussions should include: • RFP requirements, including any issues or surprises

• Summary of solution/strategy

• Proposal format requirements

• Team member responsibilities

• Storyboarding

• Assignments

• Kickoff Materials

• Any concerns


The proposal kickoff package (and CWE) should include:

• Request for Proposal (RFP) (or link to the files)

• Capture Information

• Proposal Management Plan to include: Summary of Proposed Solution (or shortly after RFP release)

Win Themes and Discriminators

Compliance Matrix

Storyboard Session Instructions and Templates

Proposal Production Schedule

List of Data Calls and Deadlines

Team Point of Contact List

Writing Style Guide

• Technical and Price Response Templates


Style guide is highly recommended when working virtually.

Style guide offers contributors information for writing and formatting. • Captures commonly misused words, phrases, punctuations,

acronyms, terms specific to the client, etc.

• Format requirements – font type/size, margin requirements, tab settings, spacing requirements

• Graphic/Table – size, font type/size, color scheme

• Information specific to the team

An editor or desktop publisher can assist with ensuring the contributors adhere to set style.


Keeping a virtual team engaged throughout the proposal lifecycle can be challenging without a well-managed timeline. The schedule should include important milestone (due dates): • Kickoff Meeting • Storyboard Session • Questions to Government • Past Performance Questionnaire • Writing Period (including, pens down) • Review Dates • Status Calls and Data Calls • Production & Quality Check • Proposal Submission (Shipping/Delivery)


Sun Mon Tue Wed Thurs Fr Sat March 2 3 4 5 6 7

8 9 10 11 12 13 14

15 16

Prepare Kickoff Package

17


18


Questions due to La Vida

19

Proposal Kickoff Meeting

Dumfries Office – 10 am

Issue Writing Tasks

20

Questions Due to DoS Begin Writing

21

22 23

Write First Draft

24

Write First Draft

25

Write First Draft

26

Write First Draft

27

Write First Draft

28

Write First Draft

29

Write First

Draft

30

Pre Proposal Conference Time: 1300-1500

Place: George Marshall

Conference Center, Harry S.

Truman Building, DoS

31

Write First Draft

Submit First Draft to

La Vida by 5:00 pm

April 1

In-stride review / integration

2


Write Second Draft

3


Write Second Draft

4

Write Second Draft

5

Write

Second Draft

6

Write Second Draft

7

Pink Team Review -Review and Debrief

Incorporate Changes/Edits

8

Proposal Manager Second Draft

9 10

Submit Second Draft to

La Vida by 12 noon to

provide to Editor

11

Dumfries Editor’s

Review

12

Dumfries

Editor’s

Review

13

Dumfries Editor’s Review

14


15


16

- Dumfries Editor’s Review

-Submit to La Vida for preparation

for Red Team Review

17

Red Team Review

-Review and Debrief

Final Questions to DoS

18

-Make Final

Changes

19

Make Final

Changes

20

QA/QC

Finalize Costs

21

Submit File to La Vida by

12 noon

22 23

Gold Team -Review and Debrief

24

Produce Electronic & Copies

Production Final Quality Check

25

26 27

Deliver Proposal 28

PROPOSAL DUE DATE Arlington, VA 22219

Mail to:

U.S. Department of State

ATTN: Michael Larson

Office of Acquisition Management

P.O. Box 9115

Hand-Carry to:

1701 N. Ft Myer Drive (Rosslyn Station), SA-6

Room 511

Arlington, VA 22209

For hand-carry submission, offeror must pre-coordinate drop off with the Contract Specialist,

Jay Zagursky via e-mail: [email protected])


Data calls provide an opportunity to solicit information necessary to develop the proposal.

• Sample data calls include: logos, corporate background, past performance information, resumes, recommended win themes, pricing information, agreements (NDA and TA), contact information, team member highlights

Response to data calls should be posted for contributors’ access .

Deadlines must be monitored

• Reasonable due dates

• Alerts should be issued if a team member is non-responsive


• Blogs • Calendar • Collaboration Sites • Customized Pages, Forms, Lists, Webparts

and workflows • eLibrary • FOIA

• Graphics • Past Performance • Pipeline • Resume Repository • Task Management • Virtual War Room


Capture Management

Proposal Management

PMO Management

Human Resource Repository

Graphics Repository

Past Performance

MiJoi uses a collaboration site to engage professionals and clients


MiJoi’s SharePoint environment includes customized pages, lists/forms, webparts, and workflows to support the following:

• eLibrary

• Past Performance

• FOIA

• Collaboration Sites

• Pipeline

• Graphics

• Virtual War Room

• Task Management


HOME: The primary landing page at the top level of the site • May include links to other pages, sites, and/or collections

• May include other tools such as calendar, news/announcements, contacts, etc.


VIRTUAL WAR ROOM: Includes list of collaboration sites & tools for proposal development


Capture/Intel

Solicitation

Executive Summary

Technical Approach

Technical Response

Corporate Experience

Management Plan

Subcontracting Plan

Past Performance

Resumes

Price/Cost

Price

Price Narrative

Contract Information

Teaming Agreements

Offer & Award Statement

Other Documents

Small Business Participation Plan

Data Call Response

Color Reviews

Post-Submission


PAST PERFORMANCE REPOSITORY: Contains a comprehensive list of all current past performances

• Should include task to update at least every 6 months

• Should include Program Manager info


eLIBRARY: Includes all primary templates, plans, and boilerplates Includes links to primary re-usable proposal development documents

Includes primary templates for resumes, past performance, data calls, etc.

Includes parsed proposal plans and elements


MiJoi clients continue to benefit from our virtual proposal management services: Focused Management, Inc.

• IRS TIPSS-4 ($4B), NIH CIOSP3 ($20B), USDA (35M+), Army ($4.9M pending)

LeapFrog Solutions

• FEMA NFIP ($75M), FEMA Disaster ($95K), The SkillSource Group ($$), Army OCPA ($$), NASA CSSC ($23M pending)

American Systems Corporation

• JITC ($800M+), IRS Network Convrg. ($108M+ pending)

• DoS (multiple pending bids)

Information Innovators (Tripe-i) and Focused Management, Inc. • Fully-functional Collaboration Sites


All MiJoi services are available globally

• Commercial, State, Local and Federal Government clients

Our Commercial Customers

• American Systems

• Binary Group

• Brentridge Education Services

• CPS Professional Services,

• Estime Enterprises

• Focused Management

• GJK & Associates

• Gray Matters Technology Services

• Information Innovators

• LeapFrog Solutions

• n-Link Corporation

• Preferred Systems Solutions

• True Digital Solutions

• Webster Data Communications (now Agile Defense)

• Williams Adley & Company


SharePoint Demo. . . .