Government Contracting - Winning Proposals

Govt Contracting Webinar Series

Learn Before You Leap!• Govt Grants & SBIR ProcessRECORDING: http://youtu.be/1n8mUFsRcBc• Simplified AcquisitionsRECORDING: http://youtu.be/dwSjw_P8WNg• Mentor-Protégé ProgramRECORDING: https://vimeo.com/103389860• HUBZone CertificationRECORDING: http://youtu.be/Eokpi70EOz8 • Access to CapitalRECORDING: http://youtu.be/wMg_-wiBouQ • Aug 21 Winning ProposalsGuest: Michael Hordell & Rob Leahy, Pepper Hamilton LLP

ALL WEBINARS WILL BE RECORDED AND ARE AVAILABLE FOR DOWNLOAD ON OUR WEBSITE UNDER THE WEBINAR TAB

PLEASE VISIT WWW.JENNIFERSCHAUS.COM AND SELECT “WEBINARS”

http://youtu.be/1n8mUFsRcBc

http://youtu.be/dwSjw_P8WNg

https://vimeo.com/103389860

http://youtu.be/Eokpi70EOz8

http://www.jenniferschaus.com/

Jennifer Schaus & Associates

GOVERNMENT CONTRACTORS WEBINAR SERIES

Winning Proposals –

What a Company Needs to Focus On

August 21, 2014


• Washington DC Based• 20+ Yrs Government Contracting

• GSA Schedule Consulting• Govt Contractor Events

• Govt Contractor Support Services

1717 Penn Ave, NW; #1025Washington DC 20006+ 1 – 2 0 2 – 3 6 5 – 0 5 9 8http://www.JenniferSchaus.com


SPONSOR ANNOUNCEMENT…

Unanet provides software to over 1,000 Government Contractors that facilitates: • DCAA Compliant Time Tracking & Approvals• Expense Reporting Automation with Federal Per Diems• Real-Time Reporting on Direct & Indirect Costs• KPIs on Profitability, Utilization, Actual vs. Budget, etc.• Billing & Revenue Recognition• Budgeting, Planning & Resource Forecasting• Contract Management

WEBSITE: www.Unanet.comCONTACT: [email protected]

Jennifer Schaus & AssociatesWinning Proposals

AGENDA:

Speaker Introduction & Background

Speaker Presentation

Audience Q & A

Conclusions & Wrap-UP

Michael A. Hordell•Chair, Government Contracts Practice Group of Pepper Hamilton LLP •Holds Top Secret/Sensitive Compartmented Information clearance/access•Advises small and large businesses on a range of government contracts issues, including:

- proposal preparation, business counseling and rights in technical data

- teaming agreements, joint ventures and strategic alliances

•Bid protests and disputes•Investigations and compliance matters•Co-author “Winning Proposals and Pricing/Cost Strategies: A Guide for the Federal Contractor” (2014)



Robert T. Leahy•Associate, Government Contracts Practice Group of Pepper Hamilton LLP •A member of the firm’s Sustainability, CleanTech and Climate Change Team •Represents clients before the Government Accountability Office and the U.S. Court of Federal Claims•Represents clients in government investigations and regulatory compliance matters•Experienced in Major Defense Acquisition Programs (MDAPS) and Major Automated Information Systems (MAIS) acquired pursuant to DoD Instruction 5000.02


Winning Proposals – What a Company Needs to Focus On


The Government as a Customer

• World’s largest customer

• Not like a commercial customer


Set Up the Framework

• Administrative steps

− Commercial and Government Entity (CAGE) Code

− SAM.gov

− Accounting system

− Small business certification

− Electronic Data Interchange (EDI) system

• Implement a system to identify potential business opportunities


Initial Steps – Coordinated Attack

• Determine the product you wish to sell

• Determine the customer(s)

• Get on the “bidders list”

• Start homework – budget, funding, estimates, prior and current needs

• Track opportunities

− respond to expressions of interest

− attend industry days and proposal conferences

• Identify and push any advantage, especially if a small business

• Set up infrastructures and procedures


Before the RFP Is Even Issued…

• Conduct advanced intelligence gathering

− current and prior contracts

− previous solicitations and proposals

• Prepare preliminary proposal information as appropriate

− draft boilerplate

− gather resumes and other documents

− gather photographs of facilities, products or sites

− draft initial “shell” proposal and theme ideas


Initial Review of RFP

• Primary goal – make bid/no bid decision quickly

− check all pages, amendments, attachments

− review specifications

− create a “procurement library”

− organize questions


Setting Milestones

• Create a realistic timeline

• Leave some leeway to deal with changes, problems (not just with proposal but those that arise in day-to-day business operations)


The Bid/No-Bid Decision

• Research

• Historical data

• Potential competition

• Business goals and strategy

• Realistic assessment


The Initial Proposal Development Process

• Build the proposal preparation team

• Select the right person for the job

• Enough people, enough time


The “Kick-Off”

• Procedures are agreed-to and in place

− set the ground rules

− assign specific responsibility and deadlines

− share information

• distribute schedule

• solicitation and other documents


Developing the Compliance Checklist

• Compliant, complete, and compelling

• Checklist based on requirements review


The Proposal/Contract Work Breakdown Structure

• Performance requirements broken into discrete components

• Use sections L and M, the SOW, and technical and performance specifications

• Follow the solicitation!


The Continuing Proposal Preparation Process

• Risk analysis refinement

− cost or pricing strategies

− information security / cyber risks

• Subcontracting decisions

• Teaming/joint ventures

• Make or buy


Writing the Proposal

• Write for non-experts, experts, and non-experts who think they are experts

• Volumes must “stand alone” but be consistent


Proposal Content

• Consistency

• Easy to read and evaluate

− explain how the offer meets the agency‘s needs

• Free from ambiguity

• Use themes

• Executive Summaries

− draft as if these are the only part of the proposal that will be read


Technical Volume

• Frequently most critical part

• Be realistic

• Detail the specific solution

• Crosswalk to pricing


Management Volume

• Showcase experienced personnel

• Explain how your management will make things run smoothly for the agency

• Do not assume the evaluators know your company


Cost or Pricing Volume

• Demonstrate the realism and reasonableness

• Supporting rationale

• Double (even triple) check for accuracy

• Crosswalk with technical proposal for evaluator ease


The Magic Circle

• Direct Costs

• Indirect Costs

− Overhead Cost Pools

• Unallowable Costs

• Intermediate Cost Pools

• General and Administrative Cost Pool

• Home Office Allocated Costs


Past Performance

• Support company capabilities

• Address “negative” past performance

• Simplify reference checks

• Make no assumptions


Other Proposal Pieces

• Follow format requirements, page limits

• Title Page

• Informational and clear

• Proprietary legend – title and each page

• Marketing Materials

─ a part of your proposal

─ current, up-to-date and no contradictions


Red Team and Legal Review

• Red Team

− review volumes individually and as a whole

− replicate the actual evaluation process

− thoroughness and candor a must

• Legal

− risks and liabilities

− understand intellectual property rights


Proposal Delivery

• Confirm delivery information

• Leave sufficient time

• Follow-up


The Next Steps

• Competitive Range Determination

• Discussions and Clarifications

• Oral Presentations

• Final Proposal Revision


Award and Debriefing

• Periodically check award status

• Request a debriefing whether you win or lose

• Lessons Learned Analysis


Questions ? ? ?



Conclusions . . .

Thank You !!


Contact Info

Michael A. Hordell

202.220.1232

[email protected]

Robert T. Leahy

202.220.1274

[email protected]

Jennifer Schaus & [email protected]://www.JenniferSchaus.com

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