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Women’s Small Business Procurement Parity Act of 2014 (S-2481)

www.wipp.org

Give Me 5

Course Instructor: Barbara English

President, English Solutions

How to Write Successful Proposals

WIPP is a national nonpartisan public policy organization, advocating on behalf of nearly 4.7 million businesses women representing 75 business organizations. WIPP provides timely economic policy information and identifies important trends and

opportunities to its membership.

www.WIPP.org

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• National program from WIPP & American Express OPEN designed to educate women business owners on how to apply for and secure federal procurement opportunities.

• Give Me 5 works to increase the representation of Women Business Owners that win government contracts. We provide accessible business education tools to assist both new and experienced federal contractors.

• Women Business Owners could gain more than $4 billion in annual revenues if the 5% contracting goal set by Congress was reached.

Give Me 5

Course Instructor: Barbara English

President, English Solutions

How to Write Successful Proposals

Barbara English, President, English Solutions31 W. Adams Street Suite 102Jacksonville, FL 32202904.755.2554

Course Instructor

[email protected] www.benglishsolutions.com

• Content of RFPs

• Writing the Proposal

• Questions

Objectives Today

CONTENTS OF RFP

Representations

and

Certification

Generaland

SpecialClauses

GeneralInstruction

and Notice

to Offerors

Statementof

Work(SOW)

Proposal

Preparation

Instructions

MAJOR CONTENTS OF RFP

Statement of Work

(SOW)

• What is required• Deliverables

Statement of Work

(SOW)

• What is required• Deliverables

EVALUATIONCRITERIA

• Discriminators. Describes what is considered

important, very important,or key

• Weights. Describes what should be emphasized

EVALUATIONCRITERIA

• Discriminators. Describes what is considered

important, very important,or key

• Weights. Describes what should be emphasized

PROPOSAL PREPARATIONINSTRUCTIONS

• Describes to offerors how they should

format their proposal• Describes to offerors

how and what theyshould address in their

proposal

PROPOSAL PREPARATIONINSTRUCTIONS

• Describes to offerors how they should

format their proposal• Describes to offerors

how and what theyshould address in their

proposal

THE TECHNICAL PROPOSAL

• SUGGESTED OUTLINE– Identify requirements from RFP– Restate the basic problem clearly– State the best solutions (yours)– Show how you will implement your solution;

may include systems engineering concepts, subsystem analysis, risk assessment, manpower consideration, etc.

THE MANAGEMENT PROPOSALMUST DESCRIBE HOW THE PROPOSED

PROJECT WILL BE MANAGED

SUGGESTED OUTLINE:ORGANIZATION – Start with company

organization and show where project will fit. Show individual’s name in each organizational block.

THE MANAGEMENT PROPOSAL

PROGRAM CONTROL – Orient discussion around the project manager and support from top management. Include everything that will assist the PM. Discuss procedures for:scheduling and budgetingreporting and auditingproblem detection and correction

Include plan for organizing, staffing, and scheduling the project.

THE MANAGEMENT PROPOSALKEY PERSONNEL – Include bio sketches on each

key individual in the project. Include those who have made substantial contact with the agency (when it makes sense).

SUBCONTRACT AND TEAM MANAGEMENT AND CONTROL – Explain why using subcontractors is best.

THE MANAGEMENT PROPOSALCAPABILITIES – Related experience, past

performance and other factors favorable to the proposal.

FACILITIES - Show all the facilities that are available and are to be used in proposed program. Special equipment and how it will be used. Highlight unique or superior facilities.

SUPPLIERS

THE COST PROPOSAL

• THERE MAY OR MAY NOT BE ANY NEGOTIATION

• DATA DISPLAYED TO LEVEL REQUIRED IN REQUEST

• PRICING DATA DEVELOPED CONCURRENT WITH TECHNICAL AND MANAGEMENT APPROACH

PRICING TOOLS

• Know your break-even point!• FOIA• GSA schedules of competitors

http://www.gsaelibrary.gsa.gov/ElibMain/ElibHome

• Your own historical financials and other data

What are Allowable Costs

What is Total Cost on Government Contracts

PRICING TOOLSElements of Cost• Labor plus• Direct Labor Overhead (40%) plus• Materials plus• Material Handling Overhead (5%)plus• G & A (10%) plus• Profit (10%) =• Total Price

OTHER COST ELEMENTS

• Subcontractors• Travel

ADVANCED TANK TECHNOLOGIES500 East Highway

Washington, DC 20001

PROPOSAL COVER SHEET(Cost or Pricing Data Required)

1. Solicitation/Contract/Modification No.: DAAH01-02-R-0001

2. Advanced Tank Technologies 500 East Highway Washington, DC 20001

3. Point of Contact Jane Doe Contracts Manager (202) 555-1212

4. Contract Administration Office Audit Office DCMA-Baltimore District Branch Office 200 Townsontown Blvd., West 8181 Professional Place Towson, MD 21204-5299 Landover, MD 20785-2218 (301) 339-4800 (301) 436-2090

5. Type of Contract Action: New Contract Firm Fixed Price 6. Total Price

Proposed Profit / TotalCost + Fee = Price

$938,241 $93,824 $1,032,065

Element of Cost Amount ReferenceEngineering Labor $452,151 Schedule 1Manufacturing Labor 26,412 Schedule 1Direct Labor Overhead @ 56.7 271,345 Schedule 2Material 113,175 Schedule 3Material Handling Overhead @ 5.0% 5,659 Schedule 4 Subtotal 868,742G&A @ 8.0% 69,499 Schedule 5 Estimated Cost 938,241Profit @ 10% 93,824 Total Price $1,032,065

Proposal Submitted in Response to RFP DAAH01-02-R-0001Washington DC

Advanced Tank Technologies

Labor Category Rate/Hr. Hours Total Rate/Hr. Hours Total Rate/Hr. Hours Total Hours TotalProgram Manager $33.93 683 $23,174 $35.63 760 $27,079 $37.41 507 $18,967 1,950 $69,220Senior Engineer 26.39 1,200 31,668 27.71 900 24,939 29.10 700 20,370 2,800 76,977Junior Engineer 22.12 1,800 39,816 23.23 1,500 34,845 24.39 900 21,951 4,200 96,612Engineering Aide 14.50 1,800 26,100 15.23 550 8,377 15.99 50 800 2,400 35,277Technical Writer 16.00 0 0 16.80 0 0 17.64 900 15,876 900 15,876Metallurgist 18.85 1,900 35,815 19.79 1,200 23,748 20.78 700 14,546 3,800 74,109Draftsman 18.95 2,200 41,690 19.90 1,500 29,850 20.90 600 12,540 4,300 84,080 Total Direct Labor - Engineering 9,583 $198,263 6,410 $148,838 4,357 $105,050 20,350 $452,151

Labor Category Rate/Hr. Hours Total Rate/Hr. Hours Total Rate/Hr. Hours Total Hours TotalFabrication $10.85 400 $4,340 $11.39 600 $6,834 $11.96 600 $7,176 1,600 $18,350Assembly 9.25 0 0 9.71 200 1,942 10.20 600 6,120 800 8,062 Total Direct Labor - Manufacturing 400 $4,340 800 $8,776 1,200 $13,296 2,400 $26,412

Total Direct Labor $202,603 $157,614 $118,346 $478,563

Direct Labor Overhead @ 56.7% $114,876 $89,367 $67,102 $271,345

2010 2011 2012 TotalManufacturing Labor Cost Manufacturing Labor Cost Manufacturing Labor Cost Manufacturing Labor Cost

SCHEDULE 1

Engineering Labor Cost2010 2011

Engineering Labor Cost

Washington DCProposal Submitted in Response to RFP DAAH01-02-R-0001

2012Engineering Labor Cost

TotalEngineering Labor Cost

Advanced Tank Technologies

All hours proposed are based on historical costs, reference DAAH01-99-C-001, account 9271.

The supporting data showing the historical hours and the development of the proposed hours are in file “DAAH -01-02-R-0001, Hours” and is available immediately upon request.

The direct labor rates are based on actual average rates as of October 31, 2009 and escalated 5 percent each year. The suppo rting data and rate calculations are located in file “DAAH-01-02-R-0001, Direct Labor Rates” and is available immediately upon request.

SCHEDULE 2

(Note 1)Account BudgetNumber Overhead Expenses (Note 2) 2010 2009 2008 2007 Notes

Indirect Payroll $260,000Payroll Taxes 228,000Vacation 120,000Holiday 110,000Sick Leave 50,000Pensions 171,000Employee Morale 5,000Entertainment 50,000Office Equipment 7,000Depreciation 5,000Subscriptions 1,500Travel 22,000Miscellaneous 2,000Stationery 6,000Reproduction 17,000Maintenance 5,000Rent 202,000Telephone 11,000Insurance 102,000 Total Pool 1,374,500

Less Unallowable Costs Entertainment 50,000 Net Allowable Expenses $1,324,500

Allocation BaseDirect Labor $2,336,000 4

Labor Overhead Rate 56.7% 5

Actual Expenses (Note 3)

Advanced Tank TechnologiesWashington DC

Proposal Submitted in Response to RFP DAAH01-02-R-0001

Budget for Fiscal Year 2010 Labor OverheadActual Overhead Expenses for Fiscal Years 2007 through 2009

Explanatory Notes

1. Provide account numbers in this column.

2. The projected overhead expenses are basedon the company’s operating budget for2010. The operating budget supportingdata is located in file “DAAH01-R-0001, Overhead Operating Budget” and isimmediately available upon request.

3. Provide the prior three years’ actualoverhead expense and allocation base in thesame format as the budget for 2010. Forthe year 2009, actuals to date areimmediately available upon request.

4. Includes Bid and Proposal Labor of $5,000.

5. The same rate is estimated for fiscal years2011 and 2012. We anticipate minimalinflation and a stable business base. The

data and analysis supporting this assertion islocated in file “DAAH-01-R-0001,

Overhead Forecast” and is immediatelyavailable upon request.

SCHEDULE 3

Quantity UnitSupport (Note 1) Measure Unit Price Total Notes

Sheet Metal 1,600 Sq. Yd. $25.00 $40,000 2Casings 750 Pcs. 8.50 6,375 3Plastics 7,500 Pcs. 5.75 43,125 2Springs 1,700 Pcs. 4.00 6,800 3Bolts 7,500 Pcs. 2.25 16,875 3 Total Material $113,175

Material Overhead @ 5.0% $5,659 4

Washington DCProposal Submitted in Response to RFP DAAH01-02-R-0001

Shock AbsorberBill of Material

Advanced Tank Technologies

Explanatory Notes

1. The proposed quantities are from the engineering drawings for the shock absorber. This drawing is located in file "DAAH01-02-R-0001, Engineering Drawing" and is immediately available upon request.

2. These prices are supported by multiple vendor quotes. The proposed prices are those provided by the low bidder who was theACME Corporation in their quotation dated October 21, 2009. The quotations are included in file "DAAH01-02-R-0001, Vendor Quotations" that are available immediately upon request.

3. These prices are supported by the Halloween edition of the Springs R Us Catalog. This catalog is available for audit in the pricing office.

4. See Schedule 4.

SCHEDULE 4

(Note 1)Account BudgetNumber Material Handling Expenses (Note 2) 2010 2009 2008 2007 Notes

Purchasing Department $10,000Receiving Department 2,500 Total Pool 12,500

Less Unallowable Costs 0 Net Allowable Expenses $12,500

Allocation BaseMaterials $250,000

Material Handling Overhead Rate 5.0% 4

Advanced Tank TechnologiesWashington DC

Proposal Submitted in Response to RFP DAAH01-02-R-0001

Budget for Fiscal Year 2010 Materail Handling OverheadActual Materail Handling Overhead Expenses for Fiscal Years 2007 through 2009

Actual Expenses (Note 3)

Explanatory Notes

1. Provide account numbers in this column.

2. The projected material handling overhead expenses are based on the company's operating budget for 2010. The operating budgetsupporting data is located in file "DAAH01-02-R-0001, Material Handling Overhead-Operating Budget" and is immediatelyavailable upon request.

3. Provide the prior three years’ actual material handling overhead expenses and allocation base in the same format as the budgetfor 2010. For the year 2009, actuals are provided to date are immediately available upon request.

4. The same rate is estimated for fiscal years 2011 and 2012. We anticipate minimal inflation and a stable business base. The dataand analysis supporting this assertion is located in file "DAAH01-02-R-0001, Material Handling Overhead-Forecast" and isavailable immediately upon request.

(Note 1)Account Budget Net AllowableNumber G&A Expenses (Note 2) 2010 Less Unallowables Expenses 2009 2008 2007 Notes

Payroll Taxes $16,000 $0 $16,000Officer's Salaries 165,000 165,000Indirect Salaries 21,000 21,000Interest 14,000 14,000 0Vacation 11,000 11,000Holiday 9,000 9,000Sick Leave 5,000 5,000Contributions 8,000 8,000 0Pensions 12,000 12,000Office Equipment 1,000 1,000Depreciation 2,500 2,500Travel 10,000 10,000Miscellaneous 2,000 2,000Legal Fees 7,000 7,000Accounting Fees 7,000 7,000Computer 17,500 17,500Rent 15,000 15,000Advertising 8,500 8,500 0Telephone 3,000 3,000Insurance 7,000 0 7,000 Total Pool 341,500 30,500 311,000Bid & Proposal 8,500 8,500 4

Total G&A and B&P $350,000 $30,500 $319,500

Allocation BaseLabor $2,331,000Labor Overhead 1,371,665 5Other Direct Costs 29,000Materials 250,000Material Overhead 12,500 Total Cost Input Base $3,994,165

G&A Rate 8.0% 6

Actual Expenses (Note 3)

SCHEDULE 5Advanced Tank Technologies

Washington DCProposal Submitted in Response to RFP DAAH01-02-R-0001

Budget for Fiscal Year 2010 G&AActual G&A Expenses for Fiscal Years 2007 through 2009

SCHEDULE 5Advanced Tank Technologies

Washington DCProposal Submitted in Response to RFP DAAH01-02-R-0001

Budget for Fiscal Year 2010 G&A Actual G&A Expenses for Fiscal Years 2007 through 2009

Explanatory Notes 1. Provide account numbers in this column. 2. The projected G&A expenses are based on the company's operating budget for 2010. The operating budget supporting data is located in file "DAAH01-02-R-0001, G&A Operating Budget" and is available immediately upon request. 3. Provide the prior three years’ actual G&A expenses and the allocation base in the same format as the 2010 budget. For the year 2009, actuals are provided to date. 4. Includes $665 B&P Travel ($5,000 + $2,835 + $665 = $8,500). 5. Total Pool, excluding $2,835 allocated to B&P Labor ($5,000 x .567) [$1,374,500 - $2,835]. 6. The same rate is estimated for fiscal years 2011 and 2012. We anticipate minimal inflation and a stable business base. The data and analysis supporting this assertion is included in file "DAAH01-02-R-0001, G&A" and is available immediately upon request.

TAKE AWAYS • Organize and standardize your company info

– Key personnel– Resumes– Quality control plan– Management approach

• Become familiar with FAR contract requirements

• Have a firm grasp on calculating your costs

• Ensure reps and certs are up to date

Barbara English, President, English Solutions, Inc. 31 W. Adams Street Suite 102Jacksonville, FL 32202904.755.2554

QUESTIONS ???

[email protected] www.benglishsolutions.com

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