Proposal Preparation

, by Stewart, Rodney D.; Stewart, Ann L.

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ISBN: 9780471552697 | 0471552690
Cover: Hardcover
Copyright: 8/17/1992

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This is a ''must-have'' for anyone who desires to effectively and successfully sell their products, projects, ideas or services. The new edition has been revised and expanded to include detailed coverage of the current methods and procedures required by the government and used by commercial companies for bid preparation; the latest applications for identifying and tracking fund sources; new desktop publishing techniques for rapid proposal preparation along with available software; and storyboarding methods. The concept of ''straight-line'' control is presented for the first time and a complete case study provided to illustrate how to evolve a proposal from development through strategic marketing planning.

Foreword

xvii

An Industry Perspective

xvii

An Academic Perspective

xviii

A Government Perspective

Preface

xxi

Why Study Proposal Preparation?

(10)

The Age of High Technology

(1)

Sophistication in Source Evaluation

(1)

The Effect of Government Laws and Regulations

(1)

The Proposal: Training Ground for Performance

(1)

Categories of Proposals

(1)

Six Basic Steps in Proposal Preparation

(4)

Urgency: A Common Trait of Proposals

(1)

The Concept of Straight-Line Control

(2)

Strategic Market Planning and Market Development: Their Effect on Proposal Preparation

(15)

First Steps: Vision, Goals, Objectives, and Strategic Plans

(4)

Procedures

(3)

Corporate Growth

(1)

A Stepwise Process for Strategic Planning

(1)

Important Characteristics to Demonstrate in Proposal Preparation

(2)

Strategic Planning Models as Sources of Proposals

(6)

Planning as a Prudent Corporate Process

(1)

Classical Models

(1)

Situational Analysis

(1)

Cognitive Maps

(1)

Growth and Profitability

(1)

Assessment of Risk

(1)

Preproposal Marketing and the Decision to Bid

(18)

The Market Survey: Identifying the Customer

(2)

Planting and Cultivating the Seed

(3)

The AIDA Approach

(2)

Build in Acceptance Time

(1)

Activate Latent Needs

(1)

Help the Customer Decide

(1)

Evaluating the Need

(1)

Keeping Company's Vision, Goals, and Objectives in Focus

(1)

Matching the Company's Unique Capabilities to the Customer's Need

(1)

Watch for Opportunities for Synergy

(1)

Beware of the Cuspetitor

(1)

Determining Long-Term Effects

(6)

Profitability Optimization

(1)

Profitability Index

(2)

Growth-Rate Assessment and Goals

(3)

The Decision to Bid

(5)

Determining Competitive Advantage

(1)

Determining Technological Advantage

(1)

Determining Geographic Advantage

(1)

Determining Political Advantages

(1)

Determining Price Advantage

(2)

When the ``Winner'' Is Really the Loser

(1)

Preparing for Proposal Activities

(33)

Predevelopment, Design, Breadboard, and Prototype Testing

(1)

Preliminary Unsolicited Proposals

(2)

Written Questions to the Customer

(1)

Proposal-Clarification Conferences

(1)

Preproposal Preparation Activities

(2)

About Review Teams

(2)

The Pink Team Review

(1)

The Blue Team Review

(1)

The Red Team Review

(1)

The Green Team Review

(1)

Time, Facilities, and Other Necessities for Proposal Preparation

(2)

Follow-up Activities to Proposal Preparation

(2)

The Best and Final Offer

(1)

Contract Negotiations

(2)

Establishing a Proposal Preparation Schedule

(1)

Establishing Detailed Proposal Preparation Activities

(2)

Proposal Supplements

(1)

A Typical Proposal Flow

(2)

A Generic 45-Day Proposal Schedule

(1)

Graphic Representation of Work (GROW) Approach and Storyboards

(14)

Organizing the Proposal Team

(17)

Skills Required for Proposal Preparation

(2)

Proposal Team Composition

(12)

Proposal Manager

(8)

Proposal Administrator

(1)

Sales Engineer

(1)

Technical Volume Manager

(1)

Organization-and-Management Volume Manager

(1)

Cost-Volume Manager

(1)

Publications Manager

(1)

Closing Comments

(1)

The Request for Proposal: What to Expect

(24)

Opportunities to Influence the Request for Proposal

(3)

The Content of a Request for Proposal

(18)

General Instructions to Bidders

(9)

The Contract Document or Schedule

107

(7)

General Provisions

114

(1)

Other Technical and Programmatic Data Included in the Request for Proposal

115

(1)

Other Types and Sizes of Requests for Proposals

115

(2)

Standard Products or Supplies

116

(1)

General Support Service Contracts

116

(1)

Base Maintenance Support Services for a Large Plant or Facility

117

(1)

A Final Comment on Request for Proposal Quality

117

(1)

The Technical Proposal

118

(25)

The Statement of Work: Basis for the Technical Proposal

119

(1)

Three Basic Functions of the Technical Proposal

120

(19)

Description of the Work

120

(5)

The Means of Accomplishing the Work

125

(14)

Demonstrating an Understanding of the Requirements

139

(1)

Description of Customer Involvement

139

(1)

Discussion of Problem Areas

140

(2)

Typical Technical Proposal Outlines

142

(1)

The Organization and Management Proposal

143

(27)

The Work Breakdown Structure

144

(5)

Hierarchical Relationship of a Work Breakdown Structure

144

(2)

Functional Elements Described

146

(1)

Physical Elements Described

146

(1)

Treatment of Recurring and Nonrecurring Activities

146

(1)

Work Breakdown Structure Interrelationships

146

(2)

Treatment of Work Elements

148

(1)

The Project Plan

149

(2)

Visibility

150

(1)

The Company's Organization and Teaming Arrangements

151

(4)

Relationship to Corporate Headquarters and Resources

151

(1)

Teaming Arrangements

151

(1)

Interdivisional Relationships

152

(1)

Other Internal Company or Intradivisional Support

152

(1)

Relationships with Subcontractors

153

(1)

Indirect, General and Administrative, and Fee Rates

153

(2)

The Project Organization

155

(4)

Project Direction

156

(1)

Project and Cost-Control Management

157

(1)

Information Management (Documents and Data)

158

(1)

Procurement Management

158

(1)

Logistics Management

158

(1)

Safety Management

159

(1)

Other Management Areas

159

(1)

Project Labor Rates and Factors

159

(1)

The Make-or-Buy Plan

159

(1)

High-Impact Resumes for Key Personnel

160

(2)

Plant Facilities and Equipment

162

(1)

Company's Past Experience and Successes

163

(2)

Methods of Achieving Efficiency, Economy, and Effectiveness

165

(4)

Employee and Staffing-Related Matters

166

(1)

Control of Indirect (Overhead and Burden) Costs

167

(2)

Organization and Management Proposal Flow

169

(1)

The Cost Proposal

170

(32)

Credibility: A Key Objective

170

(3)

Contents of the Cost Proposal

173

(1)

The Proposal-Estimating Process

174

(7)

The Process Plan

174

(3)

Labor Costs

177

(1)

Labor Allowances

178

(3)

Estimating Manufacturing Activities by Standards

181

(5)

Materials and Subcontract Costs

182

(2)

Estimating Materials Costs

184

(2)

Treatment of Other Resource Components

186

(1)

Estimating Construction Activities

186

(1)

In-Process Inspection

187

(1)

Testing

187

(1)

Computer Software Costs

188

(1)

Estimating Supervision, Direct Management, and Other Direct Charges

188

(13)

Costing in the Proposal Flow

201

(1)

Proposal Writing

202

(20)

The Writer's Role in Proposal Preparation

203

(2)

Synergism in Proposal-Writing

203

(1)

Words Stimulate

204

(1)

Documenting and Explaining a Record of Success

204

(1)

The Proposal Writer as a Storyteller

205

(1)

The Customer Should Experience the Proposal

205

(1)

In-House Publication of the Proposal

205

(2)

Word Processing: A Boon to Proposal Publishers

207

(1)

The Publication Department's Role in Proposal Preparation

207

(2)

Physical Considerations

209

(2)

Tables and Illustrations

209

(1)

Proposal Covers and Bindings

210

(1)

Index Tabs and Figure Positioning

211

(1)

Structure of the Proposal

211

(5)

The Proposal Outline

211

(1)

The Letter of Transmittal

212

(1)

Front Matter

213

(1)

The Proposal Executive Summary

214

(1)

Technical, Organization and Management, and Cost Volumes

215

(1)

Appendices

215

(1)

Publishing the Giant Proposal

216

(6)

Developing Content

217

(2)

Processing the Giant Proposal

219

(1)

Production Operations

220

(1)

Distribution and Delivery

221

(1)

Computer-Aided Preparation of Requests for Proposals (RFPs) and Proposals

222

(23)

New Communications and Microprocessing Environments

222

(1)

Online and In-House Client Databases

223

(6)

Computer-Aided RFP Preparation

229

(6)

Computer-Aided Document Management

230

(3)

Pre-RFP Data-Processing Activities

233

(1)

Receipt of RFP

234

(1)

Computer-Aided Proposal Preparation

235

(2)

Electronic Storyboard Preparation

235

(1)

Preparation of Detailed Supporting Text

236

(1)

Automation in Proposal Pricing

237

(4)

Verifying Proposal's Compliance to RFP Requirements

241

(1)

Management Review, Feedback, and Final Publication

242

(1)

Proposal Schedule Tracking System

242

(1)

Computer-Aided Proposal Evaluation

242

(1)

The Future of Computer-Aided Purchasing and Procurement

243

(2)

How the Proposal Is Evaluated

245

(21)

Source Evaluation vs. Source Selection

245

(1)

Source Evaluation Boards: Sources of Information

246

(1)

Organization of a Source Evaluation Activity

247

(5)

Evaluation Factors and Criteria

252

(6)

Performance Suitability Factors

253

(3)

Cost Factors

256

(1)

Experience, Past Performance, and Other Factors

256

(2)

Weighting and Scoring Procedures

258

(2)

Cost Proposal Adjustment and Most Probable Cost

260

(2)

Learning From Past Mistakes

262

(1)

The Purchasing Agent's Motives

262

(2)

Continuing Evolution in Source Evaluation

264

(2)

Key Elements Required for Success

266

(9)

Technical Excellence: A Must

266

(1)

Innovation and Creativity

267

(2)

Stability and Flexibility of Labor Base

269

(3)

Competence in Scheduling

272

(1)

Proposal Review by Management and Others

272

(1)

Honesty and Integrity

273

(1)

Final Guidance

273

(2)

Case Study: A Winning Proposal

275

(30)

Background: The Vision and Planting the Seeds

276

(1)

Assembling the Proposal Mechanism

276

(27)

Final Words

303

(2)

Appendix 1. Sample Proposal Preparation Manual

305

(28)

Section 1. Purpose

305

(1)

Section 2. Scope

305

(1)

Section 3. Approvals

305

(1)

Proposal Task Authorization

305

(1)

Proposal Signature Authority

306

(1)

Section 4. Proposal Cycle

306

(10)

General

306

(1)

Proposal Meetings

307

(2)

Proposal Kickoff Meeting

309

(6)

Responsibilities of the Team

315

(1)

Section 5. Rates

316

(1)

Direct Labor

316

(1)

Overhead Rates

316

(1)

General and Administrative (G&A) Rates

316

(1)

Section 6. Direct Labor

317

(2)

Definition

317

(1)

Estimating Direct Labor

317

(2)

Section 7. Other Direct Costs

319

(6)

Materials

319

(1)

Travel

319

(3)

Computer Costs

322

(1)

Consultants

323

(1)

Subcontracts

323

(2)

Interdivisional Work

325

(1)

Section 8. Estimating

325

(2)

Design and Drafting

325

(1)

Technical Documentation (Data Management)

325

(1)

Reliability

326

(1)

Manufacturing and Testing

326

(1)

Product Assurance

326

(1)

Section 9. Cost Collection and Supporting Data

327

(4)

Section 10. Management Reviews

331

(2)

Order of Review Activities

331

(1)

Proposal Responsibilities

332

(1)

Appendix 2. Checklist for Proposal Review

333

(7)

Technical Approach

336

(1)

Technical Competence

336

(1)

Schedule

337

(1)

Reliability and Quality Control

337

(1)

Program Direction and Management

337

(1)

Manufacturing Competence

338

(1)

Field Support

338

(1)

Price

338

(2)

Appendix 3. GSA's Automated Product Listing Service (APLS)

340

(3)

Overview

340

(1)

Milestones in the Development of the APLS

340

(1)

APLS Features

341

(1)

A Look at the Future of the APLS

341

(2)

Bibliography

343

(2)

Quick Look Index

345

(2)

Index

347

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Proposal Preparation

Summary

Author Biography

Table of Contents

Supplemental Materials