Deborah's Proposal Writing Blog

April 24, 2008

Outlines - Hooray!

One of my jobs today is to prepare an outline for recompete #3. I've written about the importance of outlines in the past, and to my way of thinking, an outline is the very best tool you can have have for preparing a proposal. Beginners often skip the outlining stage, thinking that they can just dig in and start writing. Or that their proposal is too small to merit an outline. Big mistake. Because what happens when you work without an outline is that you end up with a mish-mosh of written material that is disorganized, doesn't flow, and may not be responsive to the requirements of your RFP/RFA.

An outline is your friend. And the time you take to properly prepare it will pay off down the road. Here are some things to consider when preparing your outline:

Your RFP/RFA is your guide. Sometimes it will tell you exactly how your proposal should be organized, at least with respect to major headings. You may also be able to ferret out your first level of sub-headings from Section L (instructions), Section M (evaluation criteria) and/or Section C (statement of work).

Don't use too many levels. The more levels you have, the more difficult it will be for you/your team and for reviewers to follow your proposal. Personally, I like three levels:

I. Major Heading

A. First Sub-Heading

(1) Sub-sub Heading

Of course, some RFPs/RFAs will dictate the specific structure of your proposal. In such cases, you need to follow those instructions.

Don't think of your outline as being carved in stone. Outlining is really an evolving process. I often change my outlines several times over the course of a proposal because I find -- after things have been written -- that they just don't fit where I thought they would.

I've heard people say that they don't really know how to prepare an outline. That's not surprising because it's often not as easy as it sounds. It can be a frustrating exercise and can take time to get it right. But in the end, you'll be glad you spent the time.

The Purdue OWL (Online Writing Lab) has a useful section on developing outlines. Check it out here.

April 22, 2008

Proposal Planning Issues

I met with my recompete #3 client yesterday to discuss how we are going to proceed with this bid. Recompete #3 is a fairly large and specialized government contract (in the hundreds of millions) that my client has held for many years. I've worked on every one of the proposals for this particular contract so I'm pretty familiar with it. In our first planning meeting yesterday we discussed a few issues that we are going to have to deal with fairly quickly.

How much material can we recycle? The RFP for this bid is very similar to the RFP that we responded to five years ago. There are some differences, but on the whole they are very much alike. This was not the case with past RFPs for this same project, which differed extensively each time. So some of the questions we are asking ourselves are: How much of the previous proposal can we recycle? Can we re-use entire sections or just paragraphs here and there? Should we focus on paraphrasing as opposed to just lifting pieces verbatim?

My client will be required to subcontract a substantial amount of work to small businesses. The small businesses that have been working on the current contract have become large and are no longer eligible to participate. So the following questions now arise: How can the project be divided up into discrete chunks that could be handled by various small business subcontractors? How many small businesses should be part of the bid? What will these small businesses be responsible for?

Finally, of course, there are the issues relating to proposal preparation. Who will be responsible for preparing each section of the technical proposal? How best to communicate and coordinate with those who will be working on the business proposal? Who will coordinate with the selected small business subcontractors and what specific role will they play in preparing the proposal?

Just a few of the typical questions that need to be addressed during the proposal planning stage.

April 18, 2008

Which Proposal Would You Rather Evaluate?

What do you see when you review your own proposals with an eye toward how they actually look (as opposed to how they read)? Do you have page after page of text without anything to break up lengthy series of paragraphs? How enticing can that be to the real reviewers who are going to decide whether or not your proposal will make the cut? Reading a proposal is not like reading a fascinating book. Because the language and content of a proposal is often dry and boring, you need to do whatever you can to get reviewers' attention and to make them want to keep reading. One of the best ways to do this is through the use of relevant and attractive graphics.

Some time ago, my friend Heidi wrote this post on "Getting Started With Proposal Graphics." She gives some good pointers about how to think about and use graphics in proposals even if you are not sure exactly what graphics you are going to use.

Now The Proposal Guys blog has an interview with the principal of a graphics design firm that specializes in proposal graphics. Years ago, such firms probably didn't even exist. But these days, we often have a limited number of pages in which to tell our proposal story and increased competition for funding. Thus, we need every edge we can get. And good proposal graphics in combination with a well-written proposal can give us that edge.

One of the things that I like best about this article is the graphic at the very top -- "which proposal would you rather evaluate?" If this doesn't make a compelling case for the use of graphics in proposals, I'm not sure what does.

So get out your crayons..

April 16, 2008

Workweek

Is "workweek" one word or two? I think it used to be two, but has now morphed into one. Or maybe not. Anyway, there's a lot going on out here in proposal land. Over the weekend I finished up revising the Corporate Experience section of my law firm client's resubmission and e-mailed it to her. Due to the nature of that resubmission, my client ended up with over 400 pages that had to be scanned and put on a CD to send off to the government. She also needed to reproduce the entire proposal and submit a hard copy to accompany the CDs. It took her all weekend to get everything together and then, of course, the scanner broke down. I could have told her this would happen.

I'm now preparing the technical section of a DOD proposal for a long-time client. Much of it is similar to a proposal I helped prepare for her late last year, so I can recyle parts of it. But I still need to do some background research and gather information on the local market for a couple of categories of healthcare specialists. My client doesn't like to do this research, and neither do I. But I'm doing it anyway.

Then on Monday, re-compete #3 arrived. Oh joy. It is due at the end of May, so we have six weeks to work on it. My client sent me the RFP, which I haven't read yet. I did open the file, but when I saw that the RFP was over 125 pages, I closed it up without actually looking at it. Maybe I'll read it today. My client and I have been playing telephone tag, so we haven't talked about the proposal yet. But this assignment will keep me pretty busy for the next month and a half.

Then maybe I can take a little vacation.

April 14, 2008

Government Grants and Free Money

With the economy in bad shape like it is these days, many people are experiencing financial hardships. As a result, the scammers are out in force, advertising their books and CDs that promise free money from the government for everything from paying your bills to getting out of debt, and more.

I'm getting a boatload of emails from people who want me to help them write a letter to apply for a government free money grant. Many others write to say that they need the right form to apply for a grant or that they have written a proposal but don't know which government agency to send it to.

If you need help, you may be eligible for various types of government benefit programs, which are often called grants. Most of these programs are administered at the state and local levels. You don't need a special book to find them, and you don't need to write a letter or a proposal to apply. But you will probably have to meet certain income or other types of requirements, and you'll need to be realistic -- despite what the scammers and books tell you, the government is not going to give you a handful of free money to pay off your credit card bills.

Below is a list of categories of benefits and assistance offered by the government. You'll find this listing along with links to specific programs in your state as well as federal agency programs and other resources. Just click on the link to go to the website.

clipped from www.govbenefits.gov

Select categories of interest.

Select categories of interest. (Check all that apply)

Career Development Assistance Child care/Child support

Counsel/Counseling Disability assistance

Disaster relief Education/Training

Energy Assistance Food/Nutrition

Grants/Scholarships/Fellowships Healthcare

Housing Insurance

Living Assistance Loan/Loan repayment

Medicaid/Medicare Social Security

Tax Assistance Veterans-Active Duty

Volunteer opportunities

April 10, 2008

What Evaluation Criteria Can Tell You

Many government RFPs and RFAs tell you how your proposal will be evaluated. These evaluation criteria are often found in Section M, and may specify how you will be "graded" on each particular proposal section or subsection. Sometimes the criteria have points attached to them (e.g., Technical Approach-50 points, Key Personnel-30 points, Corporate Capabilities-20 points); other times the RFP/RFA will tell you that the criteria are listed in decending order of importantce.

While we all try to do as good a job as possible on all sections of our proposals, the evaluation criteria and their associated scoring systems can tell you some very important things:

Where to put your emphasis: if your technical approach will be worth 50 points and your corporate capabilities will be worth 20 points, you should plan on spending much more of your time preparing the technical approach than on preparing your coporate capabilities. You can have great capabilities, but if you do poorly on sections that are valued higher, the capabilities may not help you overcome the lower scores you receive on other, more important sections.

How to assign your proposal staff: Similarly, you may need to assign more personnel to work on the higher-scoring sections than on those that will be scored lower.

How to alllocate your pages. If the RFP/RFA does not specify the exact number of pages for each individual section, you can use the evaluation criteria as a guide. If your proposal will be a total of 50 pages, for example, then at least 25 of those pages should be devoted to your technical approach (50 pages x 50 points). This is a very broad measure, however, and you will need to strike the right balance between the number of pages and number of points depending on how much material will need to go in each section. But it is a starting place.

April 8, 2008

Contending With Government Proposals

There are some days when I wonder why I ever got into this business. Yesterday was one of those days. I spoke with my law firm client whom I hadn't heard from since the middle of last week. She has spent the past several days trying to figure out which of the personnel that her firm proposed a year ago for a government project actually have the qualifications that the government wants.

After hanging on to bidders' proposals FOR A FULL YEAR, the government finally contacted all of the bidders and asked them to submit revised proposals. Instead of telling each bidder exactly how their original proposal was deficient, the government apparently issued many of the same vague deficiency statements to all of them. So instead of saying something like this:

"John Smith does not appear to have 10 years of relevant work experience."

They have said something to the effect that:

"The team of people that your firm proposed for Task 1 do not have the required minimum qualifications. The team of people that your firm proposed for Task 2 do not have the required minimum qualifications. The team of people that your firm proposed for Task 3 do not have the required minimum qualifications..." And so on.

Moreover, in an amendment issued a year after proposals were submitted, the government set forth additional or revised qualifications that each category of personnel must have. They also changed the criteria for other (non-personnel) sections of the technical proposal. Then yesterday, the government issued another amendment that contained answers to bidders' questions and additional instructions on how to submit complete revised proposals.

It's all quite complicated and confusing and makes me wonder why any firm would want do business with the government when they have to put up with this nonsense.

Do you pay taxes? If you do, this is some of what you're paying for.

Deborah's Proposal Writing Blog

A blog about (mostly) writing proposals for government grants and government contracts

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