Successful Proposal Strategies For Small Businesses

by Frey, Robert S.

• ISBN13: 9781580539579
• ISBN10: 1580539572
• Edition: 4th
• Format: Hardcover
• Copyright: 2005-01-31
• Publisher: Artech House on Demand

Summary

Newly expanded and thoroughly revised to reflect and meet the demands of a high-velocity global business environment, the Fourth Edition of this popular book and its companion CD-ROM are highly accessible, self-contained desktop references developed to be informative, practical, and easy to use. They help small and mid-sized businesses as well as non-profit organizations and public-sector agencies to achieve effective, efficient, and disciplined business development, proposal development, and knowledge management (KM) processes.

Author Biography

Robert S. Frey conducts innovative proposal management seminars throughout the United States and is an instructor in technology management at UCLA in California

Table of Contents

Acknowledgments	xiii
Introduction	xv
Chapter 1 Competitive proposals and small business	1	(42)
1.1 Overview	3	(4)
1.2 From set-asides to full-and-open competition	7	(4)
1.3 Small business constraints	11	(1)
1.4 Maximizing small business strengths	11	(2)
1.5 SBIR and STTR programs	13	(3)
1.6 Organizing your company to acquire new business	16	(6)
1.7 Effective strategic and mission planning	22	(2)
1.8 Converting knowledge into proposal success	24	(13)
1.8.1 KM benefits proposal development	30	(2)
1.8.2 Internal and external clients: looking at clients in a whole new way	32	(5)
Endnotes	37	(6)
Chapter 2 Strategic partnering and subcontracting opportunities	43	(16)
2.1 Subcontracting opportunities and pathways to success	44	(1)
2.2 Critical success factors	45	(1)
2.3 Specific strategies for achieving subcontracts	46	(5)
2.4 Becoming part of a governmentwide acquisition contract (GWAC) team	51	(3)
2.5 How mentor-protege programs can help your business	54	(3)
Endnotes	57	(2)
Chapter 3 Marketing to and with your clients	59	(38)
3.1 More than just selling	59	(6)
3.2 Transactions are personal-people buy from people	65	(1)
3.3 Listen to your client	66	(1)
3.4 Infuse marketing intelligence into your proposal	66	(2)
3.5 Intelligence gathering and analysis techniques	68	(4)
3.6 Call plans	72	(6)
3.7 Maintain management visibility on your contracts	78	(3)
3.8 Project managers as client managers	81	(2)
3.9 Commercial off-the-shelf acquisition	83	(1)
3.10 Pursuing firm-fixed-price and invitation-for-bid opportunities	84	(1)
3.11 Using the request for information and the request for comment as valuable marketing tools	85	(1)
3.12 Standard Form 129s and contractor prequalification statements	86	(1)
3.13 Ethics in marketing and business development	87	(2)
3.14 Advertising, trade shows, and high-impact public relations	89	(6)
Endnotes	95	(2)
Chapter 4 Requests for proposals	97	(14)
4.1 Overview	97	(3)
4.2 Part I-the schedule	100	(1)
4.3 Part II-contract clauses	100	(1)
4.4 Part III-list of documents, exhibits, and other attachments	101	(1)
4.5 Part IV-representations and certifications	101	(1)
4.6 The importance of Section L (instructions to off erors)	101	(3)
4.7 Section M (evaluation criteria): toward maximizing your score	104	(1)
4.8 Greatest or best-value approach	104	(1)
4.9 Emphasis on performance-based acquisition (PBA)	105	(2)
4.10 Influencing the content of an RFP-legitimately	107	(2)
4.11 Other types of solicitation documents	109	(1)
Endnotes	110	(1)
Chapter 5 Private-sector solicitation requests	111	(10)
5.1 Grant proposals-winning what you bid	114	(3)
5.1.1 Letters of inquiry	115	(1)
5.1.2 Balancing the technical and the nontechnical	116	(1)
5.1.3 Standard grant proposal components	116	(1)
5.2 Nongovernmental organizations (NGOs)	117	(4)
Chapter 6 The federal acquisition process: emerging directions	121	(24)
6.1 Overview	121	(1)
6.2 Statutory and regulatory requirements for competition	122	(1)
6.3 The source selection process	123	(3)
6.4 Full-and-open competition	126	(1)
6.5 Major contract types	127	(1)
6.6 Significant recent paradigm shifts in federal government acquisition	128	(6)
5.7 Understanding the Federal Acquisition Streamlining Act (FASA)	134	(8)
Endnotes	142	(3)
Chapter 7 The proposal life cycle	145	(44)
7.1 What is a proposal in the competitive federal and commercial marketplace?	145	(3)
7.2 Where does the proposal fit into the total marketing life cycle?	148	(16)
7.3 Bid-no bid decision-making process	164	(2)
7.4 Planning and organizing	166	(7)
7.4.1 Draft executive summary	166	(1)
7.4.2 Theme development	167	(4)
7.4.3 Storyboards	171	(2)
7.5 Kickoff meeting	173	(1)
7.6 Writing	173	(5)
7.7 Major contractor review cycles	178	(8)
7.7.1 Blue or Pink Team	178	(2)
7.7.2 Red Team	180	(5)
7.7.3 Gold Team	185	(1)
7.7.4 Black Team	185	(1)
7.7.5 Black hat review	185	(1)
7.8 Preparing for orals and Final Proposal Revision (FPR)	186	(1)
7.9 Debriefings (refer to FAR 15.1003)	187	(1)
Endnotes	188	(1)
Chapter 8 Major proposal components	189	(24)
8.1 Overview	189	(1)
8.2 Transmittal letter	190	(1)
8.3 Technical volume	191	(8)
8.3.1 Front cover	191	(2)
8.3.2 Nondisclosure statement on the title page	193	(1)
8.3.3 Executive summary	194	(1)
8.3.4 Building a compliance (cross-reference) matrix	195	(1)
8.3.5 Narrative body of the technical volume	196	(3)
8.4 Management volume	199	(9)
8.5 Cost volume	208	(2)
8.6 Government contract requirements	210	(1)
Endnotes	210	(3)
Chapter 9 Acquisition/capture and proposal team activities	213	(12)
9.1 Formation and function of acquisition/capture teams	213	(2)
9.2 Prekickoff activities	215	(2)
9.3 Proposal kickoff meeting	217	(6)
9.4 Postkickoff activities	223	(2)
Chapter 10 The role of the proposal manager	225	(30)
10.1 Overview	225	(2)
10.2 Generalized job description	227	(9)
10.3 Changing focus of proposal management	236	(3)
10.4 Effective solution development	239	(3)
10.5 Complementary roles and responsibilities of proposal and capture managers	242	(1)
10.6 The growing importance of oral presentations	242	(5)
10.6.1 Outsourcing oral presentation support	243	(1)
10.6.2 Oral presentation development process	244	(2)
10.6.3 Specific oral presentation guidelines for success	246	(1)
10.7 Attending to the details	247	(1)
10.8 Control of the schedule	248	(3)
10.9 Training additional staff in proposal-management skills	251	(1)
10.10 Finish the job at hand	251	(1)
10.11 Successful proposal managers	252	(1)
Endnotes	253	(2)
Chapter 11 Pursuing international business and structuring international proposals	255	(36)
11.1 Overview	255	(1)
11.2 Where in the world to begin?	256	(2)
11.3 The importance of the World Bank Group	258	(4)
11.4 Your company's participation in United Nations procurements	262	(1)
11.5 European Bank for Reconstruction and Development (EBRD)	263	(1)
11.6 Asian Development Bank (ADB)	264	(1)
11.7 International market planning	265	(2)
11.8 In-country partnerships	267	(1)
11.9 Host country procurement environments	268	(1)
11.10 Import-export considerations and technology transfer	268	(1)
11.11 Risk assessment	269	(1)
11.12 Terms and conditions	269	(1)
11.13 Ex-Im Bank of the United States assists small businesses	270	(2)
11.14 Helpful Web-based resources and in-country support infrastructures for small businesses	272	(12)
11.15 British-American Business Council	284	(1)
11.16 U.S. Trade and Development Agency	284	(1)
11.17 U.S. Agency for International Development	285	(3)
Endnotes	288	(3)
Chapter 12 Proposal production and publication	291	(24)
12.1 Internal documentation standards	293	(1)
12.2 Document configuration management and version control	294	(2)
12.3 Freelance and temporary publication staff	296	(1)
12.4 Incorporating technical brilliance up to the last minute	296	(1)
12.5 Graphics are an integral part of your proposal	297	(4)
12.5.1 Action captions	299	(1)
12.5.2 Configuration control of graphics	300	(1)
12.6 Role and structure of your publications group	301	(1)
12.7 Software and hardware compatibility, standards, and recommendations	302	(2)
12.8 Electronic proposal submittal and evaluation	304	(1)
12.9 Important documentation tips	305	(2)
12.10 Virtual proposal centers, intranets, and extranets	307	(4)
12.10.1 Useful document management systems (DMS)	309	(2)
12.11 Using freelance proposal writers to maintain technical productivity	311	(2)
Endnotes	313	(2)
Chapter 13 Human and organizational dynamics of the proposal process	315	(16)
13.1 Modifying our thinking to win	316	(1)
13.2 Building a competitive work ethic	317	(1)
13.3 Strong link between project performance and proposal success	318	(1)
13.4 Past performance-it's more important than you think!	319	(6)
13.5 Proposals can be fun!	325	(1)
13.6 Maximizing human intellect	325	(3)
13.7 Proposal professionals as change agents	328	(1)
13.8 Wellness in your proposal process	328	(1)
Endnotes	329	(2)
Chapter 14 Controlling bid and proposal costs	331	(8)
14.1 What does it cost to get new business, and how are those costs recovered?	332	(1)
14.2 Tracking B&P expenditures	333	(1)
14.3 Business development bonus policy	333	(3)
14.4 Stretching limited marketing funds	336	(1)
Endnote	337	(2)
Chapter 15 Tried-and-true proposal writing and editing techniques	339	(14)
15.1 Proposals are knowledge-based sales documents	339	(3)
15.2 Active voice adds strength and saves space	342	(2)
15.3 Guide the client's evaluators through your proposal	344	(2)
15.4 Action captions	346	(1)
15.5 Methods of enhancing your proposal writing and editing	347	(2)
15.6 Government-recognized writing standards	349	(1)
15.7 Additional sources of writing guidance	350	(1)
15.8 Storytelling as an art form	350	(2)
Endnotes	352	(1)
Chapter 16 Packaging and managing proposal information and knowledge effectively	353	(28)
16.1 Overview	353	(1)
16.2 The all-important resumes	354	(3)
16.3 Project descriptions (project summaries)	357	(2)
16.4 Proposal boilerplate (canned or reuse material) as knowledge assets	359	(1)
16.5 Marketing targets	359	(5)
16.6 Corporate library	364	(1)
16.7 Proposal lessons-learned database	365	(2)
16.8 Applying IT solutions: scalable informational data systems	367	(3)
16.8.1 IBM Lotus Notes scenarios	368	(1)
16.8.2 CD-ROM scenarios	369	(1)
16.8.3 Intranet scenarios	369	(1)
16.9 Small business KM success story-this stuff really works!	370	(4)
16.9.1 Small-scale, pilot KM initiatives applied to proposal development	370	(1)
16.9.2 Balance of tools, disciplined methodologies, and a supportive business culture	371	(1)
16.9.3 Development drivers and challenges	371	(2)
16.9.4 Sustainment and future enhancements	373	(1)
16.9.5 Transferable lessons learned	373	(1)
16.10 Leveraging federal performance appraisal systems to your company's benefit	374	(1)
16.11 ISO-driven proposal and business development excellence	375	(4)
Endnotes	379	(2)
Chapter 17 Leveraging business complexity in a knowledge-based economy	381	(14)
17.1 Turbulent transition toward knowledge-based business	381	(3)
17.2 How to communicate effectively on your knowledge landscape	384	(3)
17.3 Envisioning supple business models	387	(4)
17.4 Sample application: tracing complexity and KM through the proposal development process	391	(1)
17.5 Summation	392	(1)
Endnotes	393	(2)
Chapter 18 Planning and producing SF330 responses for architect-engineer services	395	(16)
18.1 SF330 and the FAR	395	(1)
18.2 Understanding the required structure of the response	396	(7)
18.3 Overall strategy of response	403	(1)
18.4 Section F: selling your project experience	404	(1)
18.5 Section H: structure according to the evaluation criteria	404	(1)
18.6 Section H outlining	405	(1)
18.7 Subcontractor participation	405	(1)
18.8 Building teaming agreements	406	(5)
Epilogue Thinking to win small-business competitive proposals	411	(4)
Appendix A Sample proposal kickoff package	415	(14)
Appendix B Template to capture important resume information	429	(6)
Appendix C Marketing information and intelligence sources: federal, international, and private sector	435	(12)
C.1 Sources of federal marketing leads and information	436	(8)
C.2 Sources of international marketing leads and information	444	(2)
C.3 Sources of U.S. private-sector marketing leads and information	446	(1)
Appendix D Glossary of proposal-related terms	447	(30)
Selected list of acronyms and abbreviations	477	(48)
Selected bibliography	525	(20)
About the author	545	(4)
Index	549