2. Agenda
Proposal Life Cycle
Call for Proposals
Proposal Development Team
Writing Proposals
Conceptual Framework
Proposal Outline
Logical Framework
Proposal Budgeting
Roadmap for Winning Proposals
3. Proposal Life Cycle
Opportunity: Identification and initial assessment
Bid/No Bid: Assess win rate and capacity
Risk Assessment: Low/Medium/High
Prepare Proposal: Write your response
Teaming Selection: Partners and subs
Review Proposal: Quality assurance
Submit Proposal: Printing, binding, and submission
Contract Review: Obligations and rights
Debrief Stage: Document lessons learned
4. Call for Proposals – Pre-writing Thinking Process
Do you know what the client wants?
Have you attended information sessions?
Discuss with others thoughts, questions, ideas, issues related to the
client guidelines and the solution requirements
Do you know what you want?
Do active reading: write notes
Highlight relevant points and words or sentences that strike you or
trigger a thought (winning themes)
What is your organization’s position: can you add value?
Where is your comparative advantage as organization that allows you
to tab into the right area/program of the call of proposal scope of
work/statement?
5. Proposal Development Team
Is there a need for a well-defined structure for a proposal team?
Proposal development members can range from few to several
persons with complementing roles and functions
Focus on clear functions, duties and roles regardless of the number
of the proposal team in order to complete the proposal on time and
assure compliance
7. Proposal Development Team
Meetings
Initial Kickoff Meeting
Proposal calendar
Initial teaming/partners Your team will have
Competition a strong start to jump in
Technical Proposal Kickoff Meeting conceptualizing & writing
Evaluation criteria/scoring your proposal
Differentiators
Personnel Kickoff Meeting
Rights candidates
Staffing plan
Cost Kickoff Meeting
Cost strategy/ceiling
9. Writing Proposals – Conceptual Framework (What | Technical)
What is a Conceptual Framework?
It is a visual representation of the overall technical approach
Why is it a preferred tool to start with?
Informs and guides the writers on the technical approach
Provides the client with a clear and concise picture
Identify & formulate the problem and the opportunity (solution)
Craft and draft ideas: formulate your overall objective and sub-objectives
(SMART)
Solutions drive Activities : how will you accomplish your overall objective/SMART
goals?
Activities drive Results: Results is the Outcome statement: what will you want to
achieve in measurable terms by the end of the project and beyond that?
10. Writing Proposals – Problem & Solution Identification
How to Identify the Problem
Scope of work
Existing needs
Research and statistics
What does a solution mean in general terms?
Who will benefit (Target Groups)
Where it will be implemented and how long (region)
How to manage the process (Management Approach)
How to maintain the product? How to ensure sustainability
11. Writing Proposals – Writing Objectives
Formulate SMART Objectives: Specific, Measurable, Action-oriented,
Realistic, Time-bound
Specific : What exactly the project will provide
Measurable: no of units, number of beneficiaries
Achievable: applicable, realistic
Relevant: related to the problem and the need, thus achieving the
intended results
Time-bound: when the change is expected or when the deliverable will
be handed
12. Writing Proposals – Technical Approach
Answers the “what you will do”, “ how you will do it” questions
Cover all requirements in the scope of work
Demonstrate why your approach is advantageous to the client –
Cost savings, time savings, sustainability, value adding, innovative,
etc.
Describe activities and services
Ending with results
13. Writing Proposals – Proposal Outline
It provides a framework for the proposal writers to guide them when
writing
There is an initial outline which is up-dated as we go further in the proposal
writing process
It helps in making writing assignments to various writers (i.e. distribute
writing efforts)
Compliance check to the requirements in the RFP
Go back to the evaluation criteria under the client guideline and organize
your outline according to importance and relevance of evaluation grid
Allocate page limits to various sections according to the evaluation criteria
By adhering to the evaluation grid, you are making it easier for the
evaluator to score the responses
14. Writing Proposals – Logical Framework (Why | Managerial)
Definition
An analytical tool used to plan and formulate projects. It derives its
name from the logical linkages set out by the planner(s) to connect a
project’s means with its ends
A basic instrument that facilitates the design, execution, follow-up, and
evaluation of actions
Need
Answers the question: “Why are we doing the things we’re doing”.
Helps the project remain focused during implementation
Incorporates the full range of views of all stakeholders of a project
15. Writing Proposals – Logical Framework
The structure behind the LFW is a 4X4 matrix
Intervention Logic
Should address the benefits to beneficiaries
Should address the core problem
Should relate to the Scope of Work
Indicators
Measurements used to describe achievements that are leading to fulfilling
expected results
Help in knowing if what was planned is happening
Could be quantitative or qualitative measures
Source of Verification: is the information you collect to provide evidence
Assumptions: the external conditions to be considered to minimize risks
16. Proposal Budgeting
Why to have a well prepared cost proposal?
Cost competitiveness – best value for client
An indicator of understanding the project requirements
Specialty of resources
Level of effort
Demonstrate transparency / confidence: through detailed verified
budget items
17. Proposal Budgeting
Cost Categories
Labor / Consultants Salaries
Indirect Rates
OH rate: all costs required to make your business operable (rent, utilities,
accountants… etc)
Fringe benefits: medical insurance, life insurance… etc
G&A: board costs such as meetings, marketing
Daily Rate Calculation
18. Roadmap for Winning Proposals – Before RFP
Positioning through early intelligence
Meeting the client as early as possible
Cultivate a relationship
Identify potential specialists (Winning Horses)
Share success stories / case studies
19. Roadmap for Winning Proposals – Within the Document
Understanding of the client requirements (what the client wants to
see) – Conceptual Framework
Compliance with RFP requirements (Outline)
Demonstrate understanding of the local context (cultural/schedule)
Use of ringing bells words e.g. social media
Highlight technical and management winning themes (case studies,
success stories, excellent team leaders, mobilization)
Demonstrate experience (prestigious projects, industry recognition,
references, endorsements)
20. Roadmap for Winning Proposals – Submittal
Reviews: assure consistency and quality
Review outline to reflect what is required in the RFP
Production quality
21. Roadmap for Winning Proposals – After Submittal
Presentation if asked
Negotiations
Other activities (workshop or public activity that you may invite the
client to)
