Understand the basics Federal contracting process. Why is BD necessary? Do you really understand capture? Why you really need to integrate your BD and Proposal process to win more business. This presentation is the start of a series and very high level. Useful for someone new to the federal contracting and proposal process. It is also useful for Public sector employees transitioning into Private sector.

2. Introduction
• 20 years proposal industry
experience in Federal, State,
Local and Commercial
industries
• Worked in US, Asia-Pacific,
and Middle East
• Career spans from proposal
writing and managing to
business development to
actually managing projects
• B&P and P&L responsibility
laid the foundation for our
company process
Business Philosophy: Every proposal has a ‘business impact’ – it’s not just a
documentation exercise
Reena Bhatia
Founder & Advisor
ProposalHelper

3. INSIGHT INTO
BUSINESS
DEVELOPMENT

4. BD and Proposals – the
Relationship
What does Business Development have
to do with winning Proposals?
EVERYTHING
Winning proposals stem from winning
BD and Capture efforts
one cannot exist without the other
Winning business goes beyond writing just a strong proposal

5. To bid or not to bid?
and why?
• Be informed
• Be realistic
• Be aggressive
Leadership drives attitude – make us believe in your decision
Business decisions to pursue
an opportunity go beyond ‘gut
feeling’
Should we
Bid?
Should we
pass?
Most importantly
Articulate clearly WHY you want this business –
not why you want to write the proposal.

6. Can you afford not to bid?
Being realistic does not mean be a
pessimist
Step outside your comfort zone
Augment your capabilities through teaming
If you want to sustain and grow
you cannot afford not to bid anymore
Be able to deliver – there is a first time for everything

7. Evaluating the Pipeline
If you do business with the Government
(Federal, State, or Local), you should have a
pipeline of potential opportunities.
Do you?
Most Government agencies publish their
strategic acquisition plans (5-year plans) –
its not a secret!
Don’t JUST wait for an RFP – be proactive and target new and recompetes
early

8. Build a Solid but Realistic
Pipeline
• You look at many but be realistic about
your capabilities (whether priming or
subbing)
• Go through the capture drill – meet the
client, meet the incumbent, meet your
competition, meet your partners.
• Make an early decision whether to go solo
or team!
(save yourself time and hassle of
unnecessary teaming if you can pull it off
alone)
• Be realistic about your capabilities (oh!
Did I already say that – well, yes!)
• Be realistic about your resources
(can you really have 4 major bids going
on and still do real business?)
Window shopping – you are
just looking
Aaaa! I like this and this
and this
(I am downsizing, let me
leave the rest – limited
quals to justify pursuit)
Well, I really don’t need so
many – do I? I can only fit
so many
*Reality Time – limited
resources*
These are the only
ones I can truly
afford!
Prioritizing does not mean giving up a bid

9. So you have your
pipeline – now
what?

10. FOCUS ON WRITING
WINNING PROPOSALS

11. Scene 1: The Lampoon
• The Business Developers/Sales people have
done their job
– Found the leads
– Qualified them
– Prepared a healthy pipeline
Where are they
now?
Hopefully in front of a customer and not here!

12. Scene 2: The Lampoon
C-Level executives expect too much from sales
and BD – get the leads, qualify them, write the
proposal and…
oh! Don’t forget lunch with CIO of Acme Agency
and dinner with the large company whose team
we really need to get on!
Sales and BD are jet setting around the globe
hunting for leads. They need to hand off the
deal to…to....to...whom?

13. …A WINNING PROPOSAL TEAM
Hand the lead off to a capable and fully-
staffed - Proposal Team
(not person)
• Don’t expect one person to do it all
• Do expect a single responsible person to
pull it all together
• Maintain open, honest, and continuous
communication at all times

14. Risks of Using an Individual
Proposal Consultant
Data Calls - send, receive, review
Proposal Schedule – prepare and track
Prepare Proposal Outlines
Writing Graphics
Organize and Conduct Reviews
Track Amendment Changes
Make writing assignments
Prepare for kickoff
EditingPrinting
The work is all the same – can one person keep up?

15. STOP, STOP, STOP
WE SAID…
WINNING TEAM
Not one person doing it all

16. ProposalHelper – your
Winning Team
Whether you use us or another
company – research their process well
• Do they hire consultants?
• Do they have repeatable processes?
• Does a single person do everything or
do they have a support team?
• Can your bid survive without the
single POC?
Minimize your business risk – build a long term relationship

17. Don’t Trivialize the Proposal
• It may seem simple but is it? Sometimes yes, but
get a second opinion
• You invest months marketing, building
relationships, finding the right partners, making a
case to bid – put it to action
• Have professionals who know how to manage the
process and take you to the finish line
• Proposal professionals are multi-taskers – we
shred the RFP, guide the team to build a winning
proposal, and are an integral part of your winning
team!

18. Before and After You Super Size
• Whether its your own team or you outsource
– know (truly know) WHY you are bidding
• Now convey that message and enthusiasm to
your bid team – subcontractors, sales and
BD, capture, proposal, office support staff
• Most importantly – maintain high enthusiasm
throughout the process
• It gets tough, it gets in the way, it may feel
like a mountain to climb – remind yourself
why you started the process in the first place!
Its not about a proposal – its your business growth!

19. Proposal Process – Project Plan
• The proposal process is much like a real
project
• Start with a Project Plan (Proposal Plan)
• Decide who is doing what, when, to whom
• What resources are needed, where are they?
• What do we need to win this deal – bring
sales/BD and capture under one roof!
Create a plan and stick to it! Don’t hesitate now.

20. Know Your Customer (KYC) –
Know yourself even better!
• Read the RFP
• Understand the requirements
• Reassess if this is still something you
want to pursue and have the capability
to win
• Shred the RFP – look at the
requirements, proposal instructions,
evaluation criteria, terms/conditions
Revisit your list of reasons for bid – do they still stand?

21. ProposalHelper – why we are
different?
• Dedicated resources to handle proposals
– winning business is NOT a one-person
show
• Dedicate a single point of contact to
communicate with you but have a host of
resources backing up our PrC
• From data collection, writing, graphics, to
desktop publishing and printing – there is
a LOT that goes into proposals – we
handle every aspect
The first company to fix price proposal support!

22. Sample Proposal Plan (prepared
by PH for Client)

23. Sample Proposal Plan (prepared
by PH for internal accountability)
Multiple tasks go on internally that clients don’t have to worry about

24. PRICING
Let’s talk numbers!

25. Price Proposals
• The biggest challenge for companies is
pricing – what to charge?
• Price to win is mostly non-existent
• If you know the competition, good resources
to check are competitor’s GSA schedule and
other published pricing information
• Ultimately, price the lowest you are willing to
live with – there may not be a second chance
Put your best price forward the first time – you may not
have a second chance!

26. RECAP
A WINNING TEAM can
do it for you!

27. Recap
• Bid realistically
• Network and build a strong team of
companies for total solution
• Surround yourselves with proposal experts –
you have too much invested to take a chance
• In house or outsource – set scope and
expectations
• Participate actively – there’s no magic pill
here!
Reach out to BidSync and ProposalHelper – we are on
your side!

28. Even superheros need help!

29. QUESTIONS

30. CONTACT US TODAY!
13800 Coppermine Road, Suite 114
Herndon, VA 20171
WWW.PROPOSALHELPER.COM
CALL 571-535-4707
EMAIL:
CUSTOMERSUPPORT@PROPOSALHELPER.COM