This presentation explains step by step guide about how to write a good consulting proposal.

1. * Consulting Proposals *
D. Vasudevan

2. What is a Proposal?
• Consulting Proposal is a written document
detailing the consultants ideas, planning and
methodology proposed for carrying out a given
assignment.
• The consulting proposal enables the client to
assess, evaluate, and select the most suitable one
for appointment for carrying out the assignment
• Proposals are prepared and submitted in response
to a “Request for Proposal”, generally after
following a short listing process

3. Proposals are invited…
 To solicit offers from prospective consultants
 Determination of Market rates
 Transparency in the selection process
 To select the best services at lowest rates
 Tool for negotiation – desired Quality and price
 It provides the evaluator a mechanism to make
an informed decision, achieve economy and avail
of best of professional services

4. Nature of Proposals
What it consists of…
• Technical Proposal
• Financial Proposal
Content Type / Limits
• Simplified Technical
Proposals
• Detailed Technical
Proposals
• CV only Proposals
• Cost only Proposals

5. Proposals Types
e.g. Asian Development Bank

6. Typical contents of a
Technical Proposal
 Introduction / Project Appreciation
 Terms of Reference
 Approach and Methodology
 Activity Schedule / Work Plan
 Manpower Schedule
 Curriculum Vitae
 Similar Experience
 Project Risks / Mitigation measures
 Support Facilities

7. Proposals should be….
• Responsive to client’s needs
• Competitive on technical and financial terms
• Stand out amongst the competition
• Offer the best at competitive rates
• Provide an Unique Value Proposition

8. Expectations from Technical
Proposal
• Proposals have to be made as per the
exact requirements of the client (TOR)
• Need for a comprehensive document
having technical and financial aspects
• There may be lengthy and specific formats
• Level of detailing required may differ as
per the requirement of the client
• Well structured Technical Proposal makes
the evaluation easier and faster

9. Proposal Evaluation
• Different organizations may have their own
methods for evaluations
• Multilaterals/ Bilateral and Government
now follow a QCBS mode of evaluation
• The scoring pattern / weights may differ,
however the logic remains the same
• Corporate Sector evaluates proposal as
per their needs. At times they also follow
the QCBS system or the LCS

10.  Final Scores are Given using the following
formula
(St X 0.8) + (Sf X 0.2) = Total Score
 Technical Scores are disclosed first
 Only those proposal scoring the minimum 750
points are taken up for opening of the financial
proposals
 The proposal offering the highest scores is then
called for negotiations
Proposal Evaluation
QCBS Evaluation – Final Scoring..

11. Understanding the RFP
• The RFP is prepared to help the evaluator
collect critical data to streamline the
evaluation process and compare only the
qualified bidders
• The RFP outline format is design to help
the evaluator quickly compare proposals
• Most proposal writers spend a huge
amount of time writing the RFP. They
expect you to read it and follow it carefully.

12. Parts of an RFP
• Letter of invitation and competitors
revealed
• Criterion for Evaluation of proposals
• Overview and Terms of Reference
• Specific Information pertinent to the
assignment
• Time lines to seek clarifications and for
submission of bids
• Conditions of contract

13. Understanding the RFP
• Critically examine the terms of reference.
• Evaluate capability requirements.
• Understand the scoring system.
• Examine the draft contract.
• Examine special conditions, if any.
• Understand the response formats

14. Examine the TOR
• Examine the Terms of Reference
– Identify key elements
• Sector / sub sector of work
• Competencies required
– What is aimed to be achieved from the TOR
– Are the targets reasonable?
– Is the time frame reasonable?
– Are there potential pitfalls that need factoring
• Develop a framework for writing the
proposal

15. Appreciation of the
assignment
• Not too verbose, but well written and
supported with diagrams to convey your
appreciation of the contours of the
assignment
• Impress that you KNOW the subject well
• collect relevant data and research well
• Include subject matter specialist’s inputs
• Define contemporary issues
• Identify potential problems

16. About the firm
 A brief background of the firm highlighting..
 You understand the business
 You understand the sector
 You have relevant experience
 You have capabilities in house
 You have requisite financial strength
The Brochure / annual reports etc. can be
included as an Annex to support this short
introduction

17. Terms of Reference
• Comment on the terms of reference.
• Suggestions on improving the TOR
• Put the TOR in the proposal as a token of
your acceptance

18. Approach
 How you propose to complete the assignment
 Research method
 Team structure
 Project Management
 Plans to overcome constraints
 An innovative and well thought approach wins
appreciation
APPROACH SHOWS THE ROUTE MAP

19. Methodology
 If approach shows the route, methodology
shows the proposed means of covering that
route
 It is detailed description of specific tasks to
be undertaken to complete the assignment
 Defines milestones and when they will be
reached

20. Methodology…
• Should be
– Comprehensive
– Convey clarity of thought
– Convey practicality of activities proposed
– Interesting to read
– Gel with the proposed approach, team
proposed and timelines
– Should follow the work flow

21. Methodology…
• Think through the Terms of Reference
• Prepare the story board
• Research well
• Justify and qualify each proposed activity
• Methodology should gel with the approach

22. Methodology…
• Describe specific activities that will take
place to achieve the objectives.
– What
– How
– When
• Your proposal should clearly communicate
ability to successfully perform the contract.
• You must know the subject thoroughly

23. Methodology…
 What dwells on the objectives to be met as per the
terms of reference
 How describes how we intend to meet those
objectives in terms of
 specific activities,
 data to be used and their sources
 research tools,
 analytical tools,
 Why we intend to use these tools also strengthens
our case
 When provides an idea of the time line for
completion of assignment

24. Activity / Work Schedule
N° Activity
Days / Weeks / Months
1 2 3 4 5 6 7 8 9 10 11 12 n
1
2
3
4
5
n
• Realistic
• Sequenced
• Gels with Approach and Methodology

25. Staffing Schedule
N° Name of Expert /Position
Expert input
Total person-month
input
1 2 3 4 5 6 7 8 n Home Field Total
1 Name of the Expert
2 Name of the Expert
n Name of the Expert
Total

26. Staffing
• In most bids, this carries the maximum
weight
• Selection of proposed staff important to
complement capabilities
• Internal staff most favored, however
augmentation through consortium staff /
independent experts
• Staff capabilities conveyed through well
prepared CVs

27. Curriculum Vitae
1. Proposed Position
2. Name of Firm
3. Name of Expert
4. Date of Birth
5. Education
6. Membership of Professional Associations:
7. Other Training
8. Countries of Work Experience:
9. Languages
10. Employment Record

28. Curriculum Vitae…
11 Detailed Tasks Assigned
12. Work Undertaken that Best Illustrates Capability to
Handle the Tasks Assigned
Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:
13. Certification:

29. Curriculum Vitae…
• Spend Time on the Curriculum Vitae
• Chose appropriate format
• Check for anomalies
• Check for tense
• Include relevant details
– Relevant Experience
– Qualification
– Regional / country experience
– Language skills

30. Experience List
• Various Formats
– Prose
– Bulleted
– Project Data Sheet
• Should be updated
• Corrected for all specific details
• Tenses should be corrected
• Well Written

31. Experience List…
Assignment name: Approx. value of the contract :
Country:
Location within country:
Duration of assignment (months):
Name of Client: Total No of person-months of the
assignment:
Address: Approx. value of the services provided by
your firm under the contract (in current
US$):
Start date (month/year):
Completion date (month/year):
No. of professional person-months
provided
Name of joint venture partner or sub-
Consultants, if any:
Name of senior regular full time
employees of your firm involved and
functions performed
Narrative description of Project:
Description of actual services provided in the assignment:

32. Financial Proposal
• Remuneration
– Manpower cost
• Salary
• Social Costs
• Overheads
• Profits

33. Financial Proposal
• Remuneration
Name Position Rate/Day/month No of Days/months Amount
1 A B A X B
2 A B A X B
3 A B A X B
4 A B A X B
5 A B A X B
TOTAL
Sum
Above

34. Financial Proposal
• Out of Pocket Expenses
– Travel
• Outstation
• Local Travel
– Boarding & Lodging
– Incidental Expenses
– Communication
– Drafting
– Other – Survey, Workshop, Special Software

35. Financial Proposal
Activity Rate/trip Number of trips Amount
Travel A B A X B
• Overseas A B A X B
• In India A B A X B
• Local A B A X B
Boarding
Hotel Rate / Day Days Amount
• 1
• 2
• n
Food Per Day Days Amount
• 1
• 2
• n
Per Diem Per Day Days Amount
TOTAL Sum Above

36. Financial Proposal
Activity Rate No of units Amount
Contour Survey A B A X B
Survey A B A X B
Workshops A B A X B
Special Packages A B A X B
Other Items A B A X B
Contingencies A B A X B
TOTAL Sum Above
• Miscellaneous Expenses

37. Financial Proposal
• Sumarised Financial Proposal
Items Amount
Remuneration A
Out Of Pocket Expenses B
Miscellaneous Expenses C
Sub Total (D) A+B+C
Taxes on D E
TOTAL (D+E) Numerics
Words

38. Financial Proposal
 Correct Effort Estimation
 Full time requirement
 Part time requirement
 Number of trips
 Number of Hotel days
 Miscellaneous expenses
 Correction estimation of costs
 Salaries and related expenses
 Costs
 Currency Rates
 Taxes

39. Proposal - Checklist
 Thoroughly reviewed the RFP ?
 Answers to questions on the RFP incorporated?
 Obtained and reviewed background documentation for the
project ?
 Evaluated competition ?
 Developed a strategy to differentiate your company ?
 Prepared document in the appropriate format ?
 Included commitment letters from potential employees,
suppliers and funding sources ?
 Past performance references ?
 Purchased a sufficient number of packaging materials?
Binder rings, tabs, notebooks, etc. ?
 Correct number of copies and packaging ?

40. Finishing Touches
 Packaging
 Cover design
 Cover letter
 Spell check
 Gather appendix materials
 Prepare table of contents, section
dividers, etc.
 Production
 Where and by whom will the document be
produced? Delivered?

41. Common Mistakes
• Proposal not in the right format
• Information inadequate / not communicated well
• Spelling and grammatical mistakes
• Formatting errors
• Number of copies not as per requirement
• Proposal (all pages) not signed
• Addendums required not included
• Number of copies not as per requirement

42. Common Mistakes
• Proposal does not reach in time
• Proposal not numbered properly
• No list of contents
• Miscalculation of costs
• Mismatch between numerical and
alphabetical values
• Loosely Bound
• Not packed as per requirement

43. Thanks…
dvasudevan@outlook.com