Ultimate Proposal Checklist

Preparing a proposal can be an arduous task at the best of times.

Over the years, we have learnt that having a proposal checklist at hand can reduce the stress levels and avoid those last minute howlers, such as the case of a bidder that printed the proposal WITH track changes left turned on.

With that in mind, we’ve compiled this list to get you through the process as smoothly as possible.

1.  The Request For Proposal

• Get a complete copy of Request For Proposal and all supporting documents. 
• Distribute the RFP to all team members.
• Get confirmation that they have received the proposal. 
• Decide to Bid/No Bid.
• Bid — Review RFP and other documents for missing pages/sections. 
• Prepare clarification questions. 
• Review clarification responses.
• No Bid — Inform agency if required.

2.  Partners

• Identify potential partners/consortium.
• Examine any potential conflict of interest.
• Determine partnership arrangement, e.g. who will lead. 
• Prepare teaming agreements. 
• Receive signed agreements back from partners. 
• Determine each partner's level of effort for project. 
• Determine resource requirements from partners and consultants.

3.  Proposal Strategy

• Organize strategy meetings. Circulate all meeting minutes.
• Identify the partnership's strengths and weaknesses. 
• Identify the competition and their strengths and weakness. 
• Identify ways to differentiate your partnership from the competition. 
• Develop a winning strategy.
• Prepare the bid team. Ensure that they are all available.

4.  Technical Proposal

• Prepare the draft outline. 
• Identify writers for each section.  Identify graphic artist is required.
• Prepare proposal template. Include list of nomenclature, abbreviations, acronyms etc.   
• Circulate relevant sections from past proposals to writing team. 
• Circulate sections to team members before writing starts.
• Prepare schedule with due dates for draft sections. 
• Determine review, feedback and editing process. 
• Ensure compatibility of software packages e.g. MS Word.  

5.  Personnel

• Prepare personnel checklists. 
• Prepare commitment letter(s) for signature by candidates. 
• Recruit long-term staff and consultants. 
• Collect, sort and review CVs. 
• Identify best candidates. Confirm interest/availability. 
• Obtain signed letters of commitment from candidates. 
• Review personnel checklists. 
• Determine format for proposal CVs. Re-write CVs. 
• Prepare skills matrices.

6.  References

• Use RFP format if required. 
• Update and/or prepare past performance information as needed. 
• Review for accuracy and completeness.
• Contact references in advance to check their availability.

7.  Packaging

• Select cover design (map, picture, graphic, etc.). 
• Identify info for cover (RFP #, date, submitted to/by, etc.). 
• Prepare cover (in PhotoShop as GIF image). 
• Determine packaging requirements. 
• Purchase any material that will be required e.g. binders, notebooks, CD covers
• Ensure sufficient quantities of all packaging items are available.
• Keep critical key items in reserve e.g. high-quality paper, color toner etc

8.  Finishing Touches

• Spellcheck, proofread and technical edit all sections. 
• Gather appendix materials, e.g. product case studies and datasheets. 
• Prepare Inside Cover Sheet for Technical Proposal. 
• Prepare Section Tabs/Dividers for Technical Proposal.
• Check color printer availability. Check toner supply.

9.  Productions

• Determine who will oversee production. 
• Print copies. Keep one hardcopy as reference.
• Insert special pages, charts, etc., if required. 
• Insert appendix materials. 
• Check pages in each copy for legibility. 
• Check graphics for legibility. 
• Check hyperlinks are correct e.g. on CD. 
• Check for page omissions
• Check for page duplications e.g. same page/section printed twice.

10.  Proposal Delivery/Logistics

Preparations for Delivery

• Obtain packaging materials (boxes, wrapping paper, tape). 
• Purchase box handle (if needed for hand carrying). 
• Prepare labels for the package (and the CD if required). 
• Mark "original" on one copy. 
• Mark "copy" on other copies. 

Mailing  

• Check courier service schedules (# days required for delivery). 
• Affix "proposal" label. 
• Affix outside address label. Check that it is legible.

Personal Delivery

• Identify person to carry proposal. Confirm availability.
• Make airline/hotel reservations if required. 
• Affix "proposal" label. 
• Affix outside address label. Check that it is legible.
• Provide receipt to person who will hand-carry proposal.

Let us know if we have missed anything here.