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.   

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