Introduction
Preparing technical proposals for the federal government can be a complex and daunting process, for customers who are already so risk-averse. Not every industry will benefit from these tips. For example, if you sell products (as opposed to services), many of your responses will be Requests for Quote (RFQ) which means the solicitation IS your template.
For service providers, however, these tips will help you level-up your proposal game. While some of these recommendations may vary based on the industry you are in, here are some overall best practices to consider when preparing technical proposals for the federal government:
Develop a Strong Go/ No Go Analysis
Not every opportunity is profitable for every business. Be sure to get comfortable with asking yourself a pre-defined set of questions to qualify each opportunity before putting “pen to paper”, or so-to-speak. If it’s not the right opportunity, you could end up exhausting time, money, and resources for no return on investment. Having a strong Go/ No Go process will be key in avoiding misallocation as your pipeline grows.
If the opportunity passes your pulse check, move on to the next step.
Create Your Response Template
Before submitting your initial response (for those new to government contracting), it is recommended to carefully examine a recent solicitation and its accompanying documents within your industry. Familiarize yourself with the structure and layout, and develop a personalized template that reflects your brand. Your template should be consistent with your website, capability statement, etc. Your template can then be utilized repeatedly by copying it and making necessary modifications.
Check out the resources below to download a copy of our proposal shell and the training to go with it.
Understand the Requirements
Before you start writing the proposal, ensure you fully understand the requirements and scope of the project. Review the Request for Proposal (RFP) or other solicitation documents thoroughly to ensure you have a clear understanding of the government’s needs and expectations. Please pay special attention to Sections L & M. Once you’ve read it through once, reread it. It’s not uncommon to identify requirements that slipped by you the first time(s).
Develop a Clear and Concise Executive Summary
The executive summary is often the first part of the proposal that the government evaluators will read, so it’s important to make it clear, concise, and compelling. The summary should highlight the main points of your proposal and make a strong case for why your company is the best choice to meet the government’s needs.
We recommend working on this page last, as it’s a high-level summary of why your company is the best choice.
Use a Structured Approach
Use a structured approach for each proposal, such as the Shipley Method or alternative, to ensure all the requirements are covered, and the proposal is easy to follow. Whether it’s someone else’s method or your own proven waterfall process, matters less.
A structure will help you avoid leaving out critical details or including irrelevant information. We have our own internal process and use monday.com to manage every step, which, when accompanied by a robust dashboard, allows me to see at a high level where we are with every offer.
Highlight Qualifications and Experience
Government evaluators place a lot of importance on your company’s qualifications and experience. Make sure to highlight your relevant experience, qualifications, certifications, and past performance in similar projects. Use specific examples and metrics to demonstrate your capabilities.
Address Risk Management/ Quality Control
The government is often concerned about risk management and mitigation, so it’s important to address these issues in your proposal. Describe how you will manage risks associated with the project and outline your plans for quality assurance and control. In some cases/ industries, these could provide you a differentiator.
Provide a Detailed Project Schedule
A detailed project schedule is essential for showing the government evaluators that you can meet their timelines and deliverables. Provide a detailed timeline for each project phase, including key milestones and deliverables. Shortcutting here, will undoubtedly lead to a loss for lack of substance in your technical approach.
Follow Formatting and Submission Requirements
Make sure to follow the formatting and submission requirements outlined in the RFP or other solicitation documents. These requirements can be detailed and specific, so be sure to read them carefully and comply with all instructions. We have seen over and over again, “Responses should be no longer than X pages, in Arial size 12 font.” When you see this, it’s usually indicative of the first line of defense and most commonly used when the government expects a significant number of responses.
Overall, preparing a technical proposal for the federal government requires a thorough understanding of the requirements, a clear and concise writing style, and attention to detail.
