PROPOSAL WRITING WORKSHOP June 8, 2016

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Valerie Beatrix Newton
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1 PROPOSAL WRITING WORKSHOP June 8, 2016 Subject Matter Experts: Mario Alvarado, Manager, City of Dallas Kimi Tate, Executive Director Procurement Services Dallas Independent School District Jollyn Mwisongo, President and CEO Acari Management Group

2 Basics of Proposals UNDERSTANDING THE PROPOSAL PROCESS 2

3 How we Purchase Rules, Laws and Policies State Laws of Texas City Charter City Code Administrative Directive City Ordinances Bid Documents 3

4 Decentralized/Centralized Vendor Vendor Vendor Vendor Vendor Vendor Departments Procurement City Attorney Risk Management Procurement Departments City Auditor City Attorney Risk Management City Auditor Vendor Vendor Vendor Vendor Vendor 4

5 Types of Solicitations Informal Solicitations (IFS) <$50k Low bid meeting specs Request for Bid (RFB) - >$50k Low bid meeting specs Request for Proposal (RFP) - >$50k & Request for Competitive Sealed Proposal (RFCSP) - >$50k Evaluation criterion considers specified factors including price Request for Qualifications (RFQ) Two step process determines qualifications and evaluation criteria and does not consider price as an evaluation process but the agency can consider price reasonableness 5

6 Request for Proposal RFP -Requests for proposals are issued only for consulting, service, revenue, or other similar contracts not required by law to be procured through an RFB or an RFCSP. RFCSP - The RFCSP process differs from an RFB in that the RFCSP contemplates formal evaluation of sealed proposals on the basis of specific written criteria beyond mere price, potential formal revision of sealed proposals to achieve a best and final offer, negotiation of contract terms on a confidential, fair, and equitable basis, and a most advantageous award. RFQ Identify the most qualified personal, professional, or planning services 6

7 Know the process Advertise for two consecutive weeks Pre-proposal meets Addenda (Q&A) Due Date Evaluation process (short list) Presentations Committee evaluation Tabulation of evaluation scores Negotiations with the highest ranked proposer Initial contract signature by proposer Recommendation to Council Proposer compliance with requirements (e.g. insurance & bonding) Compliance memo Fully execute contract Meeting with department prior to start of service 7

8 Approach to Proposal Read and understand all solicitation documents as these documents are the basis of the contract. Scope of work, evaluation criterion, experience, approach, cost/revenue, minority subcontracting opportunities Insurance Performance and Payment Bonds and/or bid bond Liquidated damages Financial investment Conflict of Interest Breach of Contract 8

9 Do Know how agency communicates advertising new bids and addenda Know the type of solicitation (IFS, RFB, RFQ, RFP, RFCSP) and the process Be familiar with all documents when attending pre-proposal meeting and ask questions Keep track of changes/addenda and due dates Fully understand the scope of work, T&C s, and all documents associated with the solicitation Agency specified requirements deliverables understand the contract Payment terms Have ample capital capacity Address the requirements of the solicitation in your submittal Understand the evaluation criteria & respond accordingly Follow the solicitation format in your response Submit your best cost Consider all cost (insurance, bonding, liquidated damages, financial investment, etc.) in proposal response Submit a responsible cost 9

10 Don t Don t rely on verbal information Don t over sell your company or solution Don t submit pre-printed sales literature as your response unless requested Don t submit response unless you have the capacity and fully meet the specified requirements Submit your best proposal & cost, don t wait for the presentation & negotiation phase Don t buy the contract (responsible cost) Don t communicate with anyone else other than the buyer throughout the process 10

11 TIPS FOR SOLVING THE PROPOSAL PUZZLE Kimi Tate Executive Director Procurement Services Dallas Independent School District

12 WINNING PROPOSALS WRITING STRUCTURE EVALUATOR S PERSPECTIVE OPPORTUNITIES

13 WRITING KNOW YOUR CUSTOMER PROSPOSAL INCLUDES CREATIVITY BENEFITS ARE CLEAR CONCISE EASY TO READ/SCORE COMPLETE ALL FORMS/DOCUMENTS

14 STRUCTURE PROFESSIONAL APPEARANCE BOUND PROPOSAL PROPOSER IDENTIFICATION SECTION TABS

15 EVALUATOR S PERSPECTIVE Easy Identification of Proposer Executive Summary Establish a Winning Theme Visuals Graphs, Charts, Pictures

16 EVALUATOR S PERSPECTIVE Major Topics in Order of RFP List of Resumes, Qualifications and Responsibilities of the Key Personnel List Successful Completed Projects or Services similar in size/ nature Outshine Your Competitors Well-written, Proofread for mistakes

17 Dallas ISD Opportunities Goods and Services Supplier Opportunities Construction Services Bond Supplier Opportunities

18 isupplier Registration Notifications Update Supplier Profile Coming Soon invoice submission, view purchase orders, view payments

19 Think and Grow Rich in Writing Winning Proposals!

Memorandum. CITY OF DALLAS (Report No. A15-012) August 14, 2015

Memorandum. CITY OF DALLAS (Report No. A15-012) August 14, 2015 Memorandum CITY OF DALLAS (Report No. A15-012) DATE: August 14, 2015 TO: SUBJECT: Honorable Mayor and Members of the City Council Audit of the Department of Business Development and Procurement Services