Proposal Development and Submission Checklist

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While writing a proposal or preparing response for the RFP (Request For Proposal) following points should be considered inorder to make this process smooth. These classified points mak your proposal submission management easier and help u deliver the best proposel

You can Download the checklist

RFP/Documents

  1. Obtain complete copy of RFP.

  2. Review RFP for missing pages/sections.

  3. Distribute RFP to appropriate team members

  4. Get RFP translated if its language is not English

  5. Prepare questions for submission to Bid Officer.

  6. Receive and review responses to questions.

  7. Collect, distribute and review along with other supporting/related documents/emails.

PARTNERS


  1. Identify partners to participate in bid.

  2. Determine type of partnership arrangement.

  3. Prepare teaming or other type of appropriate agreements.

  4. Receive signed agreements from partners.

  5. Determine each partner's level of effort for project.

  6. Number and type of long-term staff.

  7. Number and type of consultants.


TECHNICAL STRATEGY

  1. Hold strategy meetings.

  2. Identify the partnership's strengths and weaknesses.

  3. Identify competition and their strengths and weakness.

  4. Identify ways to differentiate partnership from competition.

  5. Develop strategic themes.

  6. Develop strategy for each component and overall.

TECHNICAL PROPOSAL

  1. Prepare draft outline/revise as needed.

  2. Identify & select writers for each section.

  3. Determine page numbers for each section.

  4. Determine document format (font, major/minor headings, etc.).

  5. Provide writers with written formatting guidelines/instructions.

  6. Prepare/distribute list of nomenclature, abbreviations, acronyms.

  7. Identify and provide writers with relevant sections from past proposals.

  8. Prepare schedule/identify due dates for draft sections.

  9. Determine review, feedback and editing process for written sections.

  10. Ensure compatibility of software packages and versions.

  11. Ensure compatibility of document transmission via e-mail.

  12. Ensure sufficient quantities of appendix materials are available.


PAST PERFORMANCE REFERENCES

  1. Use RFP format if required.
  2. Update and/or prepare past performance information as needed.
  3. Review for accuracy and completeness.

PACKAGING

  1. Select cover design (map, picture, graphic, etc.).
  2. Identify info for cover (RFP #, date, submitted to/by, etc.).
  3. Prepare cover.
  4. Determine how proposal will be packaged.
  5. Purchase binder rings and covers, if needed.
  6. Purchase notebooks if needed.
  7. Purchase dividers/tabs if needed.
  8. Ensure sufficient quantities of all packaging items are available.


FINISHING TOUCHES

  1. Spell check all sections.
  2. Gather appendix materials.
  3. Prepare Table of Contents.
  4. Prepare Transmittal Letter.
  5. Prepare Inside Cover Sheet for Technical Proposal.
  6. Prepare Section Tabs/Dividers for Technical Proposal.


PRODUCTION

  1. Determine where and by whom proposal will be reproduced.
  2. Insert special pages, charts, etc., if required .
  3. Insert appendix materials.
  4. Check pages in each copy for legibility.
  5. Check each copy to ensure no pages are missing.

PROPOSAL DELIVERY/LOGISTICS

  1. Preparations for Delivery
  2. Obtain packaging materials (boxes, wrapping paper, tape).
  3. Purchase box handle (if needed for hand carrying).
  4. Prepare label for technical proposal.
  5. Prepare outside address label.
  6. Mark "original" on 1 copy technical proposal.
  7. Prepare receipt (for hand carrying).
  8. Mailing
  9. Check courier service schedules (# days required for delivery).
  10. Wrap technical proposal and affix "technical proposal" label.
  11. Affix outside address label.
  12. Hand Carrying
  13. Identify person to carry proposal.
  14. Make airline and hotel reservations.
  15. Wrap technical proposal and affix "technical proposal" label.
  16. Affix outside address label.
  17. Affix handle, if required.
  18. Provide receipt to person who will hand-carry proposal.

You can Download the checklist

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