As a CO reviewing a proposal, three main questions are always asked:
1. Does the proposal comply with the Instructions to Offerors (ITO)?
2. How does the proposal stack up against the Evaluation Factors for Award in the RFP?
3. How does the proposed price rank against the other offerors?
Lack of attention to detail in complying with the ITO and assuring the proposal addresses each of the measures of merit for each evaluation factor can eliminate a proposal from consideration before price is even considered. Below are a few specifics an offeror should consider and what a CO will look for in each area:
Instruction to Offerors: Closely review the program’s structure and objectives to get a top level sense of the requirement. Be sure the proposal is organized as required to include page size and limits, electronic copies, and on-line requirements. Errors can usually be corrected; however it provides a poor first impression. If the government provides a budget, be sure to propose within that constraint. Be sure the cost/price data is provided in the detail required. Cross reference the proposal volumes when allowed.
It’s important to make the review of the proposal easy for the CO. Sometimes the RFP will provide a cross reference matrix and this tool can be used to be sure the proposal is organized well.
Provide detail of how the requirements will be met. Don’t just repeat the requirement in the work statement, but explain how it will be met. The more specifics, the better; but be conscious of page limits.
If past performance data is required, be sure to only submit relevant/recent contracts as outlined in the RFP. A contract that isn’t relevant or recent will be removed from past performance consideration. Many times this info is required before the proposal due date.
Past Performance Questionnaires: Make sure you have current and accurate contact information for your citations. The contractor is responsible for sending PPQs to willing and capable references. Ensure you follow up with the POCs for each citation so they understand they need to forward responses directly to the government – on time.
Evaluation Factors for Award: While it’s critical to meet the requirements of the ITO, this is where the rubber meets the road. How does the proposal stack up against the evaluation factors and their measures of merit? Each measure of merit must be addressed in detail. Don’t leave any doubt in the CO’s mind the requirement can be met. After drafting the proposal, use an unbiased expert to make an evaluation against the rating definitions and adjust as necessary.
Price: Obviously the price is also critical. Be sure the proposed price is realistic. Many times labor hours are required and the CO will evaluate those hours to determine if the job can be accomplished within the proposed amount. A proposal with a low price that’s not realistic can be eliminated from competition. If you think your proposal will be extraordinarily low because of innovations, provide a detailed basis of estimate that ensures the CO that you fully understand the requirement and haven’t just mispriced your proposal. Bottom line, attention to detail is paramount! It is usually obvious in the first day or two of a CO’s proposal review which companies are in the running for award. It’s the proposal that is well organized, thorough and meets all the requirements of the RFP.
This blog was written by a guest author.