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Proposal Planning and Preparation Seminar

2ARINC Proprietary Data. Purpose. Increase ability to economically plan, prepare, and deliver successful proposals using ARINC proposal tools and resources by completing the following objectives:Describe the ARINC proposal preparation process.Explain approaches to and methods for performing key

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Proposal Planning and Preparation Seminar

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    1. 1 ARINC Proprietary Data Proposal Planning and Preparation Seminar

    2. 2 ARINC Proprietary Data Purpose Increase ability to economically plan, prepare, and deliver successful proposals using ARINC proposal tools and resources by completing the following objectives: Describe the ARINC proposal preparation process. Explain approaches to and methods for performing key proposal planning and preparation tasks. Describe a proven methodology for writing the proposal. Describe the primary sections of a proposal. Know how to get proposal resource data.

    3. 3 ARINC Proprietary Data Introduction Pre Proposal Preparation Proposal Preparation Post Proposal Submission Activities Summary Wrap-up Agenda

    4. 4 ARINC Proprietary Data Introduction What is a proposal? What is a good proposal? What does it take to develop a good proposal?

    5. 5 ARINC Proprietary Data Pre Proposal Preparation Phase 1 - Opportunity Assessment including Long Term Positioning Phase 2 - Capture Management including Core Team Preparation Phase 3 - Pre Proposal preparing for the release of the RFP

    6. 6 ARINC Proprietary Data Phase 1 Opportunity Assessment Begins the proposal process Qualifies an opportunity as a legitimate target Is an iterative process Culminates with an Opportunity Review

    7. 7 ARINC Proprietary Data Steps in Qualifying an Opportunity Define the opportunity Analyze the customer Define proposal review drivers Assess the potential competition Determine teaming requirements Analyze performance and cost risk

    8. 8 ARINC Proprietary Data Steps in Qualifying an Opportunity Develops the initial win strategy Identify sources Inside company Outside company What’s needed Product line fit Funding available Decision maker agrees

    9. 9 ARINC Proprietary Data Capturing This Information Using Form AR-6516 Competitive Opportunity Tracking and Fact Sheet (AR-6516) Customer issues Analyze strategy options Develop winning strategy Develop proof of benefits Competitive analysis Teaming requirements Determine program requirements Estimate proposal costs and required resources

    10. 10 ARINC Proprietary Data Phase 1 APEx Tools Opportunity Assessment Form AR-6516 Sections Helpful Tools to Complete AR-6516 Part I: Administrative Data Data required self explanatory, no tools required. Part II: Technical/Contractual Data Data required self explanatory, no tools required. Part III: Special Considerations Data required self explanatory, no tools required. Part IV: Proposal Strategy Customer Issues Checklist Analyzing the Decision Makers Self Analysis Worksheet Analyzing Strategy Options Developing the Winning Strategy Developing Proof of Benefits Conducting a Competitive Analysis Teaming Requirements Estimate B&P Requirements Part V: Teaming Approach Determining Program Requirements

    11. 11 ARINC Proprietary Data Exercise #1 - Review Sample Opportunity Review Sheet, Form AR-6516 State three of the biggest deficiencies in proposal development State three common errors in developing a proposal List three important reasons for this deficiency or error

    12. 12 ARINC Proprietary Data Phase 2 Capture Management Complete win strategy and develop initial win themes Develop capture plan Identify need for potential teaming partners Submit a Proposal Establishment Memo (PEM) to request spending authority Brief Management

    13. 13 ARINC Proprietary Data What’s Required for a Positive Bid Decision Well defined customer requirements Adequate customer funding Opportunity is part of strategic business objectives If not incumbent, address plan on how we can replace current one. Is proposal a multiple award? Available proposal resources Return and risk Winning proposal themes Ability to write technical solution and sample tasks Understanding of unwritten concerns and issues Enough time to write a WINNING proposal

    14. 14 ARINC Proprietary Data Requirement for Bid Board with AES Executive Vice President Bid Board required if Requires B&P > 25K and/or an award value > 2.5 Million For Bid Boards complete the following forms Opportunity Assessment (AR-6516) Proposal Establishment Memorandum -- PEM (AR-6301 LLC)

    15. 15 ARINC Proprietary Data Phase 2 APEx Tools Capture Management Anticipating Bid Board Questions Bid Board Presentation Outline Bid/No Bid Decision Matrix Capture Plan Outline Developing Agreements with Subcontractors Performing a Risk Analysis Proposal Establishment Memorandum (AR-6301) for AES LLC Proposal Establishment Memorandum (AR-6301) for ARINC Incorporated

    16. 16 ARINC Proprietary Data Exercise #2 Theming Session

    17. 17 ARINC Proprietary Data Phase 3 Pre-Proposal Identify and organize the proposal team Finalize themes Nail down required teaming partners and finalize commitments by signing teaming agreements Activity is dependent upon whether there is a draft RFP to review

    18. 18 ARINC Proprietary Data Proposal Team Major Milestones Forming the Proposal Team Select proposal manager Establish core team Establish proposal war room and library Develop proposal strategy Formulate straw man RFP Establish should cost, pricing strategy, and estimating guidelines Create straw man executive summary

    19. 19 ARINC Proprietary Data Proposal Team Roles and Responsibilities Team Make-Up Proposal Manager Volume Leader Production Coordinator Review Team Leader Ad-Hoc Team Members Contracts/Subcontracts Pricing

    20. 20 ARINC Proprietary Data Proposal Manager Manages the proposal team Determines requirements and develops proposal strategy Assesses and organizes resources Assigns tasks and enforces schedule Controls B&P spending Directs and focuses proposal team

    21. 21 ARINC Proprietary Data Volume Leaders/Writers Prepares volume outline Prepares and brief story board to review team Writes and/or reviews proposal sections Ensures section compliance

    22. 22 ARINC Proprietary Data Production Coordinator Maintains configuration control Manages production Manages graphics Develops proposal standards

    23. 23 ARINC Proprietary Data Review Team Review for compliance Review for substance Provide constructive criticism and recommendations Review to ensure win themes come through in writing of proposal sections

    24. 24 ARINC Proprietary Data Contracts/Subcontracts Prepares teaming agreements Communicates with Customer’s procurement/ contracts department Submits proposal questions Responsible for Contracts and Pricing Volume Keeps you out of jail Submits all ARINC pricing data to the customer or prime contractor

    25. 25 ARINC Proprietary Data Pricing Develops proposal pricing As Prime, and As Subcontractor Responds to DCAA and customer pricing questions

    26. 26 ARINC Proprietary Data More Team Responsibilities Draft Section Strategy Develop section strategy Section writers Based on overall proposal strategy, but reflect specific section concerns Incorporate themes Develop baseline design Design to should-cost limits Identify cost drivers

    27. 27 ARINC Proprietary Data More Team Responsibilities Create storyboards to: Prototype the section Facilitate planning Allow for peer & management review Coordinate sections Avoid unnecessary writing Avoid wrong emphasis Provide proposal development efficiency

    28. 28 ARINC Proprietary Data Exercise #3 Practice drafting sample RFP questions Work in groups to prepare a sample storyboard

    29. 29 ARINC Proprietary Data Proposal Development Tools APEx and PDC Resources

    30. 30 ARINC Proprietary Data Proposal Development Tools The PDC has put together a series of tools designed to help proposal team members to write and manage proposals to help you put together a high quality proposal. Tools can be viewed and downloaded by proposal phase, proposal role, or by performing a key word search based on the title of the tool or the name of the associated activity.

    31. 31 ARINC Proprietary Data Phase 3 APEx Tools: Proposal Management Determining Program Requirements Determining Team Composition Developing Proof of Benefits Facilitating Teaming Agreements Key Holes and Issues Proposal Directive Proposal Team Members' Roles and Responsibilities Self Analysis Worksheet Subcontractor POC List Submitting RFP Questions

    32. 32 ARINC Proprietary Data Phase 3 Tools Proposal Administration Identifying Production Requirements Individual Volume Analysis Proposal Configuration Management Plan Proposal Style Guide Setting Up the Proposal Facility Volume Production Summary

    33. 33 ARINC Proprietary Data Using APEx and the PDC APEx Provides a library of tools and proposal information to help the proposal process Objectives Help to stop reinventing the wheel Allows a more tailored response to customer Don’t use as boilerplate - tailor to your RFP and customer Proposal Development Center (PDC) Stable of proposal personnel who have been through the proposal process many times Allows technical team to focus on technical proposal

    34. 34 ARINC Proprietary Data APEx Resources Proposal Development Tools - Access a toolkit of proposal templates, checklists, and forms tied to the ARINC Proposal Development Process. APEx Proposal Library - Access and search previously submitted proposal data contained in APEx as well as samples of commonly used proposal data and format samples. Proposal Data Gathering Sources - Access available on-line data source links on the intranet that can aid in proposal development. About ARINC - Access corporate data sources that could be used in a proposal. Subcontractors - Search for subcontractors based on your proposal teaming requirements — includes ratings on selected subcontractors. About the PDC - View services the Proposal Development Center can perform in the ARINC Proposal Development Process.

    35. 35 ARINC Proprietary Data Phase 3 Tools: Proposal Development Compliance Matrix Developing Management Approach Developing Technical Approach Developing Winning Themes RFP Analysis Checklist RFP Content

    36. 36 ARINC Proprietary Data Accessing APEx in the ARINC Proposal Development Process Username: APEX Password: xxxxxxx To obtain a password, see your Division Manager or Call the PDC David Warwick: 410-266-4525 or Tom Bennett: 410-266-4922

    37. 37 ARINC Proprietary Data APEx Proposal Library

    38. 38 ARINC Proprietary Data Proposal Data Gathering Sources

    39. 39 ARINC Proprietary Data About ARINC

    40. 40 ARINC Proprietary Data

    41. 41 ARINC Proprietary Data Role the PDC Plays in Proposal Development Proposal development support Proposal management Proposal review Proposal theming Proposal training Assist you in using/accessing APEx

    42. 42 ARINC Proprietary Data Exercise #4 Provide a brief demonstration of APEx

    43. 43 ARINC Proprietary Data Proposal Preparation Phase 4 - RFP Release Phase 5 - Proposal Development

    44. 44 ARINC Proprietary Data Phase 4 RFP Release Energize the proposal team Read RFP from cover to cover Revisit pricing strategy Make the “Go/No Go” decision Develop the proposal directive

    45. 45 ARINC Proprietary Data Go/No Go Decision Answer the following questions to determine whether to proceed: RFP is what was expected? Any show stoppers? Win strategy still valid? Programmatic and technical risk assumptions still valid?

    46. 46 ARINC Proprietary Data Proposal Directive Brief Conveys proposal order of operations Information/Direction Authority Contains Outline Responsibilities Proposal standards Proposal schedule Win themes Basic information Resume/past performance templates

    47. 47 ARINC Proprietary Data Analyze the RFP Section C – Description/Specifications/SOW/SOO Section L – Instructions, Conditions, and Notices to Offerors Section M - Evaluation Factors for Award RFP Responsiveness

    48. 48 ARINC Proprietary Data Prepare the Proposal Outline Normally prepared by Proposal Manager Top level layout of proposal Beginning compliance matrix Assign volume and section responsibilities Allocation of pages Structure is dictated by Sections L and M of the RFP

    49. 49 ARINC Proprietary Data Use the Compliance Matrix An extremely valuable table that maps each individual RFP requirement to the proposal Used to assign proposal team members to respond to each requirement Condensed version should be submitted at the front of the submitted proposal to cross reference where our proposal responds to each requirement

    50. 50 ARINC Proprietary Data Exercise #5 Review a sample Proposal Directive (Kickoff Meeting) Brief Review and discuss a Request for Proposal (RFP) Prepare a Proposal Outline Prepare a Compliance Matrix

    51. 51 ARINC Proprietary Data Phase 4 APEx Tools Proposal Management Bid/No Bid Checklist Conduct Kickoff Meeting Developing the Proposal Schedule Proposal Directive Submitting RFP Questions

    52. 52 ARINC Proprietary Data Phase 4 APEx Tools Proposal Development Compliance Matrix RFP Analysis Checklist RFP Content

    53. 53 ARINC Proprietary Data Phase 4 APEx Tools Proposal Administration Identifying Production Requirements Proposal Configuration Management Plan Proposal Delivery Plan Proposal Style Guide

    54. 54 ARINC Proprietary Data Phase 5 Proposal Development Define team member roles and activities to facilitate teamwork in a coordinated environment Establish major milestones to aid development Write to the RFP requirements and tie proposal volumes/sections together Schedule status meetings Have an independent group review proposal material

    55. 55 ARINC Proprietary Data Major Milestones to Aid in Proposal Development Proposal volume outline Data gathering Storyboards Blue team review Written drafts Red team review Proposal production Pricing Executive/Gold Team Review Delivery

    56. 56 ARINC Proprietary Data Schedule Proposal Manager develops and maintains schedule of activities and milestones Highly recommended to hold regular status meetings to avoid significant problems and to keep proposal team members informed Action items at these meetings should be tracked, discussed, and closed out APEx contains sample 30-day and 45-day schedules Schedules are linked to proposal tools

    57. 57 ARINC Proprietary Data Sample 30 Day Proposal Schedule

    58. 58 ARINC Proprietary Data Typical Proposal Reviews Blue Team Usually done by proposal team and includes Review Team Leader Fixes outline and storyboards Reviews first draft of proposal sections Red Team Done by a review team Review as if final submission Evaluates and fixes proposal Executive or Gold Team Review Typically is the Business Unit VP or Senior Director Last read through from an outside source Fixes proposal show stoppers

    59. 59 ARINC Proprietary Data Primary Sections of a Proposal Executive Summary Technical Approach Management Personnel/Resumes Past Performance Cost

    60. 60 ARINC Proprietary Data Executive Summary ARINC’s sales pitch for why we should win this proposal Summary of proposal Includes main proposal themes and all section themes Addresses “Why ARINC” and “Why the ARINC Team” (Benefits to Customer)

    61. 61 ARINC Proprietary Data Technical Approach and Sample Task Write to RFP requirements (Section L) and RFP evaluation factors (Section M) Understanding of Customer’s organization Understanding of the problem and technology Clear, detailed description of approach and evidence of success in same or similar effort Clear identification of anticipated risks and use of risk mitigation Use of WBS Design freeze must precede Should be tailored to Customer’s needs and benefits and not be a textbook answer or direct APEx/previous proposal boilerplate Schedule Staffing Plan

    62. 62 ARINC Proprietary Data Management Approach Write to Section L & M Lines of authority/clear organizational structure Project/cost controls Subcontract management Match with technical approach and cost proposal Problem resolution/risk mitigation Start-up plan Team facilities -- emphasize unique capabilities Should be tailored to Customer’s needs and benefits and not be a textbook answer or direct APEx/previous proposal boilerplate

    63. 63 ARINC Proprietary Data Personnel/Resumes Write to Section L & M Name recognition Attractiveness versus cost Tied to cost proposal Best Value Solution versus Cost Technical Competence and Experience versus Cost Smorgasbord or dedicated few Availability Tailored resumes Establish common format, if not provided by RFP Write resumes to RFP labor category and SOW/SOO requirements DO NOT JUST USE CPAD RESUMES

    64. 64 ARINC Proprietary Data Past Performance Write to Sections L & M Use recent experience -- past 3 to 5 years (usually asked for) Tailored descriptions Emphasize applicability to program being proposed Tie to RFP SOW Paragraphs Explain any shortcomings Identify benefits and accomplishments Make sure customer information is correct Identify correct points of contact, don’t rely solely on CPAD Get updated address, phone, fax, and e-mail Know what the customer will say about ARINC Establish common format if not provided by the RFP

    65. 65 ARINC Proprietary Data Contractual Information Provides contract data required by the RFP, including: Completed Section B, RFP Pricing Summary Sample contract Certs & Reps Teaming information Acknowledgement of RFP amendments Small Business Plans/Subcontracting Plans

    66. 66 ARINC Proprietary Data Cost Volume Provides detailed pricing Presents pricing in accordance with the RFP requirements Provides pricing Basis of Estimate (BOE) Reasonableness – Costs are fully justified and documented Realism Analysis – Costs are compatible with proposal scope and efforts while meeting or exceeding all RFP requirements Completeness – Required cost information included is traceable to the schedule

    67. 67 ARINC Proprietary Data Exercise #6 Discuss an Executive Summary Discuss a Technical Section and Sample Task Discuss a Management Section Compare a CPAD resume to a Tailored resume and discuss Compare a CPAD contract write-up to a tailored past performance write-up and discuss

    68. 68 ARINC Proprietary Data

    69. 69 ARINC Proprietary Data

    70. 70 ARINC Proprietary Data Exercise #7 Review an Oral Presentation Slide and associated Transcript

    71. 71 ARINC Proprietary Data Phase 5 APEx Tools Proposal Management Managing Subcontractors Status Meetings Tracking Action Items Working with Contracts and Pricing

    72. 72 ARINC Proprietary Data Phase 5 APEx Tools Proposal Development ARINC On-line Proposal Data Resources Creating an Annotated Outline Developing the Cover, Spines, and Title Pages Developing First Draft Text Developing First Draft Graphics Developing the OCI Avoidance/Mitigation Plan Oral Proposal Schedule Storyboard Writing the Executive Summary Writing the President/CEO Letter

    73. 73 ARINC Proprietary Data Phase 5 APEx Tools Proposal Review Conducting a Blue Team Review Conducting the Red Team Review Deficiency Report Preparing Red Team Criteria Preparing for Red Team Review Presenting Red Team Findings Principal Comments Rating Sheet Reviewing Proposal Writer's Work/Offering Writing Advice Reviewing Storyboards Selection of Red Team Reviewers

    74. 74 ARINC Proprietary Data Phase 5 APEX Tools Proposal Administration Packaging the Proposal for Delivery Producing the Final Proposal Providing Production Support to the Proposal Team Proposal Configuration Management Plan

    75. 75 ARINC Proprietary Data Post Proposal Submission Activities Phase 6 – Post-Proposal Submission Phase 7 – Post Award

    76. 76 ARINC Proprietary Data Phase 6 Post-Proposal Submission Continue to track proposal and respond to questions Submit Best and Final Offer (BAFO) if required Ensure any changes ripple through the entire proposal Document lessons learned

    77. 77 ARINC Proprietary Data Exercise #8 Discussion - Evaluation Notices (ENs) Why they happen How to respond Common Problems

    78. 78 ARINC Proprietary Data Best and Final Offers (BAFOs) Purpose: Provide potential Customer final inputs Answer what they indicate Answer any ENs Provide new pricing Evaluate how proposal was received Determine who/how to respond Last chance to provide a winning proposal

    79. 79 ARINC Proprietary Data Phase 6 APEx Tools Post Proposal Submission Conducting a Proposal Lessons Learned Session Gathering Intelligence Hosting a Pre-Award Survey Hosting a Technical Demonstration Responding ENs/CRs/DRs or Questions

    80. 80 ARINC Proprietary Data Phase 7 Post Award Begin contract start-up activities to prepare for contract kick-off Conduct proposal debrief with customer Send proposal to ARINC proposal exchange (APEx), if not done after proposal submission Close PEM

    81. 81 ARINC Proprietary Data Debriefings When and how to request Desired information Standards: How well did we meet them? Strengths and weaknesses Recommendations Problems Waiting too long Not converting findings to useful lessons One of the ways the PDC wants to help you Want a debriefing either if you WIN or Lose

    82. 82 ARINC Proprietary Data Phase 7 APEx Tools Post Award Cancellation of Proposal Memorandum (AR-6303) Obtaining Information from Customer's Debriefing

    83. 83 ARINC Proprietary Data Summary The Proposal Process Model The “Big Picture” Proposal Resources Benefits of the Proposal Process

    84. 84 ARINC Proprietary Data The Proposal Process Model The “Big Picture”

    85. 85 ARINC Proprietary Data Proposal Resources (You are not in it alone at ARINC) APEx CPAD ICEPICK ARINC Intranet ARINC division proposal organizations Quality assurance personnel Business Operations and HR Contracts/Subcontracts Pricing Compensation Staffing You

    86. 86 ARINC Proprietary Data

    87. 87 ARINC Proprietary Data Wrap-Up Questions and discussion Results of seminar purpose and objectives General questions and answers Seminar critique

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