I am often asked about setting up a schedule for development of a proposal or SOQ. I believe there are two reasons why establishing such a schedule is so difficult.
- The wrong person is often in charge; and/or
- The right person often lacks the authority and support needed to succeed.
After 30 years on the marketing side of the A/E/C industry, I still believe that a marketing person must lead the effort. A technical person--whether a principal, project manager or other--can be effective as client manager or advocate, but they are too focused on billable hours to lead a non-billable effort.
However, the project principal must make it clear to the proposal team that the proposal manager speaks with his (the principal's) authority as regards the proposal. Otherwise, people don't worry about their assignments and deadlines, regardless of their commitment, because they believe that "billable work" always comes first.
The following takes you through the proposal scheduling process, based on an article I wrote for the SMPS Dallas chapter newsletter. Use it to work backwards from the due date, adding or losing days based on the number of days available.
On October 1, you receive the RFP and a completed Go/No Go form. The proposal is due to a local agency on October 16. With a full two weeks until deadline, we plan no weekend work (I know, it never happens in real life).
Thursday, October 1 -- Develop an outline based on RFP requirements. Meet with principal to determine which technical people should participate. Invite technical folks, marketing coordinator and graphic designer to kick-off meeting tomorrow.
Friday, October 2 --At kick-off, draft the organization chart, determine win themes, identify subconsultants needed, select projects to include as relevant experience. Make writing/graphics assignments with Tuesday, October 6 as the deadline. Have principal contact subconsultants to secure their participation.
Monday, October 5 -- Assemble resumes and project descriptions. Call/email key people, describe the scope and ask about any relevant projects not yet on their resumes. Contact project managers for information required by the RFP that is not in the project descriptions. Contact subconsultants to confirm their participation and specific role(s), and tell them what information is needed and when.
Tuesday, October 6 -- Tailor resumes to RFP requirements. Complete a set of resumes for review by the principal.
Wednesday, October 7 -- Begin fleshing out the outline with text from proposal team. Standardize project descriptions so that all include the same details. Relate all information to win themes as you insert text or write new information. Begin to fill in required forms.
Thursday, October 8 --Identify information gaps in the draft and request help via face-to-face or phone conversation, or by email.
Friday, October 9 -- Draft cover letter, fill in remaining blanks, check for format and usage consistency, and distribute final draft to technical reviewers.
Monday, October 12 -- Make revisions submitted by technical reviewers. Do a final read-through, tweak document and distribute to Red Team.
Tuesday, October 13 -- Hold Red Team meeting. Reconcile differences in comments for a final master mark-up incorporating all accepted revisions/comments.
Wednesday, October 14 -- Make final revisions. Perform your own final review to catch any blanks or format glitches (font changes, text color, etc.). Compare section headings to RFP to be sure you've answered every question. Make any revisions necessary, print and assemble the required number of copies. If required, assemble the .pdf file for submittal.
Thursday, October 15 -- Spot check a few copies at random. Deliver today, one day early.
"Flowerbell"
(Austin downtown art cow collection)