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A proposal's format and outline should vary with each solicitation. Terminology may also differ, depending on whether the proposal is developed for government or private industry. However, the basic information requested remains consistent, and your proposal should always include these five elements.
Executive Summary
This is an overview of the entire proposal and highlights key features and benefits of the bidder's offer. It's the customer's introduction to your company's solution and benefits. It must be well-constructed and present a clear, concise message.
The executive summary may be a separate volume or a section in the Management area. Because it is usually not scored, the executive summary does not have a mandated outline -- you can be more creative with the format.
Management
This section identifies who is going to do the work or deliver the product. Typically the information requested falls into three categories:
- Corporate history and experience.
- Resumes of key personnel.
- Program-management plans: This includes program/project management, staffing, training, maintenance, risk management, configuration management, quality assurance, subcontract management, and phase-in/phase-out or transition
Technical
This section describes how the work will be accomplished and how the product will be delivered. Here, your company presents its technical solution in response to the customer's statement of work
Past Performance
Here, you need to demonstrate for whom the bidder has done this work previously or to whom a similar product has been delivered. This section should address your contract qualifications for performing similar work.
Price/Cost
This section states the cost, providing the proposed price or price list. For service proposals, the price/cost volume also contains an explanation of the costing methodology and the basis of estimates for pricing. For large government procurements, you also may be required to submit a subcontracting plan.
And Don't Forget Oral Presentations
Oral presentations are showing up more frequently in the competitive proposal process. There are three classes of oral presentations:
- Presentations: Summary information sessions clarifying and supporting the content of the written proposal.
- Oral Proposals: Supplementary information sessions addressing subjects not covered in the written proposal. Oral proposals are evaluated and scored like a written proposal. In some streamlined acquisitions, they may replace the written proposal altogether.
- Oral Discussions: These are usually question-and-answer sessions allowing bidders to explain their written proposal and correct deficiencies.
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