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The Who's Who of a Proposal Development Team
by Aquent

The Who's Who of a Proposal Development Team

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    Want to know how you could fit into a proposal development team?

    This guide describes the phase-by-phase responsibilities of the various talent categories comprising such a team. As you read the descriptions, realize that because the type and complexity of each proposal ultimately determines its development activities, the makeup of your team may vary.

     

  • Capture Manager 
  • Marketing Manager  
  • Solution Builder/Engineering Tech Manager/Sales Engineer 
  • Proposal Manager 
  • Proposal Facilitator/Specialist (Coordinator) 
  • Pricer/Business Development Analyst 
  • Research Analyst 
  • Volume Manager/Book Boss 
  • Subject Matter Expert 
  • Contract Administrator 
  • Proposal Editor 
  • Production Coordinator 
  • Art Director 
  • Technical Writer 
  • Graphic Designer

     

    The capture manager is responsible for pursuing a bid opportunity and directing all the activities necessary to win the contract. The capture manager's primary role is to develop the win strategy and communicate the strategy to the rest of the proposal development team. During the development phase, the capture manager attends all review meetings and ensures that the proposal manager receives a constant flow of information.

    Qualifications: Five to 15 or more years' experience in applicable federal, state or local government or commercial marketplace with capture responsibility for multimillion dollar procurements. Must have a minimum of 10 years' experience marketing support type systems from initial customer contact to final sale.

     

    Up to staff responsibility list

    The marketing manager is responsible for generating and executing a contact/sales plan and detailing how the proposal team members will contact each area of the customer organization associated with the procurement activity. The marketing manager also coordinates competitive analysis sessions, potential team meetings and strategy meetings. A key responsibility is the preparation of presentations used to brief high-level customers, the bidding company's upper management and the media. The marketing manager presents the marketing organization's strategy to the "bid board" for review and approval. During the proposal development phase, the marketing manager attends all review sessions, updates the competitive analysis, and acquires customer-specific data the proposal team needs. Post-submittal phase responsibilities include the close monitoring of the competitive and customer environment.

     

    Up to staff responsibility list

    The solution builder develops and documents the top-level design during the assessment phase and coordinates all technical support activities necessary for developing the white papers. Solution builders have expertise in one or more technical areas such as enterprise solutions, telecommunications, LAN/WAN and software development, including lifecycle support, client/server applications, database design, desktop/seat management and/or Year 2000 Solutions. For design work, the support activities may include logistics support, testing, reliability, configuration management and technical documentation. The solution builder is responsible for the technical teams' design efforts and the technical volume leader's activities. This may include developing the staffing plan. The solution builder also attends all reviews during the proposal development phase.

     

    Up to staff responsibility list

    The proposal manager reviews all documentation resulting from the assessment phase activities and translates the win strategy into a thematic outline for the proposal development team. The proposal manager coordinates all the development phase's activities and prepares a proposal plan to provide direction for the development team. The proposal plan includes: the proposal development phase

     

    Up to staff responsibility list

    The pricer reviews all technical and management requirements to help determine cost and management strategies. This information is documented in terms of a preliminary WBS and ROM cost estimate for the proposed program. The pricer provides cost-estimating guidance to the proposal team and is responsible for collecting, consolidating and summarizing the cost estimate. The pricer is the book boss for the cost/price volume of the proposal.

     

    Up to staff responsibility list

    The research analyst works with both the capture manager and marketing manager to assess the competition and monitor the customer environment. The research analyst prepares a variety of reports and visuals to present the results of the analyses.

     

    Up to staff responsibility list

    The contract administrator reviews all available prospective customer requirements and documents areas of significant legal and contractual concern to the strategy process. The contract administrator reviews all technical, management and cost proposal drafts to ensure consistency within and among volumes in regard to legal matters. The contract administrator is a contributor to any volume of contractual data required by the customer's RFP.

     

    Up to staff responsibility list

    The facilitator is responsible for organizing the administrative and proposal development activities. The facilitator also maintains the repository of all documents received from the customer, relevant documents from other sources and copies of all documents generated by the assessment. During the development phase, the facilitator functions as the control center for activities; typically, the facilitator is the only person who knows what everyone else is doing, when their tasks will be completed and which developments may impact the schedule. An additional responsibility is preparing the proposal facility got all activities, including writing, word processing, illustrating, reviews and printing.

     

    Up to staff responsibility list

    The volume manager directs all proposal development phase activities for a specific volume. To prepare for this responsibility, the volume manager reviews the proposal plan and all the documentation generated during the assessment. Volume managers ensure their respective proposal volumes follow the proposal plan and win strategy and are compliant with the customer specifications. The volume manager is the primary interface between individuals writing the response and the capture and proposal managers.

     

    Up to staff responsibility list

     

    The subject matter expert serves as a resource throughout the proposal's assessment and development phases, providing expertise in technical or technological disciplines, such as enterprise solutions, telecommunications, LAN/WAN, software development (including lifecycle support), client/server applications, database design, desktop/seat management and Year 2000 solutions, etc.

     

    Up to staff responsibility list

     

    Technical writers research, write and/or edit a variety of technical and nontechnical proposals, including executive summaries, technical approaches, past performance (project descriptions), resumes and management plans such as program/project management, training, maintenance, facilities management, phase-in/phase-out, software development, conversion/migration and help desk.

     

    Up to staff responsibility list

     

    The proposal editor produces an editorial guide consistent with the product required. The proposal editor is responsible for the final quality and consistency of the language, formats and styles used in both the text and graphics of the proposal volumes.

     

    Up to staff responsibility list

     

    The production coordinator plans and implements a production and composition capability to service all proposal requirements. The production coordinator is responsible for the scheduling of word-processing personnel and equipment. They are also responsible for quality and efficiency of the word-processing function and the implementation of the formats and styles chosen by the proposal facilitator and proposal editor for the proposal package.

     

    Up to staff responsibility list

     

    The art director plans and implements a graphics production capability during the proposal development phase that services all graphics and art requirements. The art director is responsible for the consistent design of finished drawings, the tracking and control of in-process drawings, and the review and publication of the graphics and visuals included in the proposal package.

     

    Up to staff responsibility list

     

    Graphic designers work with writers, editors and other proposal team members throughout draft and final proposal production. They render freehand or computer-generated drawings and graphics and modify existing clipart and scanned images according to specification. During draft preparation, a graphic designer's responsibilities range from original keying and OCR scanning to incorporating editor's changes. Final production duties could include advanced word-processing functions such as styles, templates, tables, table of contents, captioning, etc.

     

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