Pub. Date:
Artech House, Incorporated
Successful Proposal Strategies for Small Businesses: Using Knowledge Management to Win Government, Private-Sector, and International Contracts / Edition 6

Successful Proposal Strategies for Small Businesses: Using Knowledge Management to Win Government, Private-Sector, and International Contracts / Edition 6

by Robert S. Frey


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Winning new business presents significant challenges. The new, fifth edition of this perennial bestseller updates and expands upon previous editions. The result is the ultimate resource for small and mid-sized businesses, as well as non-profit organizations and public-sector agencies, looking to achieve effective, efficient, and disciplined business development, capture management, proposal development, and knowledge management (KM) processes that in turn support winning new business. This popular book and its companion CD-ROM are highly accessible, self-contained desktop references developed to be informative, highly practical, and easy to use. Among the extensive array of new material, the fifth edition covers how to establish an internal rapid-response task order proposal "engine" for GWACs and ID/IQs, prepare for successful graduation from the U.S. Small Business Administration 8(a) Program, and succeed in the world of very small businesses. Widely reviewed in the trade and business press, here is what top journals, magazines, and Web sites have to say about earlier editions...

About the Author:
Robert S. Erey, M.B.A., M.S.M., M.A., is a principal in the Northern Virginia-based, woman-owned consultancy of Successful Proposal Strategies, LLC. Previously

Product Details

ISBN-13: 9781608074747
Publisher: Artech House, Incorporated
Publication date: 06/01/2012
Pages: 676
Sales rank: 923,820
Product dimensions: 7.20(w) x 10.20(h) x 1.30(d)

About the Author

Robert S. Frey, MBA, MSM, M.A. is Principal in the Northern Virginia-based, woman-owned consultancy of Successful Proposal Strategies, LLC. In this capacity, he supports companies in the United States and Central America in developing proposals to the U.S. Government. Previously, he served as Senior Vice President of Knowledge Management & Proposal Development for RS Information Systems, Inc., where he leveraged knowledge management processes to perform rapid proposal prototyping and support the company achieve a sustained 67% proposal win rate for 9 years. He has personally supported more than 2,500 proposals in his career. In addition, he serves as an Instructor in Technology Management at UCLA in Westwood, California. Mr. Frey also conducts proposal development and writing training seminars for small businesses nationwide.

Table of Contents

Acknowledgments     xv
Introduction     xvii
Competitive proposals and small business     1
Overview     3
From set-asides to full-and-open competition     7
Small business constraints     13
Maximizing small business strengths     13
SBIR and STTR programs     15
Organizing your company to acquire new business     18
Effective strategic and mission planning     24
Converting knowledge into proposal success     26
KM benefits proposal development     32
Internal and external clients: looking at clients in a whole new way     39
Endnotes     39
Strategic partnering and subcontracting opportunities     45
Subcontracting opportunities and pathways to success     46
Critical success factors     47
Specific strategies for achieving subcontracts     48
Becoming part of a governmentwide acquisition contract (GWAC) team     52
How mentor-protege programs can help your business     55
Endnotes     60
Marketing to and with your clients     61
More than just selling     61
Transactions are personal-people buy from people     67
Listen to yourclient     68
Infuse marketing intelligence into your proposal     69
Intelligence gathering and analysis techniques     70
Call plans     75
Maintain management visibility on your contracts     79
Project managers as client managers     83
Commercial off-the-shelf acquisition     84
Pursuing firm-fixed-price and invitation-for-bid opportunities     88
Using the request for information and the request for comment as valuable marketing tools     88
Contractor prequalification statements     89
Ethics in marketing and business development     90
Advertising, trade shows, and high-impact public relations     92
Endnotes     97
Requests for proposals     101
Overview     101
Part I-the schedule     104
Part II-contract clauses     104
Part III-list of documents, exhibits, and other attachments     105
Part IV-representations and certifications     105
The importance of Section L (instructions to offerors)     105
Section M (evaluation criteria): toward maximizing your score     108
Greatest or best-value approach     108
Emphasis on performance-based acquisition (PBA)      109
Influencing the content of an RFP-legitimately     113
Other types of solicitation documents     114
Endnotes     115
Private-sector solicitation requests     117
Grant proposals-winning what you bid     120
Letters of inquiry     121
Balancing the technical and the nontechnical     122
Standard grant proposal components     122
Nongovernmental organizations (NGOs)     123
The federal acquisition process: emerging directions     127
Major trends going forward     127
Rapid order task response     130
Federal procurement process overview     133
Statutory and regulatory requirements for competition     133
The source selection process     135
Full-and-open competition     137
Major contract types     138
Significant recent paradigm shifts in federal government acquisition     139
Understanding the Federal Acquisition Streamlining Act (FASA)     146
Endnotes     153
The proposal life cycle     157
What is a proposal in the competitive federal and commercial marketplace?     157
Where does the proposal fit into the total marketing life cycle?     160
Bid-no bid decision-making process     176
Planning and organizing     178
Draft executive summary     178
Theme development     179
Storyboards     184
Kickoff meeting     185
Writing     186
Major contractor review cycles     190
Blue or Pink Team     195
Red Team     195
Gold Team     199
Black Team     199
Black hat review     199
Preparing for orals and Final Proposal Revision (FPR)     200
Debriefings (refer to FAR 15.1003)     201
Endnotes     202
Major proposal components     203
Overview     203
Transmittal letter     204
Technical volume     205
Front cover     205
Nondisclosure statement on the title page     207
Executive summary     208
Building a compliance (cross-reference) matrix     210
Narrative body of the technical volume     212
Management volume     215
Cost volume     225
Price to win     227
Government contract requirements     228
Endnotes      229
Acquisition/capture and proposal team activities     231
Formation and function of acquisition/capture teams     231
Prekickoff activities     233
Proposal kickoff meeting     235
Postkickoff activities     241
The role of the proposal manager     243
Overview     243
Generalized job description     245
Changing focus of proposal management     255
Effective solution development     257
Complementary roles and responsibilities of proposal and capture managers     260
The growing importance of oral presentations     261
Outsourcing oral presentation support     262
Oral presentation development process     262
Specific oral presentation guidelines for success     265
Attending to the details     266
Control of the schedule     267
Training additional staff in proposal-management skills     270
Finish the job at hand     270
Successful proposal managers     271
Endnotes     272
Pursuing international business and structuring international proposals     273
Overview     273
Where in the world to begin?     275
The importance of the World Bank Group     276
Your company's participation in United Nations procurements     280
European Bank for Reconstruction and Development (EBRD)     281
Asian Development Bank (ADB)     282
International market planning     283
In-country partnerships     285
Host country procurement environments     286
Import-export considerations and technology transfer     286
Risk assessment     287
Terms and conditions     287
Ex-Im Bank of the United States assists small businesses     289
Helpful Web-based resources and in-country support infrastructures for small businesses     290
British-American Business Council     302
U.S. Trade and Development Agency     303
U.S. Agency for International Development     303
Endnotes     306
Proposal production and publication     309
Internal documentation standards     311
Document configuration management and version control     312
Freelance and temporary publication staff     314
Incorporating technical brilliance up to the last minute     314
Graphics are an integral part of your proposal     315
Action captions      317
Configuration control of graphics     319
Role and structure of your publications group     319
Software and hardware compatibility, standards, and recommendations     320
Electronic proposal submittal and evaluation     322
Important documentation tips     324
Virtual proposal centers, intranets, and extranets     326
Useful document management systems (DMS)     327
Using freelance proposal writers to maintain technical productivity     330
Endnotes     333
Human and organizational dynamics of the proposal process     335
Modifying our thinking to win     336
Building a competitive work ethic     337
Strong link between project performance and proposal success     338
Past performance-it's more important than you think!     339
Proposals can be fun!     345
Maximizing human intellect     346
Proposal professionals as change agents     348
Wellness in your proposal process     348
Endnotes     349
Controlling bid and proposal costs     351
What does it cost to get new business, and how are those costs recovered?     352
Tracking B&P expenditures     353
Business development bonus policy     353
Stretching limited marketing funds     356
Endnote     357
Tried-and-true proposal writing and editing techniques     359
Proposals are knowledge-based sales documents     359
Active voice adds strength and saves space     362
Guide the client's evaluators through your proposal     364
Action captions     366
Methods of enhancing your proposal writing and editing     367
The power of framing     369
Grasping the highlights of framing theory     372
Framing, photography, and proposaling     372
Pictures, maps, and stories     373
Applying framing to your proposals     373
Government-recognized writing standards     374
Additional sources of writing guidance     374
Storytelling as an art form     375
Endnotes     377
Packaging and managing proposal information and knowledge effectively     381
Overview     381
The all-important resumes     382
Project descriptions (project summaries or project citations)     385
Proposal boilerplate (canned or reuse material) as knowledge assets     387
Marketing targets     387
Corporate library     392
Proposal lessons-learned database     393
Applying IT solutions: scalable informational data systems     395
IBM Lotus Notes scenarios     396
CD-ROM scenarios     396
Intranet scenarios     397
Small business KM success story-this stuff really works!     398
Small-scale, pilot KM initiatives applied to proposal development     398
Balance of tools, disciplined methodologies, and a supportive business culture     399
Development drivers and challenges     399
Sustainment and future enhancements     401
Transferable lessons learned     401
Leveraging federal performance appraisal systems to your company's benefit     402
ISO-driven proposal and business development excellence     402
Small business success story     402
Associated costs     404
Methodologies, tools, and training     404
Proposal development work instruction     405
Case study insights     406
Benefits of the ISO-driven processes     406
Endnotes     407
Leveraging business complexity in a knowledge-based economy     409
Turbulent transition toward knowledge-based business     409
How to communicate effectively on your knowledge landscape     412
Envisioning supple business models     415
Sample application: tracing complexity and KM through the proposal development process     419
Summation     420
Endnotes     421
Planning and producing SF330 responses for architect-engineer services     423
SF330 and the FAR     423
Understanding the required structure of the response     424
Overall strategy of response     431
Section F: selling your project experience     432
Section H: structure according to the evaluation criteria     432
Section H outlining     433
Subcontractor participation     433
Building teaming agreements     434
Preparing for graduation from the 8(a) program     439
Endnote     442
Succeeding in the world of very small businesses     443
Epilogue: Thinking to win small-business competitive proposals     447
Sample proposal kickoff package     451
Template to capture important resume information     465
Marketing information and intelligence sources: federal, international, and private sector     471
Sources of federal marketing leads and information      480
Sources of international marketing leads and information     480
Sources of U.S. private-sector marketing leads and information     481
Glossary of proposal-related terms     483
Selected list of acronyms and abbreviations     513
Selected bibliography     567
About the author     589
Index     593

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Successful Proposal Strategies for Small Businesses: Using Knowledge Management to Win Government, Private-Sector, and International Contracts 5 out of 5 based on 0 ratings. 1 reviews.
Are you a business owner, leader or marketing professional who is trying to pursue economic success? If you are, then this book is for you. Author Robert S. Frey, has done an outstanding job of writing a sixth edition of a book that provides extensive context, field-proven approaches, and in-depth techniques for business success with the federal government, the largest buyer of services and products in the world. Author Frey, begins by explaining the close relationship between the federal acquisition process and the response life cycle that unfolds within the contractor community. Next, the author describes in general how proactive small business entrepreneurs are significantly leveraging their limited marketing, financial, and technical resources; as well as, augmenting their revenue stream by attracting and forming strategic partnerships, as subcontractors and protégés, with large prime contracting companies to pursue new business opportunities and expand work with existing clients. Then, he shows you how you can help meet your client’s requirements and performance thresholds, provide solutions and minimize associated technical, contractual, schedule and fiscal risks. In addition to federal government RFPs, the author discusses how there are RFPs that are released by state, county, municipality and city governments; as well as, by private-sector companies and international governments. He then takes a closer look at private-sector solicitations. Then, the author examines the dynamic arena of federal government acquisitions in an era of e-government. He then continues by taking a closer look at what proposals really are, how they fit into small a business’s total marketing life cycle, and the important planning, decisions, knowledge products, organization, and reviews required to prepare a successful proposal. Next, the author takes a closer look at the major parts of a proposal submitted in response to a formal RFP or RFS. He continues by describing the purpose of the solutions that are the essence of the final, written proposal. Also, the author examines why it is necessary that participants fully grasp the key differences; as well as, the connections between understanding and approach, as you conduct your solution development strategy sessions. Next, he explores a technique for moving well beyond mere descriptive writing. Then, the author discusses why advanced planning and strategizing are crucial to a company’s ultimate success, when a it is tracking a particular marketing opportunity. In addition, he discusses the role of the proposal manager, the individual charged and empowered with the responsibility and authority to oversee and orchestrate the entire proposal and postproposal response life cycle. The author then discusses why a publication of a set of superior-quality proposal volumes is a professional-level, time-intensive, dedicated effort. Finally, he continues by discussing why there is no more important corporate activity than proposal development for a contracting firm. The deep value of this most excellent book is found in its practicality. More importantly, this great book will assist you in avoiding many of the pitfalls associated with pursuing government, private-sector, and international business; and, in the process, save valuable bid-and-proposal money and contribute to your organization’s confidence and success as a competitor in the high-velocity global marketplace.