Introduction
Effective proposal management is critical in the competitive world of Government Contracting. A well-managed proposal process ensures that your submission is compliant, compelling, and customer focused. It also helps align the proposal team, streamline workflows, and mitigate risks. This Proposal Playbook provides a comprehensive guide for Proposal Managers to better understand how to use Awarded.AI.
Using this structured approach to proposal development will help emphasize main focus areas that can help instruct the AI to ensure successful proposal management and increase the likelihood of winning government contracts such as:
Customer Focus
Strategic Planning
Process Management
Best Practices
Actionable Steps
Prompt Examples
Following this guide will result in enhanced quality of your proposal, improved team collaboration, increased winning probability, and help facilitate continuous improvement of your proposal team.
1. Pre-Proposal Preparation
Understanding the Opportunity
Analyze the RFP/RFQ/RFI
Prompt
Please provide a detailed and well-organized analysis of the Request for Proposal (RFP) solicitation documents. Your analysis should include a schedule outlining key action items and deadlines, such as the RFP release date, proposal schedule, and important milestones. Additionally, please include a comprehensive summary of the mission and goals of the RFP, highlighting key sections such as the Statement of Work (SOW), evaluation criteria, and compliance requirements. Your analysis should be thorough and structured, providing clear insights into the RFP solicitation documents. Please ensure that your analysis is comprehensive, organized, and highlights all relevant details to inform decision-making and planning.
Assistant: Solicitation Shredder
Description: Use this assistant to extract all the requirements from a SOW and rank them by priority to the customer/Agency.
How to Access: Click on the PSci Assistant button within AI Chat -> Click on the Global tab -> Click on the Solicitation Shredder Assistant.
Key Stage Elements
Extract all Solicitation requirements to thoroughly understand what the customer issuing the RFP/RFQ/RFI for.
Rank the requirements based on the customers' main priorities.
Thoroughly review the solicitation documents to understand the requirements, evaluation criteria, and submission deadlines.
Highlight key sections such as Statement of Work (SOW), evaluation criteria, and compliance requirements.
Customer Research
Prompt
As my AI Assistant, your role is to collaborate with me in crafting a detailed Work Breakdown Structure (WBS) for my project. Together, we will articulate the project scope clearly to ensure a comprehensive and organized breakdown of all project tasks, deliverables, and milestones. Your assistance should involve guiding me through the process of identifying and categorizing project components and defining the scope of each component in a clear and concise manner. Additionally, I need you to help ensure that the WBS aligns with the project objectives and facilitates effective project management and execution. Your guidance should focus on promoting a systematic and comprehensive approach to delineating the project scope and tasks, allowing for a detailed and well-organized WBS.
Key Stage Elements
Conduct in-depth research on the customer’s mission, goals, challenges, and procurement history.
Review the agency’s strategic plans, annual reports, spending plan for the fiscal year, Small Business and Large Corporation goals for the fiscal year, and public statements.
Identify key stakeholders and decision-makers.
Contact the SBLO associated with the office the requirement is associated with.
Engage with the customer through Business Development Outreach, Marketing Strategies, Industry Day’s, and other means of communication to better understand the customer and to develop a rapport with the customer.
Questions & Answers
Prompt
Please analyze the entire solicitation file attached and generate questions based on specific sections of the solicitation. These questions will be used to prepare a Q&A response for the customer. Ensure that the questions are tailored to address key sections of the solicitation and facilitate a comprehensive understanding of the requirements. Your questions should be clear, concise, and cover important aspects of the solicitation to provide valuable insights for the customer.
Assistant: Q&A Assistant
Description: Use this assistant to generate a list of Questions you may want to ask an Agency/customer given their Solicitation.
How to Access: Click on the PSci Assistant button within AI Chat -> Click on the Global tab -> Click on the Q&A Assistant.
Key Stage Elements
Provide the AI with the entire solicitation by directly injecting the solicitation into the chat.
With the questions that are provided, analyze each question comparing it back to the section of the solicitation.
Make sure the questions are specific and descriptive as they relate to the solicitation, ensuring that there are no areas of confusion for the customer.
Ensure that you submit your questions in reference to the correct section of the solicitation document.
Ensure that you submit the Q&A response in the proper formatting that the customer issued.
Competitive Analysis
Prompt
Please provide a detailed summary of the key insights and takeaways regarding [Competitor Name]’s launch of their new [Product Name] product on [Date]. Your summary should encompass essential elements such as noteworthy features, target audience, pricing strategy, marketing plans, business strategy implications, and evaluation of the product's success or impact. Your summary should also be detailed and thorough, providing a comprehensive analysis of valuable insights into the competitive landscape, the product's positioning, and the potential implications offered. Additionally, please ensure that your summary is well-structured, offering a clear and coherent overview of the key aspects of the launch and its significance.
Key Stage Elements
Identify key competitors, their strengths and weaknesses, and their past performance.
Identify the incumbent and the incumbent's history on the work being performed.
Analyze competitors' previous contract wins, pricing strategies, and technical approaches.
Develop strategies to counteract competitors' strengths and exploit their weaknesses.
Develop a Capture Plan
SWOT Analysis
Prompt
Conduct a SWOT analysis for our company, specifically highlighting our internal strengths, weaknesses, and external opportunities and threats in relation to the upcoming proposal. Please provide a comprehensive analysis that identifies and explains each aspect clearly, with relevant details and examples.
Key Stage Elements
Perform a SWOT analysis to understand your company's strengths, weaknesses, opportunities, and threats.
Identify internal and external factors that could impact the capture effort.
Capabilities Matrix
Prompt
Compare the requirements of the RFP and SOW to [Company Name]'s capabilities and past performance to identify any gaps. Provide a detailed analysis that highlights areas where [Company Name]'s abilities align with the requirements and where there are discrepancies. Your analysis should consider how [Company Name] can address any gaps and demonstrate a clear understanding of the RFP and SOW.
Assistant: Capabilities Matrix
Description: Use this assistant to generate a Capabilities Matrix.
How to Access: Click on the PSci Assistant button within AI Chat -> Click on the Global tab -> Click on the Capabilities Matrix Assistant.
Key Stage Elements
Run the analysis through the AI Chat by providing the AI with the RFP and SOW along with your company’s capabilities statement and past performances that are directly related to the solicitation.
Identify any gaps in your company’s capabilities to fulfill the requirements being solicited where your company may need to consider having a teaming partner for.
Win Strategy
Prompt
Develop a win theme using the CVD formula to tailor a capability that meets the customer's specific needs (C), emphasizes the lasting value of your solution (V), and highlights a distinctive differentiator (D). Your response should be tailored to the attached file and clearly articulate a theme that captures the essence of your capability to meet the customer's specific needs, highlights the lasting benefits and value of your solution, and emphasizes a unique feature that sets your solution apart from others in the market.
Assistant: Develop Win Themes
Description: Use this assistant to generate a list of Win Themes given information about the Agency/customer, competitors, and your business.
How to Access: Click on the PSci Assistant button within AI Chat -> Click on the Global tab -> Click on the Develop Win Themes Assistant.
Key Stage Elements
Develop a win strategy that aligns with the customer’s needs and differentiates your solution from competitors.
Define key win themes and discriminators.
Create a value proposition that clearly articulates why your solution is the best choice.
Establish Teaming Agreements
Prompt
Using the identified weaknesses and threats from the SWOT Analysis, as well as the gaps identified in the Gap Analysis, provide me with a summary of those weaknesses, threats, and gaps so that I can find and establish relationships with potential Teaming Partners who can help bring additional value to our proposal team.
Key Stage Elements
Analyze the key factors that arose from the summary to comprehend what partners you should consider adding to your team.
Research and identify potential partners (if needed) to join your team for the proposal submission.
Establish a teaming agreement (if necessary) and debrief teaming partners on the solicitation.
Capture Team
Prompt
Compare the procurement strategies and engagement metrics of [Competitor A] and [Competitor B] in a comprehensive and structured manner. Your comparison should provide detailed insights into the procurement strategies of each competitor. Additionally, analyze the engagement metrics utilized by both competitors, such as customer satisfaction, retention rates, and customer interactions. Ensure that your comparison is detailed, insightful, and provides a comprehensive understanding of the competitive landscape.
Key Stage Elements
Assemble a capture team with clear roles and responsibilities.
Include members from business development, technical, pricing, and proposal management.
Ensure team members are aligned with the win strategy and capture plan.
Assign specified coverage areas to team members responsible for each section of the response.
Conduct a Kick-Off Meeting
Agenda
Prompt
Create a proposal kickoff meeting template that encompasses sections for opportunity overview, win themes and solutioning, roles and responsibilities, and schedule. Your template should facilitate a structured discussion to explore the opportunity, identify win themes and solutions, define roles and responsibilities, and establish a clear schedule. Please ensure that the template encourages active participation and collaboration among the team members and promotes a comprehensive understanding of the proposal requirements.
Key Stage Elements
Prepare an agenda that covers the proposal outline and storyboard, proposal schedule, review of the RFP/RFQ/RFI, roles and responsibilities, compliance requirements, and key milestones, risk management, a communication plan, action items, Q&A session.
Send out a kickoff meeting invite to all team members and teaming partners in advance to ensure all key players can attend the meeting.
Include a review of the RFP, win strategy, and compliance requirements, teaming strategies, review process.
Team Alignment
Prompt
As a professional consultant specializing in federal contracts, your task is to compose a detailed Small Business Subcontracting Plan to be submitted for the attached (INSERT FILE NAME) file. The plan should outline specific strategies and procedures for subcontracting with small businesses, including goals, target percentages, methods for identifying potential small business subcontractors, and the types of support that will be offered to ensure their participation.
Assistant: Conduct Stakeholder Interview
Description: Use this assistant to generate a list of employees needed to complete a Solicitation and questions to ask them.
How to Access: Click on the PSci Assistant button within AI Chat -> Click on the Global tab -> Click on the Conduct Stakeholder Interview Assistant.
Key Stage Elements
Ensure all team members understand the win strategy, proposal themes, and compliance requirements.
Discuss the proposal outline, storyboard, and compliance matrix.
Assign clear roles and responsibilities to the team.
Establish a detailed proposal schedule for the team to understand the key milestones, timelines, and deadlines for their respective responsibilities.
Review the SWOT Analysis and Capture Plan.
Develop a communication plan to ensure open lines of communication and establish regular reoccurring meetings for the team to address any issues and share progress updates.
Address any questions or concerns from the team.
Risk Assessment
Prompt
Run a Risk Assessment referencing the teams' capabilities compared to the requirements being asked in the solicitation to identify any potential challenges or issues that can occur throughout the proposal process.
Key Stage Elements
Conduct a risk assessment to identify potential issues and challenges.
Address any potential risks that the team may face.
Strategize action items to develop a solution for any identified challenges.
Develop mitigation strategies to develop identified risk.
Assign responsibility for monitoring and managing risks.
2. Proposal Planning
Develop a Proposal Schedule
Milestones
Prompt
After a full in-depth review of the selected [INSERT NAME OF FILE] attached file, please provide me with a detailed and strategic outlined proposal schedule that identifies key milestones such as initial drafts, internal reviews, color team reviews, compliance check, proofreading and quality assurance, and final revisions/ submission.
Key Stage Element
Identify key milestones such as initial drafts, internal reviews, color team reviews, compliance check, proofreading and quality assurance, and final revisions/ submission.
Include due dates and deadlines for all Milestone reviews.
Deadlines:
Set realistic deadlines for each milestone to ensure timely completion.
Allow buffer time for unexpected delays or issues.
Realistically estimate the duration of each task, to ensure that the quality of work is uncompromised.
Monitor and adjust your schedule and deadlines as necessary and inform all members of the team if any changes occur.
Create a Compliance Matrix
Requirements Mapping
Prompt
With the selected section of the attached RFP/ SOW file, provide me with a detailed and specific compliance matrix based on my company’s attached past performance files that directly maps our capabilities and past performance to the sections of the proposal that best corresponds to the requirements presented.
Key Stage Element
Map each requirement from the solicitation to the corresponding section of the proposal.
Ensure all requirements are clearly identified and addressed.
Identify and score your company’s ability to fulfill each section of the solicitation.
Use the compliance matrix to track the status of each requirement throughout the proposal process.
Update the matrix regularly to reflect progress and changes.
Storyboarding
Outline
Prompt
Please create a detailed proposal outline for the specified task area, including key sections such as introduction, objectives, methodology, timeline, resources needed, and expected outcomes. Your outline should provide a comprehensive framework for addressing the task area, clearly defining the proposed approach and expected deliverables. Please ensure that your outline is well-structured, thorough, and tailored to the specific requirements of the task area.
Key Stage Element
Develop a detailed outline of the proposal sections, including key messages and supporting evidence.
Use a template that includes sections for headings, key messages, graphics, data, and compliance points.
Ensure the outline aligns with the RFP structure and evaluation criteria.
Graphics
Prompt
Generate specific graphics that relate to XYZ in the proposal outline.
Key Stage Elements
Plan the use of graphics, charts, tables and diagrams to enhance the proposal’s readability and impact.
Ensure visuals are clear, relevant, and professional.
Identify the most applicable use-case for a graphic in each section of the RFP.
Assign graphic development tasks to team members with the necessary skills.
3. Proposal Development
Writing The Proposal
Customer Focus
Prompt
As an advanced proposal writer, your task is to create a detailed strengths table using the provided (INSERT DOCUMENT NAME) attached file that is tailored to the customer's needs for issuing this RFP. In the table be sure to include the customer's needs, priorities, and evaluation criteria highlighting areas that could provide (ENTER COMPANY NAME) insight on key proposal themes and discriminators that can help differentiate our solution.
Key Stage Elements
Tailor the proposal to address the customer’s needs, priorities, and evaluation criteria.
Use language that resonates with the customer and demonstrates understanding of their challenges.
Clear and Concise:
Use clear and concise language to convey your solution’s value.
Avoid jargon and overly technical language unless necessary.
Themes and Discriminators:
Highlight proposal themes and discriminators that differentiate your solution.
Ensure these themes are consistently reinforced throughout the proposal.
Elements of The Proposal
Prompt
Draft an outline for each key element of the attached solicitation documents, utilizing our company's profile and past performance. This includes the RFP/RFQ/RFI, PWS/SOW, and other relevant documents. Your response should provide a clear and organized outline for each key element, incorporating relevant details from our company's profile and past performance to align with the requirements outlined in the solicitation documents. Ensure that the outline demonstrates a comprehensive understanding of the solicitation requirements and effectively showcases our company's capabilities and qualifications in relation to each key element of the documents.
Assistant: SF 330
Description: Use this assistant to help fill out SF 330 forms.
How to Access: Click on the PSci Assistant button within AI Chat -> Click on the Global tab -> Click on the SF 330 Assistant.
Key Stage Elements
Executive Summary: Using AI Chat, insert your Company’s profile to develop an executive summary that provides a brief introduction to your company and the proposal.
Understanding of the Requirements: Using AI Chat and Direct Injection prompting, provide the AI with specific sections of the RFP and ask the AI to demonstrate an understanding of the customers’ needs and challenges, and summarize the key requirements based on their mission and goals.
Technical Approach: Ask the AI to develop an outline specific to the approach and methods you plan to use to address the challenges that the customer is facing. Be specific when referring to the technologies and tools that will be employed, mentioning any new innovations and techniques that differentiate your solution to the customer.
Management Approach: Use the AI Chat to develop your Management Approach by prompting the AI to use your company’s profile to outline your Project Management Plan (including organizational structure, roles and responsibilities, and your Work Breakdown Structure), Risk Management Plan, Quality Assurance Plan, and your Communication Plan.
Past Performance: Using documents and files of your own past performances similar in scope to the RFP you are responding to, instruct the AI to outline a past performance response that relates to your relevant experience, case studies, performance metrics/ CPARS, and client testimonials.
Key Personnel: Use Direct Injection prompting to provide the AI with your project teams information to develop a response that addresses your teams structure, resumes of the key personnel, experience and qualifications, and their roles and responsibilities that address and fulfill the requirements of the solicitation.
Cost Proposal: Utilize the AI Chat to assist you in structuring your Cost Proposal by utilizing its tools to automate data collection, data organization, and template creation. AI can also be useful to conduct cost analysis, visualization and narrative generation to help generate charts, graphs, tables, and draft the narrative sections of your cost proposal.
Compliance and Legal: Use the AI Review tool to input the RFP and your draft response to ensure that your response is in compliance with the RFP requirements, includes any relevant certifications and accreditations, and addresses any regulatory and legal considerations.
Appendices: Use the AI Review tool to input the RFP and your draft response to ensure that your response includes any additional information that supports your proposal, any supporting documents that are required, a glossary of terms, and a defined list of any acronyms used in the proposal.
Color Team Reviews
White Team Review
Prompt
Conduct a White Team Review.
Key Stage Elements
Utilize the AI Review tool to assist you with reviewing your defined win themes ensuring that they are aligned with the customers' requirements.
Ask the AI to assist you in identifying your company’s discriminators that set you apart from competitors.
Ask the AI to assist you in developing a comprehensive outlined draft of your Solution Strategies that directly addresses the customers’ needs.
Ask the AI to conduct a competitive analysis on a specific company using the web search tool to determine a competitor's strengths and weaknesses.
Utilize the AI Review tool to ensure that your response aligns with the customers evaluation criteria.
Use the AI to assist you in developing and reviewing your comprehensive compliance matrix.
Pink Team Review
Prompt
Conduct a Pink Team Review.
Key Stage Elements
Conduct an early review to assess the proposal’s structure, compliance, and initial content.
Utilize AI Review to assist you in assessing the quality of the content in your response.
Identify any gaps, weaknesses, and missing pieces of your initial draft response.
Focus on the alignment with the RFP requirements and win strategy.
Collect feedback and identify areas for improvement.
Red Team Review
Prompt
Conduct a Red Team Review.
Key Stage Elements
Perform a detailed review to evaluate the proposal’s completeness, compliance, and persuasiveness.
Assess the technical and management approaches, pricing strategy, and overall presentation.
Provide actionable feedback for revisions.
Conduct any further evaluations of your response using the AI Review tool.
Gold Team Review
Prompt
Conduct a Gold Team Review.
Key Stage Elements
Conduct a final review to ensure the proposal is polished, error-free, and ready for submission by inputting the final draft into AI Review again.
Ask the AI to proofread and check for any grammatical errors and assess the visual appeal of your response.
Verify compliance with all RFP requirements and check for consistency and clarity.
Ensure the proposal presents a compelling case for your solution.
Conduct a final walkthrough with your team to ensure that no critical elements are missing in the response.
White Glove Review
Prompt
Conduct a White Glove Review.
Key Stage Elements
Assemble the Review Team, ensuring that the team has a thorough understanding of the proposal content.
Prepare the proposal document gathering all necessary documents and attachments.
Conduct a page-by-page review checking for content accuracy and consistency throughout the document.
Conduct a final review of the compliance matrix.
Evaluate visual appeal of any graphs, charts, and tables throughout the whole response.
Verify pagination and navigation through the response.
Make any necessary changes and prepare for final submission.
Incorporating Feedback
Review Feedback
Prompt
As an expert government proposal evaluator, your task is to review the provided requirements and respond to each requirement with specific feedback to help improve the draft. Your feedback should address each requirement individually, highlighting strengths and suggesting improvements where necessary. Please ensure that your feedback is constructive, detailed, and aimed at enhancing the overall quality and effectiveness of the proposal draft.
Key Stage Elements
Collect and analyze feedback from each review team.
Prioritize feedback based on its impact on compliance, clarity, and persuasiveness.
Revisions
Prompt
Enhance the coherence, clarity, and overall quality of the provided proposal while maintaining a professional tone. Your task is to improve the organization, structure, and language of the given proposal to ensure it is clear, logical, and of high quality. Please maintain a professional tone throughout the document and focus on improving the flow of ideas, the clarity of the content, and the overall coherence of the proposal. Your enhancements should aim to elevate the professionalism and effectiveness of the proposal.
Key Stage Elements
Make necessary revisions to improve the proposal’s clarity, compliance, and overall quality.
Make necessary formatting and grammatical revisions to ensure the readability of the response and that the response is all in the proper tense.
Ensure all feedback is addressed and incorporated into the final proposal.
4. Proposal Submission
Final Compliance Check
Checklist
Prompt
Create a checklist to verify that all solicitation requirements are met, and to ensure that all required attachments and documents are included in our response.
Key Stage Elements
Use a checklist to verify that all solicitation requirements are met, and all documents are included.
Ensure all sections of the proposal are complete and compliant.
Proofreading
Prompt
Fix all the grammar errors in the text below. Only fix grammar errors, do not change the text style. Also ensure that the text is in the proper tense, whether that is past, present, or future.
Key Stage Elements
Conduct a final proofreading to eliminate any errors or inconsistencies.
Check for grammar, spelling, and formatting issues.
Submission Process
Instructions
Prompt
Analyze the attached RFP and develop a submission plan based on the proposal submission instructions.
Key Stage Elements
Follow the submission instructions meticulously, including format, delivery method, and deadlines.
Ensure all required forms and attachments are included.
Confirm receipt of the proposal with the contracting officer and address any last-minute questions or issues.
Keep a copy of the submitted proposal for your records.
5. Post-Submission Activities
Debriefing
Customer Debrief
Prompt
Review the proposal from the perspective of the customer and provide me with any constructive criticism and feedback on where our response can be improved.
Key Stage Elements
Schedule a debrief with the customer to gain insights into the proposal’s strengths and weaknesses.
Use the feedback to improve future proposals and strategies.
Internal Review
Prompt
Generate an agenda and a presentation outline for a meeting to debrief and identify areas of improvement in our proposal development process.
Key Stage Elements
Conduct an internal debrief to discuss lessons learned and areas for improvement.
Document key takeaways and action items for future proposals.
Continuous Improvement
Process Evaluation
Prompt
Evaluate the proposal development process to identify areas for improvement.
Key Stage Elements
Use AI Review to evaluate the proposal development process to identify areas for improvement.
Gather feedback from the proposal team on what worked well and what could be improved.
Training
Prompt
Provide me with ideas for training and resources that the proposal team can use to enhance their skills and knowledge.
Key Stage Elements
Provide training and resources to the proposal team to enhance their skills and knowledge.
Stay updated on best practices and industry trends in proposal management.
Glossary
Key Acronyms
RFP: Request for Proposal
RFQ: Request for Quotation
RFI: Request for Information
SOW: Statement of Work
WBS: Work Breakdown Structure
SBLO: Small Business Liaison Officer
SWOT: Strengths, Weaknesses, Opportunities, and Threats
CPARS: Contractor Performance Assessment Reporting System
PWS: Performance Work Statement
AI: Artificial Intelligence
Conclusion
Following this Proposal Manager Playbook ensures a structured and customer-focused approach to proposal development. It is structured and systematic nature ensures that every aspect of the proposal process is meticulously planned and executed.
By following this playbook, Proposal Managers can create proposals that are not only compliant and compelling but also strategically aligned with the customer's needs and priorities. Adhering to these guidelines will ensure that Proposal Managers can increase the likelihood of winning government contracts. This strategic alignment, combined with rigorous process management, positions Proposal Managers for greater success in the competitive world of Government Contracting.