Section H: Special Contract Requirements
This section contains special contract requirements that should be reviewed for any areas of concern, but typically do not directly affect the proposal documents.
By understanding how federal RFPs are organized, you will make your proposal development process simpler and more efficient. Contact Global Services today for further assistance with understanding RFP requirements and developing compliant, compelling proposals!
Issue : Did Department Of Foreign Affairs Trade And Development Structure The Solicitation To Disqualify The Complainant
14. The Complainant stated that during its debriefing from the first solicitation, it was informed it was disqualified because the experience being sought by DFATD was for âinternational development evaluatorsâ but that the Complainantâs proposed resourceâs experience was just that of a regular evaluator. The Complainant also claimed, during that same debriefing, DFATD stated it was actually looking for evaluators with âinternational assistance experienceâ which, the Complainant noted, was not what the first RFP requested. The Complainant claimed DFATD then created obstacles in the second solicitation, through the addition of the definitions in the solicitation.
15. The Complainant submitted it felt DFATD breached its duty of fairness and that DFATD never took the Complainantâs bid seriously, as it had already selected its preferred supplier, the eventual contract awardee. The Complainant claimed DFATD substantially altered the second RFP, requiring the Complainant to substantially change its bid to accommodate the new language, thereby forcing the Complainant to incur greater costs. The Complainant also claimed DFATD required unnecessary and non-essential experience, however it did not provide any further explanation regarding this additional allegation.
18. The criterion at issue, M2, had 2 components: the first relating to the experience of the proposed Team Leader and the second relating to the proposed Team Member:
Analysis of issue 1
Finding: Issue 1
Production Delivery And Post
Once the final reviews have been completed, our team handles the production of the final proposal. This includes graphics and compliant formatting.
However, our work does not end when the proposal is submitted.
We provide full oral presentation support. Whats more, we actively monitor the contract opportunity in case there are changes or extensions. We also study the award decisions providing next steps if a bid is unsuccessful or successful.
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Understanding A Request For Proposal
RFPs are used for complex projects, often requiring a number of sub-contractors. They describe the organization issuing the RFP, the scope of the project being undertaken, and the criteria for evaluating entries. They also outline the bidding process and the contract terms.
The requests include a statement of work describing the tasks to be performed by the winning bidder and the timeline for finishing the work.
RFPs also advise bidders on how to prepare proposals, with specific guidance on how the bids should be formatted and presented. They generally include instructions on what information the bidder must include and the desired format.
The proposal should not be so detailed that it hinders the contractor’s creativity, or so vague that the contractor is left stumped.
Most RFPs are issued by government agencies and other organizations in the public sector. They are generally required to open up competition among private companies and remove bias from the process. The agencies want to ensure that they get the lowest and most competitive bid.
However, any private or public organization may put out an RFP to get multiple bids and a variety of perspectives on the project.
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Because the information on this blog is based on Hudson Outsourcing LLCs own opinion and experience, it should not be considered professional financial investment advice. The ideas and bidding strategies should never be used without first assessing your own personal and financial situation, or without consulting a financial professional. Hudson Outsourcing LLCs thoughts and opinions will also change from time to time as the market changes and as Hudson Outsourcing LLC develops.
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Request For Standing Offer: Data Analytics Professional Services And Expertise
The Canada Council for the Arts is seeking to add suppliers to the existing list the Canada Council can call upon for consulting services to support the development and the implementation of the Council’s Customer Relationship Management and Grant Management System.
The Council has launched a project to implement an integrated Customer Relationship Management and Grant Management System from 2021 to 2023, to support the modernization and transformation of the Council’s granting processes and client relationship management, and to improve its strategic capacity and core business capabilities.
To support the Council’s Customer Relationship Management and Grant Management System development and implementation, the Council is seeking consulting services or individuals who have a proven track record in providing services as a Data Architect and Analyst.
Type of Service Required : Data AnalyticsClosing Date : 23 November 2022 Contact Person : Gabriel Zamfir-Enache
How To Respond To A Government Rfp
Knowing how to respond to an RFP gives businesses the ability to benefit from working with the countrys largest buyer of products and services: the U.S. government. In fact, of the 500 billion dollars the government spends annually on contracts, the government is required to set aside 23% to award to small businesses. Ignoring government RFPs often means leaving a large chunk of change on the table.
But even if youre interested in government contracting, learning how to respond to a government RFP can be time-consuming and overwhelming. One of, if not the biggest detractor businesses face when responding to RFPs, is the heavy lifts required by the registration process, the application processes, and the maintenance required to stay on top of potential contract opportunities.
With this quick guide, well cover the basics of how to respond to a government RFP and walk you through some tips for success. That said, its important to keep in mind that no online guide can sufficiently walk you through responding to RFPs. To truly navigate the federal marketplace well, you will need to either invest significant time in learning about and crafting your RFP or enlist the help of federal contract specialists like those at FAMR.
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Check To See If You Can Deliver The Required Items Or Services
Many suppliers commit the error of writing and bidding on contracts that arenât a good fit for their services or attempting to take on a contract that is too large for them to handle. You can have the ability to increase your chances to win a contract by only bidding on work that you know you can finish.
If Necessary Boost Your Credentials
When you are a relatively new small business, it can be difficult to gain the trust of the government agencies putting out requests for proposals. Perhaps you have not contracted with government agencies before and/or do not have a lot of experience under your belt. If this is the case, you do have options:
Subcontracting: Subcontractors can work with the primary contractors as a means of getting their foot in the door. You can find available subcontracting opportunities via the SBAs searchable database, SUB-Net.
Bid-matching services: If you want to start responding to RFPs but arent sure which government agencies you should pursue, bid-matching services like your local Procurement Technical Assistance Center can help.
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Best Practices That Make Rfp Government Bids Easier
Kevin, the RFPIO team knows you well from events like APMP, conversations on social media, and weve had you on our blog as a thought leader before. Earlier this year you started your own company, BZ Opportunity Management. Can you tell us a bit about your new venture?
BZ Opportunity Management is a small consulting firm that provides bid management, process optimization, and training servicesprimarily to small and midsize government contractors. We focus on exceeding our clients expectations with each interaction by delivering highly personalized and targeted support.
Youve worked with both government contractors and proposal management professionals across a range of industries. How is responding to government RFPs different from other RFPs?
When youre working in the federal RFP government space, the main thing to keep in mind is the Federal Acquisition Regulation . The FAR governs and regulates everything we do.
It focuses on how government evaluators and procurement folks can communicate with the industry, both before and after a solicitation comes out. The FAR also talks about how the government evaluates proposals and how they must provide certain types of information after they make a decision.
When youre responding to government RFPs, here are a few important things to be aware of:
- Prepare to work within the highly constrained structure of the FAR.
- Make sure your proposal fully meets FAR requirements.
- Engage and communicate with the government in the right way.
Sample Requests For Proposals
Many communities are interested in using smart growth principles to plan for growth and get the type of development they want, and many need some kind of outside help to make that happen. Typically, communities use a Request for Proposals process to identify, screen, and hire expert consultants. Communities have asked for help creating an RFP that will let them find a consultant with smart growth experience.
Below are sample RFPs from two communities that identified and hired consultants experienced in smart growth to help with their plan updates. The examples are provided as models for communities trying to secure similar smart growth expertise. Their inclusion does not represent an endorsement by EPA.
Some of the features that make these smart growth RFPs successful are:
- Clear articulation of intended smart growth outcomes of the project.
- Clear articulation of desired work products.
- Requirement of significant stakeholder and public involvement in process proposal.
- Request for examples of previous experience on projects with similar smart growth objectives and their outcomes.
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Request For Standing Offer
This method is used to solicit standing offers to provide goods and services on an as-and-required basis, at firm prices, as per established terms and conditions. It clearly states the requirement, the evaluation method and selection criteria, the call-up procedures, the ranking methodologies, whenever applicable, to be used for making call-ups against the authorized standing offer, and all terms and conditions applicable to the contract that is brought into effect, as a result of any call-up.
For more information, please visit the Standing Offers Web page.
Address The Project Goals
When a federal agency sends out a Request For Proposals, they want the government contractors to propose a detailed solution on how they plan to address the agencys needs.
So coming from the detailed knowledge you got from step 3, you should now clearly describe how your company plans to achieve each of the contracts goals that leverage your companys expertise.
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Request For Proposal Management And Fulfillment Support
Navigating the Request for Proposals process is a time-intensive, but worthwhile process for companies that want to sell to the government. While the tips in this blog can help your company optimize your internal processes, many companies choose to outsource RFP management and fulfillment activities to professional consultants that understand the process well. This expedites the Request for Proposals process and helps ensure youre addressing all available opportunities.
If youd like to discuss how to optimize the RFP process with the support of an experienced team, please contact Mentor Works for a complimentary assessment.
Issue : Did Department Of Foreign Affairs Trade And Development Evaluate The Complainants Bid Properly
52. The Complainant stated the evaluation grid did not contain any criteria associated with evaluating âinternational aid or assistanceâ experience, but there was a criterion for evaluating âinternational developmentâ experience. It argued DFATD effectively usurped the âinternational developmentâ criterion to circumvent or ignore the explicit CUTISRFP instructions and terms of reference conducted the assessment using the undefined term âaidâ and then considered those evaluation findings and conclusions as if they were representing the Complainantâs âinternational developmentâ experience. The Complainant stated, by evaluating the bids as if the stated requirement for âinternational developmentâ did not exist, DFATD effectively trapped/ lured the Complainant into bidding something that would meet the requirement, only to disqualify it for having given DFATD the exact preferred solution it had asked for.
54. The Complainant stated DFATD obviously thinks of âinternational assistanceâ when they talk or write about âinternational developmentâ and implicitly equate the two terms, but stated DFATD did not provide explicit definitions of either âinternational developmentâ or âinternational assistanceâ in the instructions and terms of reference portion of the CUTISRFP. As such, the Complainant claims the DFATDRFP fails the plain language test.
57. Section 10.7.27 and 12.3.1 of the TBCP state as follows:
Analysis of Issue 3
Finding: Issue 3
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Do Lots And Lots Of Research
Government contract proposals are probably some of the longest documents you will ever be responsible for writing, and they are worth substantial amounts of potential revenue. Their length comes from the amount of detail that is expected to be delivered. The government requires high-quality contractors that can truly deliver and will be heavily scrutinized of the information in all proposals.
Youll have to do your research.
Research the prospective client as soon as you know of an upcoming bid opportunity. Understand as much as you can about the requirements, your competitors, the clients challenges, the clients culture, and anything else that would be valuable to know.
Where Can I Find Government Rfps
If youâre a small firm just getting started, dealing with the government can be confusing. Before you begin bidding on contracts, you must conduct research and prepare yourself.
Weâll focus on RFP for the sake of this essay because youâll likely encounter a lot of them. A request for proposal is once again used to communicate government needs to potential contractors and collect bids.
Responding to RFP can be a satisfying and profitable business decision. However, before you can respond to one, youâll need to know where to look for RFPs that are tailored to your industry.
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Anatomy Of A Federal Rfp And What It Means For Proposal Development
- Anatomy of a Federal RFP and W…
For those new to the world of federal proposals, approaching a Federal Request for Proposal can be daunting. These documents are often 100+ pages in length, chopped up into seemingly arbitrary sections, and may include dense lists of Federal Acquisition Regulation clause references. Below, we provide an introductory overview of the typical RFP organizational system, and what it means for developing your proposal responses.
Please note that while not all federal RFPs follow these organizational and naming conventions, this is the most common format, and even proposals that deviate from this system will almost always contain these sections .
Win Your Next Government Rfp With These Pro
The government RFP process is notoriously complex for responders. So, we searched for an expert in the space who could demonstrate the best strategy for success.
Recently we chatted with Kevin Switaj, BZ Opportunity Managements President and CEO. In this podcast interview, Kevin delivers actionable protips and insights to help anyone responding to government RFPs. Take note, and get ready to win!
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What Is A Request For Proposal
A request for proposal is a business document that announces a project, describes it, and solicits bids from qualified contractors to complete it. Most organizations prefer to launch their projects using RFPs, and many governments always use them.
When using an RFP, the entity requesting the bids is responsible for evaluating the feasibility of the bids submitted, the financial health of the bidding companies, and each bidder‘s ability to undertake the project.
Phase : Contract Award
This is where a contract is officially awarded to a contractor. Most of the responsibility in this phase lies with the Program Contracting Officer and Contracts Officers Representative . It is important that the Program Management Office and Program Manager understand all of the components of a contract award so that it can continue to work toward a realistic schedule following the conclusion of Phase 3: Evaluation Phase.
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Requirements For A Rfp
Government agencies or other entities may be required to issue requests for proposals to provide full and open competition and to drive down the cost of a solution. Accepting a proposal that is most responsive to specifications may not always mean the lowest-priced bid.
Skillfully creating a request for proposal can ensure the success or failure of the resulting solution. If the specified requirements are too vague, the bidder may not design and implement an adequate solution for the problem. If the requirements are too detailed and restrictive, the bidders innovation may be limited.
The RFP process begins with drafting a request for proposal. Bidders review the solicitation and submit suggestions for improvement. After implementing feedback, the final request for proposal is issued. Bidders then submit their proposals.
The customer narrows the selection down to a small group of bidders and enters negotiations on pricing and technical details. The customer may ask the remaining bidders to submit a best and final offer before awarding a contract. The contract is then presented to the company providing the best solution to the issue.