How can you create a winning proposal for a government contract?

Writing a winning proposal is a roadmap showing strategy and tactics behind it! The roadmap is based on understanding the client’s requirements. However, the “romantic” (utopic) proposals are becoming a common practice (and mistake) taking its writers to nowhere! Proposals should consider the fact of the realistic implementation- If needed (the moment of truth!) …. Otherwise it will be “a serious comms disorder” !!!

In my experience, government proposals are becoming more streamlined. They focus on the key requirements now rather than the “nice to haves”. If the agency or govt department is in a framework, I would suggest re-reading that framework as often the tender/RFP pulls in information from the Framework. Note that sometimes the specifications are not clear and don’t think that this is the final version. Clarification questions may result of reissuing of some documents - check the version control as there will be updates.

Understanding the solicitation is like decoding a roadmap to success. Dive deep into the RFP, dissecting every requirement and expectation. A professional tip: create a checklist from the RFP criteria, ensuring no detail is missed. Relate each requirement to your strengths and experiences, showcasing how your solutions align perfectly. Recall a time when a meticulous reading of an RFP revealed a hidden requirement, leading to a tailored proposal that won the contract. Remember, thorough comprehension of the solicitation sets the foundation for a winning proposal.

In my experience, Executive Summaries are becoming less of a requirement. Ensure that the language you use is not only professional but in a format that can be understood by the audience/recipient. Note that appendices are not always required as part of the proposal - always check if they are evaluated before you choose to submit as you can save time and focus on the main submission. Lots of tenders now are focussed on key areas therefore ensure the proposal headings are in line with the tender requirements. Don’t go of course - look at the evaluation of each topic. Note that lots of agencies/govt departments only require a limited number of words or characters. Work to streamline your response to ensure you capture your proposal fully.

From my experience, it's crucial to double-check the submission guidelines, ensuring you follow them to the tee. I usually prefer sending proposals via email or online portals for speed and accuracy. After submission, I always confirm receipt with the agency to avoid any last-minute hiccups. Keeping a copy of the proposal and confirmation is a smart move for future reference or in case of any discrepancies.

Presentation is vital. Winning the hearts and minds through a presentation is always better than just dropping the proposal thru emails. However, presentations would need special skills in presenting and speaking to audiences (public speaking). It is not a conversation in public place! As we say “it is always about the how” !!

In your follow-up with the agency, go beyond monitoring the proposal. Show your expertise by offering supplementary insights or solutions. Personalize your message by referencing previous discussions or industry updates relevant to the project. Consider providing a proactive plan or strategy, demonstrating your readiness to contribute. Keep the conversation open for further discussion, signaling your ongoing commitment and engagement with the project. This approach adds value and reinforces your enthusiasm for collaborating with the agency.

Thoroughly understand the RFP's requirements – it’s the foundation of your proposal. Highlight your unique value proposition, tailoring it to the government's specific needs. Clearly outline your approach to meeting these needs, making it easy to grasp. Demonstrate your capability with examples of past successes in similar projects. Keep your proposal clear and concise for easy comprehension. Ensure strict compliance with all RFP guidelines – it's crucial. Present your proposal professionally; attention to detail makes a difference. Address potential risks with well-thought-out management plans. Meticulously review your proposal before submission. Follow up post-submission to demonstrate commitment and interest.

First thing - as I “claim” - is to avoid Bureaucratic communications”! Think out of the box and out of the “press releases factory” culture! Redefining the daily comms practices and taking it from rites/traditions to innovation is a necessity.