How to Write a Proposal to the Government (Strategy + Full Walkthrough)

How to Write a Proposal to the Government (Strategy + Full Walkthrough)

Creating and submitting a proposal for a federal government contract can feel overwhelming. But, if you follow a structured approach and pay close attention to the details, it's definitely possible to succeed. This guide focuses on the janitorial industry, but the advice given can help with many other kinds of government contracts too.

Understanding Evaluation Criteria

To win, you must understand the criteria used to judge it. For bids with the USDA, they guide you with two detailed documents. Even though one document is 40 pages, it's important to go through it. It explains pricing, team management, quality control, and your previous work. Focusing on these is important for making your proposal successful.

Equally important are the submission requirements detailed in the provided attachments. These requirements list every necessary component of your proposal, ensuring you leave no stone unturned. For the purposes of this guide, let's assume pricing is already determined, allowing us to focus on the structure and content of the submission.

Cover Page and SF-1449 Form

A big part of the submission process involves the cover page and the SF-1449 form. The SF-1449, a standard form provided by the agency, is a prerequisite for bidding on the opportunity. Completing this form isn’t hard, especially for those with an advanced Adobe account. Here, you'll enter your business name, address, and other vital details. This includes filling out section 17 Alpha with your contact information and your CAGE code.

Following this, section 30 Alpha requires your signature, while 30 Bravo should contain your name, title, and the proposal's due date. It's advisable to use the submission deadline as the date listed on the form.?

Though pricing details are not the focus at this juncture, it's good to understand the process for its submission. This information will be included in the organized pages of your proposal, specifically within the SF-1449 form. For those without the necessary software for document editing, there are free resources available to assist in this task. A simple online search can provide step-by-step guidance for extracting the required pages from the SF-1449, simplifying the submission process.

Creating Your Cover Page?

Starting off with a well-designed cover page sets the right tone for your proposal. It shows off your team's skills and past achievements. Use online platforms like Canva or a simple Word document to make it.?

Make sure to add your business name, address, phone number, and email, along with a note that you're a small business. Don't forget to include your Cage Code or UBI for easy identification. For a personal touch, add the name and details of your main contact.?

If you need a logo, several free resources are available online to assist in creating a visually appealing logo. However, the primary focus should remain on meeting the proposal's evaluation criteria, not on aesthetic elements like logos or websites.

Proposal Components

After I get my cover page ready and collect all the needed documents, like Form 1449, I organize everything neatly, maybe in a folder, to keep my submission process smooth and well-organized. Both the proposal document and Form 1449 show me exactly where to input my pricing.?

It's important for me to lay out all my pricing details comprehensively, covering every expense and my profit margin, to make sure I've accounted for both the direct costs and the profit I aim for.

I always make sure to include all costs and profits in my pricing, taking into account any specific requirements like special products or equipment. When it comes to monthly charges, I break down the total charge into monthly payments for clarity and simplicity.?

I also want to stress the importance of quality control checks, making sure all dates and details match across documents. If I notice any discrepancies, I immediately reach out for clarification. I've found that federal agencies are generally receptive to questions, aiming to clear up any uncertainties.

Competitive Analysis?

To make sure my offer is priced right and stands a good chance of winning, I start by looking at what companies currently doing similar work are charging. This helps me figure out a good price for my own proposal. I also use free online tools to check if my prices are in line with what's typical in the industry, making sure I'm not charging too much or too little.

On top of that, it's super important for me to keep an eye out for any updates or changes to the rules of the proposal. I make it a habit to regularly check SAM.gov and follow the project I'm interested in. This way, I can quickly adjust my proposal if needed, making sure it meets all the requirements and stays competitive. This approach helps me stay on top of things and increases my chances of my proposal being accepted.

Also, make sure you keep an eye on SAM.gov for any new updates or changes about the project you're interested in. This step is key to making sure your proposal doesn't miss out on anything important and stays current. It’s super important to check that your proposal sticks to the rules about how much you're supposed to pay your team. When you do this, you’re making sure that your bid follows the law and meets all the necessary standards.

Personnel Experience?

Next, we're moving on to a personnel experience management plan, also known as a technical response. Take notice that experience and past performance are more important than price, you can receive experience and past performance through your partnership, as well as individual people on your team.

Creating Your Submission

To complete your submission, all you need is a Word document, you can put your logo in the middle, your business name, and I would also include at a minimum, your UVI or cage code, this is all you have to do. And once you're finished with this, you’ll save it as a PDF, because you don't want the government to receive a Word document because depending on the type of device that they're using, it could alter the text and you never want that what goes into this, you're looking at the evaluation factors. And they've let you know this is what they want.

What I typically will do is I cut and paste, I put the page number in case I need to go back to page 11 case, I need to go back for reference, I put that here. And it doesn't have to be pretty as you're doing this, what's important is that you give them the information, because they've already informed you that the past performance experience is more important than price.?

And they've also defined this for you. So for those of you who may say well, but I don't have any experience in this area, it's okay, because based on their definition individuals identified to perform, okay.

Detailing Personnel Experience

And then it says past performance, as well as local, state and federal, that you've complied with contractor requirements. So this is where you want to identify people who are going to be doing the work for you. You don't need a resume, you just simply need their names, as well as to discuss their past performance, you can easily get this information.

For example, you know John is going to clean - he's going to be the senior janitorial team member, he has 10 years of experience. He's cleaned XYZ buildings. He's well aware of the protocol. He's trained in things of that nature. That's all that they're looking for.?

Using Tools for Refinement?

To gather personal experience information, you'll need to reach out and ask for it. One approach is to copy and paste the details into ChatGPT and ask for help in refining it - making it longer or shorter if needed. I'm using the paid version of ChatGPT, but don't worry, the free version can provide similar assistance. Regarding the management plan, it needs to fit within a 200-word limit.

I'm aware there may be spelling errors, but don't stress about them. The focus is not on achieving perfection. You need to focus on meeting the requirements outlined in the statement of work and the evaluation criteria.?

Now, let's assume you've already sorted out your pricing and understand the tasks at hand. Once you've completed that, paste the information here. Then, make sure to include their language - such as cleaning frequency into your proposal. Share that your management plan outlines how you'll maintain the team members discussed earlier and make sure they deliver the required service

Later, you'll refine it and save it as a PDF. You can keep it concise, maybe around 100 words. Also, be sure to adjust the company name accordingly for past performance. Now, regarding references, you'll need at least two. If you're using a subcontractor, one of these references must be for work performed by them, including contact details.?

These references can also be used for another section. Responding to this opportunity could be highly beneficial. As for technical aspects, make sure to meet requirement number five. I assume you're already on track, but if not, prioritize obtaining your cage code. Additionally, verify your banking information for smooth fund deposits through SAM.gov. Once you've completed all these steps and polished your proposal, save it as a PDF. Combine the cover sheet and pricing into one document that’s labeled with the solicitation number. Attach your D Fars and 1449. Keep file sizes minimal for government emails, unless specified otherwise.

Sending Off Your Documents?

After getting all of your documents together, attach them to an email. In the subject line, include the opportunity number. Begin the email with a proper greeting, such as “Hi,” followed by a happy introduction about your company's interest in providing janitorial services. Mention that your response is attached and apologize for any inconvenience caused by the file size, making sure to request acknowledgment of receipt for verification.?

After sending the email, allow three weeks for a response. If you haven't heard back by then, it's acceptable to send a polite follow-up to inquiring about the status of the opportunity. Keep in mind that government notifications may vary. While waiting, continue exploring other potential opportunities.

So again, to summarize, in your proposal, you're looking at the:?

• Evaluation criteria?
• Submission requirements
• Cover page
• 1449,
• Pricing?
• Q&A?
• Amendments?
• Deadlines?
• Reps and certs

A few other things you need to find out include how to submit, whether you’re emailing one person or multiple people, and if it involves some type of a technical response.

If this guide is helpful for you, then I know you’ll enjoy catching up videos on my official YouTube channel. Click here now to subscribe to my YouTube channel.?

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I’m the author of the newly released book “The GovCon Winners Way: How To Win Government Contracts Faster Than Trying to Do It Alone!” At 28, I was awarded my first 5-figure federal government contract. I own and operate multiple government contracting businesses and have over $50 million in federal government contract awards. Today, I’ve helped my students win over $3M in Federal Government Contracts in less than 6 months, and I’ll help you, too!?

-#EverythingIsPossible