Consulting proposals
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The document discusses key aspects of consulting proposals. It explains that a proposal is a written document detailing a consultant's ideas, planning, and methodology for carrying out an assignment. Proposals are prepared in response to a Request for Proposal and include technical and financial components. The technical proposal outlines the proposed approach, methodology, staffing plan, and experiences while the financial proposal specifies costs. The document provides guidance on creating comprehensive proposals that meet a client's needs and stand out among competition.
Consulting proposals
- 1. * Consulting Proposals * D. Vasudevan
- 2. What is a Proposal? • Consulting Proposal is a written document detailing the consultants ideas, planning and methodology proposed for carrying out a given assignment. • The consulting proposal enables the client to assess, evaluate, and select the most suitable one for appointment for carrying out the assignment • Proposals are prepared and submitted in response to a “Request for Proposal”, generally after following a short listing process
- 3. Proposals are invited… To solicit offers from prospective consultants Determination of Market rates Transparency in the selection process To select the best services at lowest rates Tool for negotiation – desired Quality and price It provides the evaluator a mechanism to make an informed decision, achieve economy and avail of best of professional services
- 4. Nature of Proposals What it consists of… • Technical Proposal • Financial Proposal Content Type / Limits • Simplified Technical Proposals • Detailed Technical Proposals • CV only Proposals • Cost only Proposals
- 5. Proposals Types e.g. Asian Development Bank
- 6. Typical contents of a Technical Proposal Introduction / Project Appreciation Terms of Reference Approach and Methodology Activity Schedule / Work Plan Manpower Schedule Curriculum Vitae Similar Experience Project Risks / Mitigation measures Support Facilities
- 7. Proposals should be…. • Responsive to client’s needs • Competitive on technical and financial terms • Stand out amongst the competition • Offer the best at competitive rates • Provide an Unique Value Proposition
- 8. Expectations from Technical Proposal • Proposals have to be made as per the exact requirements of the client (TOR) • Need for a comprehensive document having technical and financial aspects • There may be lengthy and specific formats • Level of detailing required may differ as per the requirement of the client • Well structured Technical Proposal makes the evaluation easier and faster
- 9. Proposal Evaluation • Different organizations may have their own methods for evaluations • Multilaterals/ Bilateral and Government now follow a QCBS mode of evaluation • The scoring pattern / weights may differ, however the logic remains the same • Corporate Sector evaluates proposal as per their needs. At times they also follow the QCBS system or the LCS
- 10. Final Scores are Given using the following formula (St X 0.8) + (Sf X 0.2) = Total Score Technical Scores are disclosed first Only those proposal scoring the minimum 750 points are taken up for opening of the financial proposals The proposal offering the highest scores is then called for negotiations Proposal Evaluation QCBS Evaluation – Final Scoring..
- 11. Understanding the RFP • The RFP is prepared to help the evaluator collect critical data to streamline the evaluation process and compare only the qualified bidders • The RFP outline format is design to help the evaluator quickly compare proposals • Most proposal writers spend a huge amount of time writing the RFP. They expect you to read it and follow it carefully.
- 12. Parts of an RFP • Letter of invitation and competitors revealed • Criterion for Evaluation of proposals • Overview and Terms of Reference • Specific Information pertinent to the assignment • Time lines to seek clarifications and for submission of bids • Conditions of contract
- 13. Understanding the RFP • Critically examine the terms of reference. • Evaluate capability requirements. • Understand the scoring system. • Examine the draft contract. • Examine special conditions, if any. • Understand the response formats
- 14. Examine the TOR • Examine the Terms of Reference – Identify key elements • Sector / sub sector of work • Competencies required – What is aimed to be achieved from the TOR – Are the targets reasonable? – Is the time frame reasonable? – Are there potential pitfalls that need factoring • Develop a framework for writing the proposal
- 15. Appreciation of the assignment • Not too verbose, but well written and supported with diagrams to convey your appreciation of the contours of the assignment • Impress that you KNOW the subject well • collect relevant data and research well • Include subject matter specialist’s inputs • Define contemporary issues • Identify potential problems
- 16. About the firm A brief background of the firm highlighting.. You understand the business You understand the sector You have relevant experience You have capabilities in house You have requisite financial strength The Brochure / annual reports etc. can be included as an Annex to support this short introduction
- 17. Terms of Reference • Comment on the terms of reference. • Suggestions on improving the TOR • Put the TOR in the proposal as a token of your acceptance
- 18. Approach How you propose to complete the assignment Research method Team structure Project Management Plans to overcome constraints An innovative and well thought approach wins appreciation APPROACH SHOWS THE ROUTE MAP
- 19. Methodology If approach shows the route, methodology shows the proposed means of covering that route It is detailed description of specific tasks to be undertaken to complete the assignment Defines milestones and when they will be reached
- 20. Methodology… • Should be – Comprehensive – Convey clarity of thought – Convey practicality of activities proposed – Interesting to read – Gel with the proposed approach, team proposed and timelines – Should follow the work flow
- 21. Methodology… • Think through the Terms of Reference • Prepare the story board • Research well • Justify and qualify each proposed activity • Methodology should gel with the approach
- 22. Methodology… • Describe specific activities that will take place to achieve the objectives. – What – How – When • Your proposal should clearly communicate ability to successfully perform the contract. • You must know the subject thoroughly
- 23. Methodology… What dwells on the objectives to be met as per the terms of reference How describes how we intend to meet those objectives in terms of specific activities, data to be used and their sources research tools, analytical tools, Why we intend to use these tools also strengthens our case When provides an idea of the time line for completion of assignment
- 24. Activity / Work Schedule N° Activity Days / Weeks / Months 1 2 3 4 5 6 7 8 9 10 11 12 n 1 2 3 4 5 n • Realistic • Sequenced • Gels with Approach and Methodology
- 25. Staffing Schedule N° Name of Expert /Position Expert input Total person-month input 1 2 3 4 5 6 7 8 n Home Field Total 1 Name of the Expert 2 Name of the Expert n Name of the Expert Total
- 26. Staffing • In most bids, this carries the maximum weight • Selection of proposed staff important to complement capabilities • Internal staff most favored, however augmentation through consortium staff / independent experts • Staff capabilities conveyed through well prepared CVs
- 27. Curriculum Vitae 1. Proposed Position 2. Name of Firm 3. Name of Expert 4. Date of Birth 5. Education 6. Membership of Professional Associations: 7. Other Training 8. Countries of Work Experience: 9. Languages 10. Employment Record
- 28. Curriculum Vitae… 11 Detailed Tasks Assigned 12. Work Undertaken that Best Illustrates Capability to Handle the Tasks Assigned Name of assignment or project: Year: Location: Client: Main project features: Positions held: Activities performed: 13. Certification:
- 29. Curriculum Vitae… • Spend Time on the Curriculum Vitae • Chose appropriate format • Check for anomalies • Check for tense • Include relevant details – Relevant Experience – Qualification – Regional / country experience – Language skills
- 30. Experience List • Various Formats – Prose – Bulleted – Project Data Sheet • Should be updated • Corrected for all specific details • Tenses should be corrected • Well Written
- 31. Experience List… Assignment name: Approx. value of the contract : Country: Location within country: Duration of assignment (months): Name of Client: Total No of person-months of the assignment: Address: Approx. value of the services provided by your firm under the contract (in current US$): Start date (month/year): Completion date (month/year): No. of professional person-months provided Name of joint venture partner or sub- Consultants, if any: Name of senior regular full time employees of your firm involved and functions performed Narrative description of Project: Description of actual services provided in the assignment:
- 32. Financial Proposal • Remuneration – Manpower cost • Salary • Social Costs • Overheads • Profits
- 33. Financial Proposal • Remuneration Name Position Rate/Day/month No of Days/months Amount 1 A B A X B 2 A B A X B 3 A B A X B 4 A B A X B 5 A B A X B TOTAL Sum Above
- 34. Financial Proposal • Out of Pocket Expenses – Travel • Outstation • Local Travel – Boarding & Lodging – Incidental Expenses – Communication – Drafting – Other – Survey, Workshop, Special Software
- 35. Financial Proposal Activity Rate/trip Number of trips Amount Travel A B A X B • Overseas A B A X B • In India A B A X B • Local A B A X B Boarding Hotel Rate / Day Days Amount • 1 • 2 • n Food Per Day Days Amount • 1 • 2 • n Per Diem Per Day Days Amount TOTAL Sum Above
- 36. Financial Proposal Activity Rate No of units Amount Contour Survey A B A X B Survey A B A X B Workshops A B A X B Special Packages A B A X B Other Items A B A X B Contingencies A B A X B TOTAL Sum Above • Miscellaneous Expenses
- 37. Financial Proposal • Sumarised Financial Proposal Items Amount Remuneration A Out Of Pocket Expenses B Miscellaneous Expenses C Sub Total (D) A+B+C Taxes on D E TOTAL (D+E) Numerics Words
- 38. Financial Proposal Correct Effort Estimation Full time requirement Part time requirement Number of trips Number of Hotel days Miscellaneous expenses Correction estimation of costs Salaries and related expenses Costs Currency Rates Taxes
- 39. Proposal - Checklist Thoroughly reviewed the RFP ? Answers to questions on the RFP incorporated? Obtained and reviewed background documentation for the project ? Evaluated competition ? Developed a strategy to differentiate your company ? Prepared document in the appropriate format ? Included commitment letters from potential employees, suppliers and funding sources ? Past performance references ? Purchased a sufficient number of packaging materials? Binder rings, tabs, notebooks, etc. ? Correct number of copies and packaging ?
- 40. Finishing Touches Packaging Cover design Cover letter Spell check Gather appendix materials Prepare table of contents, section dividers, etc. Production Where and by whom will the document be produced? Delivered?
- 41. Common Mistakes • Proposal not in the right format • Information inadequate / not communicated well • Spelling and grammatical mistakes • Formatting errors • Number of copies not as per requirement • Proposal (all pages) not signed • Addendums required not included • Number of copies not as per requirement
- 42. Common Mistakes • Proposal does not reach in time • Proposal not numbered properly • No list of contents • Miscalculation of costs • Mismatch between numerical and alphabetical values • Loosely Bound • Not packed as per requirement