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Formal Proposal Submission Assignment


  1. Search for an opportunities
    within a 90 day period and select any opportunity of your choice
  2. Include the solicitation Number
    and Contract Award date
  3. Submit a formal written proposal
    in response to the opportunity that you have selected.


merit is substantially more important than price in determining who will be
included in the competitive range. As
proposals become more technically equal, price will take on greater
significance. The Government will select
the top 3-5 Offers, considering the following evaluation criteria, listed in
descending order of importance.

  • Technical
  • Subject
    Matter Knowledge
  • Key Staff and
    Other Resources
  • Past
  • Cost

Proposal Format and Instructions

Proposal Format

Your written proposal must not exceed 25 pages in length and
include the items below.

  • 1 Page Cover
  • Technical
    Approach must not exceed 10 pages
  • Resumes should
    be provided for the key staff that you are proposing
  • 3 Past Performance
    references. Each reference must include a point of contact and contact
  • Description
    ofany proposed teaming partners and subcontractors
  • Your
    proposal should evidence your capabilities, as well as your proposed
    partners’ capabilities.
  • The
    format of your entire proposal must use standard margins with the font
    size greater than 10 points (e.g., 11 point or 12 point font is acceptable)
    to include all attachments.


Please note that there must be no communication with the
regarding this initiative until a selection has been made.
This includes any potential teaming partners and subcontractors. Failure
to do so will result in disqualification. Any questions or concerns must
be addressed to the instructor.

Assignment: PP1
and PP2 were designed to highlight TCOs A, B, C, D, and E. In terms of textbook
coverage, PP1 dealt with material in Chapters 1 through 8. In contrast, PP3
covers all of the TCOs but touches mainly upon textbook Chapters 9 through 12.
You will be required to identify an opportunity”> and follow the instructions
that are located in the Doc Sharing section.

project is to be prepared and submitted in accordance with the guidelines
presented below.


submit your PP3 document to the Week 6 Dropbox. Instructions could be
found in the PP3 – Formal Proposal Submission in the Doc Sharing section.

As a service to everyone in the class, all questions of a
clarification nature should be posted in the weekly Q & A Forum
during the week in which your question arises.

Grading: see
scoring grid below.

Deadline: PP3 is
due by the end of Week 6.

your PP3 assignment to the Week 6 Dropbox.








Qualifications and Resumes


References and Contact Information


Partners and Subcontractors


and partner capabilities


of format, grammar, spelling, page count, etc.





.docx#_Toc70010722″>3.1. Breakdown of Bid

.docx#_Toc70010723″>3.2. Revisions and
Extra Work.14

.docx#_Toc70010724″>3.3. Escalation

.docx#_Toc70010725″>3.4. Scheduled
Completion Dates.14

.docx#_Toc70010726″>3.5. List of

.docx#_Toc70010727″>3.6. Key Supplier or
Contractor Personnel14

.docx#_Toc70010728″>3.7. Length of Time
Bid Is Valid.14

.docx#_Toc70010729″>3.8. List of Bid
Document Addenda Reviewed by Bidder14

.docx#_Toc70010730″>3.9. Notice of
Conflicts or Errors in Bid Documents.14

.docx#_Toc70010731″>3.10. Clarifications
of Bids.15

.docx#_Toc70010732″>3.11. Bidder





.docx#_Toc70010737″>Appendix B 18


The Proposal section of the RFP contains all
of the pricing information required from bidders to allow an owner to evaluate
the costs of the bids. It can also define technical and management information
that is required from the bidders. The Proposal section of the RFP can have
different titles in the RFP’s issued by different companies. Certain companies
call the Proposal section a Bid Form.

3.1. Breakdown of Bid

It is important that the bidder understand
the scope of work that is covered by each requested bid price item. It is
helpful to reference the Description of Work and the Specifications and Drawings
sections of the RFP in defining the scope of work for each bid price item.

3.2. Revisions and
Extra Work

If unit prices are feasible for extra work,
the Proposal specifies the unit prices required. If extra work will be handled
on a reimbursable basis, the Proposal can request cost limits for the
reimbursable work.

3.3. Escalation

If the owner is requesting fixed price bids
subject to escalation of labor and material costs, the Proposal requests the
formulas that will be applied to current labor and material prices to determine
escalation costs. The structure of these formulas can significantly impact the
cost of a contract.

3.4. Scheduled
Completion Dates

If an owner wants a bidder to provide
schedule dates for key contract activities, the Proposal lists the key schedule
activities and requests that the contractor provide the dates. Start and
completion dates for key contract schedule activities may be requested.

3.5. List of

The Proposal section provides space for
bidders to list the subcontractors that they intend to use to perform the
contract work. In addition to the names of subcontract firms, bidders should
provide descriptions of the subcontractor work scopes, subcontractor
experience, location of subcontractor offices, and telephone numbers.

3.6. Key Supplier or
Contractor Personnel

The Proposal requires that a supplier or a
contractor name the person that will be in charge of the contract work and will
be the primary contact for an owner. The names of other key personnel can be
requested in the Proposal section.

3.7. Length of Time
Bid Is Valid

If there is a possibility that the award of a
contract will not occur until a significant period of time after bids are
received, the Proposal requests the length of time that a bid is valid after
receipt by an owner.

3.8. List of Bid
Document Addenda Reviewed by Bidder

If there are bid document addenda issued
after the RFP is issued, the Proposal section requests that bidders list the
addenda that they have reviewed. This procedure assures that all bidders have
reviewed the necessary documents.

3.9. Notice of
Conflicts or Errors in Bid Documents

Requesting that bidders formally notify an
owner of conflicts or errors in bid documents provides a formal means of
communicating conflicts and errors. The errors can be corrected prior to the
start of contract work.

3.10. Clarifications
of Bids

Certain Proposal sections provide space for a
bidder to state any clarifications or exceptions to its bid. Although the
intent of the RFP is to define the work scope in a manner that eliminates the
need for clarifications and exceptions, there may be items that are not clear
that should be addressed. Excessive clarifications or exceptions may cause a
bid proposal to be rejected.

3.11. Bidder

The Proposal contains space for the supplier
or the contractor to sign its completed Proposal. It also includes the date the
Proposal is signed, the title of the person signing, and any required
identification numbers or license numbers.


Specifications and Drawings sections are
required for RFP’s for fixed and unit price contracts. They are also required
for target price and reimbursable with incentive fee contracts since they
define the basis of targets and incentive fees. Depending upon how the
contracts are scoped on a project, the specifications and drawings included in
the RFP may or may not relate only to the contract for which the RFP is
prepared. The Description of Work explains which portions of the specifications
and drawings relate to a particular contract. In some cases, the specifications
and drawings are marked up to define contract work scopes.

Service contracts usually require a
Description of Work in addition to the Specifications and Drawings in the RFP
to clarify the work activities that are the responsibility of a contractor.
Many engineered materials and equipment contracts do not require extensive
Description of Work sections since all necessary information for the bidders is
included in the Specifications and Drawings.

Note: Don’t spend too much time creating
drawings or specifications. Simply cut and paste a picture from the internet
and describe it here.


The Special Conditions section of the RFP
includes all of the management requirements and any other specific contract
requirements. The Special Conditions section usually does not address the
technical requirements for a project.

The management requirements for RFP’s are
prepared by several different project groups as discussed previously. The
procurement group receives the management requirements for each contract from
these groups. In many cases the language of the management requirements for different
contracts can be similar. The procurement group works with the other project
groups to determine the extent that management clauses can be standardized in
the Special Conditions. Important management requirements for a specific
contract should not be omitted from the RFP for the sake of standardization.

Certain RFP’s include the Special Conditions
information in the Description of Work section. This eliminates the need for
the Special Conditions. As long as the management requirements are well defined,
it makes little difference if they are included in the Description of Work or
the Special Conditions.

Many RFP’s do not adequately define all of
the necessary management requirements for a contract. Inadequate definition of
management requirements can lead to poor management of a contract. Project
management has the overall responsibility for assuring that RFP’s adequately
define management requirements. It is helpful to include all of the management
requirements for a particular area such as control of quality in one part of
the RFP. If the quality requirements are contained in different sections in the
RFP, it can be difficult to determine if the necessary quality requirements are
all included in the RFP.


The General Conditions section of the RFP
contains the commercial requirements for a contract. Many of these commercial
terms cover situations such as changes to the original contract technical and
management requirements or cases in which the contractor does not perform in
accordance with these requirements. Other commercial clauses cover terms of
payment, invoicing, and responsibility for tax payments. Since the procurement
group is responsible for preparing these commercial terms with assistance from the
legal group, the procurement group can prepare the General Conditions section
of the RFP with relatively little input from other project groups.

Many RFP’s contain a Contract Agreement
section in addition to the General Conditions. The purpose of including the
Contract Agreement section in the RFP is to show the bidders the contract
format that will be used if they are awarded the contract. Contract Agreements
contain commercial clauses that are very similar to the clauses normally
included in the General Conditions. The Contract Agreement usually includes the
General Conditions, Description of Work, Proposal, Specifications and Drawings,
and Special Conditions sections in the contract by referencing these documents.
This means that the requirements of all of these sections are a part of the
contract. It is not significant which commercial requirements are included in
the Contract Agreement and which requirements are included in the General
Conditions since both sections are included in a signed contract.

Appendix A

Letter for bid no. ______

(RFP Description)

(Project Description)

Attention: ___________________________ Date:________________


Receipt of the above captioned Request for
Proposal is hereby acknowledged with the following comments:

£ We will submit a bid on or before ______________________

£ We will not submit a bid for the following

__________________________ has been assigned
to be the primary contact person for the bid submission process. The contact telephone, fax and email are as

Telephone ________________________________

Fax ________________________________

Email ________________________________


Officer ________________________________

Title ________________________________

Address ________________________________


Appendix B

Supplier/Bidder List


Contact #

How I chose these potential suppliers: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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