Introduction

The process of preparing and submitting contract proposals is a critical component in the success of any organization seeking to secure contracts. To ensure the highest chance of winning a contract, it is essential to follow a comprehensive and systematic approach that covers all aspects of proposal development. This Contract Management Guide (CMG) Checklist has been designed to provide a step-by-step roadmap for organizations to effectively analyze Request for Proposals (RFPs), decide on proposal submission, develop a compelling proposal, and monitor the award process. By adhering to this CMG checklist, organizations can enhance their chances of securing contracts and reduce the likelihood of missing crucial elements in their proposal submissions.

Methodology

The CMG Checklist for Preparing and Submitting Contract Proposals has been developed using a combination of industry best practices, expert advice, and a thorough review of current proposal management processes. The checklist comprises nine key steps, each of which has been designed to ensure the effective planning, development, and submission of contract proposals.

• RFP Analysis: Carefully review and analyze the RFP to understand the client’s requirements, project scope, and submission guidelines. This step lays the foundation for a successful proposal submission.
• Go / No Go Checklist: Develop a Go / No Go checklist to assess the organization’s ability to meet the RFP requirements, and decide whether to proceed with the proposal submission.
• IMPORTANT! Submit Questions to Agency: If necessary, submit clarifying questions to the contracting agency to gather additional information about the project or the proposal submission process. You will ALWAYS want to request who is the current or past contract holder and what are the current rates paid by the agency.
  

• Proposal Staging: Establish a detailed proposal schedule, designate a proposal team, and assign roles and responsibilities for proposal development.
• Technical Writing, Data Entry, and Bid Forms: Develop a comprehensive technical proposal, including data entry and completion of all necessary bid forms, that meets the requirements outlined in the RFP.
• Complete Pricing, Schedule, and Identified Personnel for the Project: Prepare a comprehensive pricing proposal, project schedule, and personnel roster that align with the RFP requirements and demonstrate the organization’s capacity to deliver the project successfully.
• Finalize Last Proposal Items: Ensure all proposal components are finalized and included in the submission package, including any necessary attachments or supporting documentation.
• Final Packaging and Review: Package the proposal for submission, ensuring all elements are organized and presented professionally.
• Last Quality Assurance Review (Sign off): Conduct a final quality assurance review and obtain sign-off from the proposal team and management before submitting the proposal.
• Submit / Mail Bid: Submit the proposal to the contracting agency by the specified deadline and in the required format.

• Monitor for Award: Closely monitor updates from the contracting agency regarding the proposal evaluation process and the award decision.
• If not awarded, Submit Request for Evaluation Matrix: If the proposal is not successful, submit a request for the evaluation matrix to gain insight into the organization’s proposal strengths and weaknesses for future submissions.