Bid Decision Gate - Energy.gov
Bid Decision Gate ReviewsTan V. Wilson, PMPPresident of Entellect, LLC2
Session Topics Understanding BD lifecycle and stages of captureImportance of pipelineStages of a pipelinePeople, processes, and toolsShipley Color Team Review definitions and timelinePurpose of each Gate ReviewEach Gate Review and the corresponding Color Team Review3
Business Development LifecycleBidPhase(Proposal) Opportunity Profile Stakeholder Buy-in Capture Project PlanPre-bidPhase(Capture) Capture Team Kickoff Bid Development Bid Review Stakeholder Approval Negotiation & ContractFormation Contract Fulfillment Opportunity GrowthPost-bidPhase(Program)4
Why is a qualified pipeline important?§ Stability– Minimizes the ebbs and flows– Forecasts and visualizes new potential business to help set and maintain businessgoals– Balances short- and long-term opportunities§ Long-term Focus– Minimizes the immediacy to produce sales now– Forces more critical and strategic review and consideration of potential newopportunities§ Better Allocation of Resources– Align the appropriate BD professional with the best opportunities for success– Allows BD professionals to better qualify and nurture new opportunities5
Stages of a Developing a PipelineBidBidNo Bid§ Identification– Are your leads aligned with your services and qualifications?– Have you identified short and long term opportunities?– Are your leads too heavily focused towards GWAC/IDIQ/MATOC or singleaward contracts?– Are your leads aligned with your Tier 1 (current work) and Tier 2 (future orsimilar work) agencies/customers?§ Qualification– Do you know the customer, scope of work, have the right pastperformance, etc.?– Is there an incumbent, is it wired, or does it require esoteric certificationsor experience?– Have you performed an SWOT analysis?– Have you conducted critical gate reviews?6
Stages of a Pipeline (continued)§Pursuit–Have you made bid/no bid decisions?–Do you have the resources to develop a compliant and compellingproposal?–Are there too many bids?–How may bids are outstanding?–Are you able to bid and make a reasonable profit and provide anadequate return on investment?§Award–Allows BD professionals to better qualify and nurture new opportunities7
Shipley Defined Color Review TeamsTeamObjectivePurple TeamApproves opportunity analysis reportBlue Team #1Reviews initial capture plan and approves capture strategyBlack Hat TeamPredicts competitor solutionsBlue Team #2Approves updated capture plan and solution set for use in kickoff meeting packetPink TeamReviews storyboards and mockups to verify alignment with capture strategy andexecution of customer issuesRed TeamReviews final draft to predict proposal scoringGreen TeamReviews cost/price solution and alignment with strategyGold TeamApproves final proposal and priceWhite TeamCompile “lessons learned” to improve future competitiveness8
Right People, Processes, and ToolsExecutive Leadership, Business DevelopmentManagers, Capture Managers, Proposal Managers,Program Managers, Consultants, SMEsPre-bid (BD and Capture)Bid Gate ReviewsBid (Proposal)Post-bid (Program/Project)EZGovOpps, GovWin, Bloomberg Government,FPDS, Capture Plan, Checklists, Score Sheets“Surround yourself with the best people you can find, delegate authority, and don’t interfere.” – Ronald Reagan9
Shipley Timeline Capture and Proposal Activities10
Recommended Review Time Goals (New Opportunities)OPPORTUNITY SIZEStageUp to 5M 5 M 15M 15MIdentificationWithin 15 days ofadding opportunity intopipelineWithin 15 days ofadding opportunityinto pipelineWithin 15 days of addingopportunity into pipelineQualifications/PursuitAt least 45 days beforeexpected RFP releaseAt least 90 daysbefore expected RFPreleaseAt least 180 days beforeexpected RFP releasePreliminary Bid/No BidAt least 30 days beforeexpected RFP releaseAt least 60 daysbefore expected RFPreleaseAt least 90 days beforeexpected RFP release11
Purpose of Different Review Stages§ Gate Review 1: Interest Decision–Verify that the opportunity is aligned to your corporate capabilities andqualifications–Determine whether the opportunity is sufficiently defined–Validate if opportunity is real and funding is available§ Gate Review 2: Pursuit Decision–Determine whether to initiate formal capture process–Determine key customer hot buttons–Determine key win themes–Validate or adjust win strategy–Develop price to win analysis/strategy12
Purpose of Different Review Stages (continued)§Gate Review 3: Preliminary Bid/No-bidDecision–Verify the ability to win (win themes,discriminators, key personnel, teammembers, etc.)–Address any gaps or proposal risks–Complete capture process§Gate Review 4: Bid Decision Validation–Conduct after final RFP is released–Determine if there are any “deal breakers”13
Same Process for Any Color Review Consistent application of a successful review process earns respectand acceptance Prior to the review, “train” the proposal team in what to expect from thereviewers Likewise, train the reviewers as to their “mood & manner” used withthe proposal team on debriefs Use simple techniques like a “red-marked” copy for each appropriateproposal team member Provide “one-on-one” debriefs Post corrections required and require proof of compliance - signed offby PM and author
Gate Review 1: Interest DecisionPurple Team ReviewObjective: Review the Opportunity AnalysisInputs and Tools:Report to assess the opportunity’s early Pwin (win Opportunity reportprobability) and its alignment with organizational Business intelligencegoals Agency budgets and forecastsFocus:Outcomes: Quality and quantity of information available Recommendation to bid, no bid, or reassess Determine current Pwin Develop strategic teaming development Align with corporate, business, and strategic Begin Capture Process for potential bidgoalsopportunitiesParticipants: Executive Managers, BD Managers, Program / Technical Manager“Winning isn’t everything, but wanting to win is.” – Vince Lombardi15
Gate Review 2: Pursuit DecisionBlue Team 1 ReviewObjective: Review the Opportunity AnalysisInputs and Tools:Report to assess the capture plan to validate the Capture Planwin strategy and solution set Strength, Weakness, Opportunity, andThreats (SWOT)Focus:Outcomes: Determine required activities to increase Recommendation to either bid or no bidPwin and reassess new Pwin Continue to develop customer relationships Better understanding of customer hot Win Strategies against competitorsbuttons, issues, and requirements Competitor SWOT Analysis Perform risk assessment and mitigationParticipants: BD Managers, Program / Technical Manager16
Gate Review 3: Preliminary Bid/No Bid DecisionBlack Hat ReviewObjective: Assesses the win positions of all known Inputs and Tools:competitors and form the basis for improving our Capture Planstrategy and competitive advantage Competitor’s business, pricing, andtechnical/program dataFocus:Outcomes: Customer preference of successful Offeror Recommendation to bid, no bid, or team Competitors’ likely win strategies Develop strategic teaming if necessary Our strategy to diffuse competitors and/or Win StrategiesincumbentsParticipants: Executive Managers, BD Managers, Program / Technical Manager, BD Consultant,Subject Matter Expert (SME)17
Gate Review 3: Preliminary Bid/No Bid DecisionBlue Team 2 ReviewObjective: Review the capture plan, updated toInputs and Tools:reflect findings of Black Hat and post review Capture Planactivities and analysis of customer hot buttons Draft RFP, previous RFPand competitors’ strategies Industry Day / Pre-proposal ConferenceMaterialsFocus:Outcomes: Clear and thorough win strategies over Win Strategies for the proposalcompetitors Solution to meet customer requirements Win strategies to address customerrequirements, hot buttons, and issues Reassess PwinParticipants: BD Managers, Program / Technical Manager, External Consultants or Staff“If you change the way you look at things, the things you look at change.” – Wayne Dyer18
Gate Review 4: Bid Decision ValidationPink Team ReviewObjective: Review storyboards and/or mockupsInputs and Tools:(drafting writing) to validate that the approved Capture and proposal strategieswin strategy and solution Compliance matrix of RFP / DRFP Industry Day / Proposal Kick Off ConferenceMaterials Storyboards, Mockups, Writing OutlinesFocus:Outcomes: Address all RFP/DRFP requirements Verified Compliance Matrix Communicate win strategies Win Strategies integrated in the proposal Review and validate past performance Compliant draft responsereferences Recovery guidance for writing team Solution to meet customer requirementsParticipants: Senior Managers, BD and Capture Managers, Key Personnel, Key Subcontractors, SMEs19
Key Takeaways§Plan and understand the pre-RFP timelines§Color Team and milestone gate reviews become moredifficult and require more information the closer youare to the final RFP release§Develop a repeatable and scalable processes tailoredto your company and bid opportunity§Plan, Prepare, and Expect to Win!
Session EvaluationsReminderPlease complete the Speaker/Session Evaluation Form located in yourprogram guide and place the form in the basket in the back of the room.21
Questions?Tan V. Wilson, PMPPresident of Entellect, LLCPhone: 703.489.1947Email: tanwilson@entellectllc.comWebsite: www.entellectllc.com22
§Gate Review 3: Preliminary Bid/No -bid Decision –Verify the ability to win (win themes, discriminators, key personnel, team members, etc.) –Address any gaps or proposal risks –Complete capture process §Gate Review 4: Bid Decision Validation –Conduct after final RFP is released –Determine if there are any “deal breakers” 13
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Aug 27, 2019 · SUBMISSION OF BID: a. Bids must be sealed in an envelope, and the outside of the envelope should be marked with the following information: 1. Marked with the words “Sealed Bid”. 2. Name of the firm submitting the Bid. 3. Title of the Bid. 4. Bid Number. 5. Bid Due Date. 6. Contact e-mail and telephone number. b. The bid must be submitted as .
3.3 A bid that contains any escalation clause is considered invalid. 3.4 Bidders shall include a Bid Bond or other approved bid security with the bid form submitted to the Owner when the bid form indicates such bid security is required. The bond value shall be 5% of the bid amount. The form of bond is shown in section 00 43 13.
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Bid/Proposal Title: Bid/Proposal Number: Indicate what part of the bid this form package is being submitted for: 1. Base Bid/Proposal Only: 2. Base Bid/Proposal with Alternates*: (List Alternate #s ) 3. Only Bid/Proposal Items*: (List Item #s ) *If you are only bidding on certain items or alternates on a bid/proposal, indicate the alternates
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