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PROPOSAL PREPARATION CHECKLIST

NOTE: This checklist is primarily for use with social science and USAID proposals. Please feel free to modify it to suit your own particular proposal or grant requirements.

1. RFP/DOCUMENTS

Obtain complete copy of RFP.

Distribute RFP to appropriate staff.

Review RFP for missing pages/sections.

Prepare questions for submission to Contracting Officer.

Receive and review responses to questions.

Collect, distribute and review pertinent background documents.

2. PARTNERS

Identify partners to participate in bid.

Determine type of partnership arrangement.

Prepare teaming or other type of appropriate agreements.

Receive signed agreements from partners.

Determine each partner's level of effort for project.

Number and type of long-term staff.

Number and type of consultants.

3. TECHNICAL STRATEGY

Hold strategy meetings.

Identify the partnership's strengths and weaknesses.

Identify competition and their strengths and weakness.

Identify ways to differentiate partnership from competition.

Develop strategic themes.

Develop strategy for each component and overall.

4. TECHNICAL PROPOSAL

Prepare draft outline/revise as needed.

Identify & select writers for each section.

Determine page numbers for each section.

Determine document format (font, major/minor headings, etc.).

Provide writers with written formatting guidelines/instructions.

Prepare/distribute list of nomenclature, abbreviations, acronyms.

Identify and provide writers with relevant sections from past proposals.

Prepare schedule/identify due dates for draft sections.

Determine review, feedback and editing process for written sections.

Ensure compatibility of software packages and versions.

Ensure compatibility of document transmission via e-mail.

Ensure sufficient quantities of appendix materials are available.

5. PERSONNEL

Prepare packet of materials for long-term candidates.

Prepare personnel checklists/tracking list for candidate documents.

Prepare commitment letter(s) for signature by candidates.

Recruit long-term staff and consultants.

Collect CVs.

Sort CVs by category/areas of expertise.

Review CVs.

Identify best candidates and alternates.

Confirm candidates' interest/availability.

Obtain additional info from candidates for CVs, if necessary.

Provide candidates with BioData Forms and instructions USAID only).

Obtain completed/signed BioData Forms from candidates (USAID only).

Review BioData Forms for completeness and signature (USAID only).

Corporate Official Sign BioData Forms (USAID only).

Obtain signed letters of commitment from candidates.

Review personnel checklists for missing items.

Determine format for re-written CVs.

Re-write CVs.

Write blurbs.

Prepare skills matrices.

6. PAST PERFORMANCE REFERENCES

Use RFP format if required.

Update and/or prepare past performance information as needed.

Review for accuracy and completeness.

7. PACKAGING

Select cover design (map, picture, graphic, etc.).

Identify info for cover (RFP #, date, submitted to/by, etc.).

Prepare cover.

Determine how proposal will be packaged.

Purchase binder rings and covers, if needed.

Purchase notebooks if needed.

Purchase dividers/tabs if needed.

Ensure sufficient quantities of all packaging items are available.

8. FINISHING TOUCHES

Spell check all sections.

Gather appendix materials.

Prepare Table of Contents.

Prepare Transmittal Letter.

Prepare Inside Cover Sheet for Technical Proposal.

Prepare Section Tabs/Dividers for Technical Proposal.

9. PRODUCTION

Determine where and by whom proposal will be reproduced.

Insert special pages, charts, etc., if required .

Insert appendix materials.

Check pages in each copy for legibility.

Check each copy to ensure no pages are missing.

10. PROPOSAL DELIVERY/LOGISTICS

Preparations for Delivery

Obtain packaging materials (boxes, wrapping paper, tape).

Purchase box handle (if needed for hand carrying).

Prepare label for technical proposal.

Prepare outside address label.

Mark "original" on 1 copy technical proposal.

Prepare receipt (for hand carrying).

Mailing

Check courier service schedules (# days required for delivery).

Wrap technical proposal and affix "technical proposal" label.

Affix outside address label.

Hand Carrying

Identify person to carry proposal.

Make airline and hotel reservations.

Wrap technical proposal and affix "technical proposal" label.

Affix outside address label.

Affix handle, if required.

Provide receipt to person who will hand-carry proposal.

Deborah L. Kluge
www.ProposalWriter.com
Columbia, Maryland USA

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