* Consulting Proposals *

D. Vasudevan

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

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

Nature of Proposals
What it consists of

Content Type / Limits

Technical Proposal
Financial Proposal

Simplified Technical
Proposals
Detailed Technical
Proposals
CV only Proposals
Cost only Proposals

Proposals Types
e.g. Asian Development Bank

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

Proposals should be.

Responsive to clients needs
Competitive on technical and financial terms
Stand out amongst the competition
Offer the best at competitive rates
Provide an Unique Value Proposition

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

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

Proposal Evaluation
QCBS Evaluation Final Scoring..
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

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.

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

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

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

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 specialists inputs
Define contemporary issues
Identify potential problems

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

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

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

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

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

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

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

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

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

Staffing Schedule

Name of Expert
/Position

1
2
n

Name of the Expert

Name of the Expert
Name of the Expert

Total personExpert input

month
input
Tot
1 2 3 4 5 6 7 8 n Home Field
al

Total

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

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

Curriculum Vitae
11
12.

Detailed Tasks Assigned

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:

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

Experience List
Various Formats
Prose
Bulleted
Project Data Sheet

Should be updated
Corrected for all specific details
Tenses should be corrected
Well Written

Experience List
Assignment name:

Approx. value of the contract :

Country:
Location within country:
Name of Client:

Duration of assignment (months):

Address:

Start date (month/year):

Completion date (month/year):
Name of joint venture partner or
sub-Consultants, if any:

Total No of person-months of the

assignment:
Approx. value of the services
provided by your firm under the
contract (in current US$):
No. of professional person-months
provided
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:

Financial Proposal
Remuneration
Manpower cost
Salary
Social Costs
Overheads
Profits

Financial Proposal
Remuneration
Name
1
2
3
4
5
TOTAL

Positio
No of
n
Rate/Day/month Days/months
A
B
A
B
A
B
A
B
A
B

Amount
AXB
AXB
AXB
AXB
AXB
Sum
Above

Financial Proposal
Out of Pocket Expenses
Travel
Outstation
Local Travel

Boarding & Lodging

Incidental Expenses
Communication
Drafting
Other Survey, Workshop, Special Software

Financial Proposal
Activity
Travel
Overseas
In India
Local

Boarding
Hotel
1
2
n
Food
1
2
n
Per Diem
TOTAL

Rate/trip
A
A
A
A

Rate / Day

Per Day

Per Day

Number of
trips
B
B
B
B

Days

Days

Days

Amount
AXB
AXB
AXB
AXB

Amount

Amount

Amount
Sum Above

Financial Proposal
Miscellaneous Expenses
Activity
Rate
Contour
Survey
A
Survey
A
Workshops
A
Special
Packages
A
Other Items
A

Contingencies
A
TOTAL

No of
units

Amount

B
B
B

AXB
AXB
AXB

B
B

AXB
AXB

AXB
Sum Above

Financial Proposal
Sumarised Financial Proposal
Items
Remuneration
Out Of Pocket
Expenses
Miscellaneous
Expenses
Sub Total (D)

Taxes on D

TOTAL (D+E)

Amount
A
B
C
A+B+C

Numerics
Words

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

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 ?

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?

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

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

Thanks
dvasudevan@outlook.com