Lec 13

VU

Proj Proposal -II

 Customer Satisfaction & Project
Management

• Offer your customers at least one

service they cannot get anywhere
else.

• Don’t be afraid to lose money to

satisfy a customer. Short-term
losses can equal long-term gains.
 Individual Strength in Project
Management
“Same man cannot be skilled in
every-things; each has his
special excellence.”
- Euripides
 Wisdom Through Honesty in Project
Management

“Honesty is first
chapter in the book of
wisdom.”
- Thomas Jefferson
 Truth & Project Management

“You cannot change

truth, but truth can
change you.”
- Anonymous
Length of Project Proposal

"This report, by its

very length, defends
itself against the risk
of being read."
Sir Winston Churchill
 Proposal

• An offer or bid to do a
certain project for
someone.
• First Portion
 Preparation for Future Proposals
•Time Restraints
•Repetitive Nature of Data:
– Necessitates collection of maximum possible information for
Proposal in advance.
1. Proposal Project Manager identification in Advance.
• Where significant proposal load -Former Project Manager:
Verbal/written Skills.
Proper Personality Can Survive in “Pressure Cooker
Environment” of Proposal Preparation.
• High Tolerance for working Tight schedules.
• Stringent Budgets.
• Borrowed Personnel.
 Preparation for Future Proposals
2. Proposal Publication Staff
Individuals skilled in:
– Editing
– Use of word Processing
– Preproduction equipment
– Graphic Arts Capability
– Work Effectively in various stages to meet schedules
3. Technical Information Data Base
– Types of Projects
– Feasibility
– Engineering Project
– Full-scope Project
 Preparation for Future Proposals
4. Development of Standard Scopes of Services
• Readily Customized for Particular Project .
• Much Information of Project is Similar
• But Requires Conformance:
– With Owner’s Requirements.
– Facility of Location.

5. Development of Comprehensive Definition of level of

Efforts
• Associated with Producing Cost Estimates.
• Develop standard cost to quantify various efforts.
• Improvements for developing Proposals for feasibilities.
 Preparation for Future Proposals
6. Develop Work Plans for Various Basic Types of
Projects.
General information – Modified to Conform with Plans for
Specific Projects.

7. Data Bank -Standardized Commercial “Terms with

Listings which define:
– Costs including Overhead.
– Those which are not .
• Help “Reimbursable Contracts” to Control Changes
to standard “Checklist”.
• Resultant Changes in “Reimbursable Unit Costs”.
 Preparation for Future Proposals(TV)
8. Qualification Material
Updated frequently in Standard Formats e.g:
– Project Performance data, schedule & costs.
– Descriptions of Past Projects.
– Resumes of key Personnel.
– Write-ups on support areas such as:
• Project Controls
• Procurement Procedures
• Material Management
• Quality Assurance Practices
 Preparation for Future Proposals
9. Typical Write-Ups Preparation in Advance : Modified
for Proposal based on:
– A) Request For Proposal (RFP)
– B) Inquiry documents
– Examples:
• Introduction
• Project Organization
• Schedule
• Project Controls
• Compensation
 Pre-Proposal for Specific Proposal
Proposal Starts with Positive Indication of:
a) Company’s Bid List
b) Preliminary information on Project available.
• Part I -Preliminary Assignments starts when:
– Schedule of RFP is Released.
– Proposal’s Due Date.
• Assignments Include:
– Proposal Project Manager.
– Project Manager Proposed to head project.
– Proposal Publications/ Technical Support Personnel.
– Lead Estimator/Lead Scheduler.
– Key Technical Personnel.
– Procurement & Construction Representatives.
 Pre-Proposal for Specific Prop Part II
Blocked Out “Preliminary Proposal Plan, Schedule & Budget” -

Proposal Plan:
a)-Outline of Proposal.
b)-Preliminary Assignments of Work.

Schedule indicates :
Completion of preliminary drafts.
Final Draft Dates.
Necessary Dates for Approval.
Publication & Delivery Dates.
Job-hour & Cost estimates.

I
 Pre-Proposal for Specific Proposal Part
III
Identification of Company’s
Strengths/Weaknesses to handle:

Tech Aspects of Project

Carry Out Rigorous assessment of Company

• Plan Immediate/specific Actions to Enhance:
– Corporate Capability
– Development of Personnel
– Background information to cover Critical areas.
 Third Portion
Proposal Effort

Assignment of Proposal Team

Members

When Bid is Confirmed:

•Assignment of Proposal Team Formalized.
•Involve those participated in Pre-proposal.
 Kick-off Meeting (KOM)
Both Managers meet before Kick-off to:
a) Coordinate Project Planning
b) Communicate Project Strategy &
Philosophy

Proposal Team Join at KOM, at this time:

1.Task Assignments Done
2.Corresponding Schedules Made.
 Kick-off Meeting (KOM)
Two things at KOM:
- Review Technical + Legal + Compensation
considerations.
-Responsibility for:
1) Proposed Project Manager
2) Proposal Project Manager
3) Proposal Publication Manager
 Kick-off Meeting (KOM) (Shown on TV)

Proposed Project Manager’s Responsibilities:

• Define Scope of work.
• Project Objective Setting.
• Project Plan & strategy.
• Description of Project Organization.
• Development of organizational Chart.
• Identification of special & unusual service requirements.
• Project Schedule showing service performed in time
sequence determined by work plan.
• Estimate of job-hours required for project.
• Cost Estimates Required by RFP.
 Kick-off Meeting (KOM) (Shown on TV)

• Proposal Project Manager

– Set Proposal Schedule allowing sufficient time for preparing,
reviewing & editing draft material; for reviewing & approving
final proposal & time required for printing & delivering
proposal.
– Establish Proposal Job-hour & Cost Estimates.
– Prepare first draft of letter of transmittal & all sections of
proposal except qualification (these are summarized later).
– Specify qualification material needed for proposal & review
available qualification material to determine what is
appropriate & identify what must be developed.
– Set up master dummy book in exact order that final proposal is
to be submitted.
 Kick-off Meeting (KOM)
Proposal Publication Editor:
• Edit Resumes.
• Develop Qualification Section.
• Legal Review of “Terms & Conditions” of “RFP.”

Establish Requirements for:

• Graphic Arts work, Covers, Tabs, Charts, &
Illustrations.
• Track progress of Prop to assure:
– Sufficient Time available for Printing.
– Assembly of Proposal.
 Preliminary Review of Proposal Text
•Material double spaced Typed.
•Wide margins.
•Page identified by section.
•Page number.
•Date of issue/Revised.
Typed Drafts Checked against Original to verify:
– Nothing Omitted
Drafts Sent to interested parties include:
•Contract Draft, for information.
•Editorial Changes & Modified Retyped draft:
Posted on sheets contained in “Master Dummy.”
 Final Review
Final Text: All changes incorporated into
Typed Text.
Now submitted for:
a) Review of Operations
Management.
b) Final Legal Review.
Flag Major changes for Quick Signoff.
 Publication & Signoff
After Review and any additional Changes,
Proposal is Printed.
Camera-Ready: Checked against Dummy
Book to Confirm:
- Changes Incorporated.
- Copies Reproduced.
- Collated & Bound.

Final approval given by signoff set by

Senior Management.
 Delivery of Proposal
After Signoff, Proposal is delivered in
accordance with:
a) Schedule
b) Method Established
 Project Proposal
• Begin - Short summary statement.
• Covering fundamental nature.
• With minimal technical language.
• General benefits expected?
• Accompanied by a “cover letter.”
 Distinctive issues in proposal
-Nature of Technical Problem
–How approached.
-Plan for implementing project –
accepted.
-Plan for log sp/Project
Administration.
-Description of Project group.
-Past experience.
 Proposal Format
• Follow TPR/RFP.
• Stated Request of Funding.
• Form issued by Organization for
required Proposal.
• Whims of Writer.
 Problem of Non Technical Project
• Not Concerned with Physical Sciences.
• Feels exempt from Need :
– How problem approached
– How project implemented
– Includes M.S., Budget & Schedule

• Its Foolishness to deal casually, Doubts

about Proposal.
 Technical Approach
• Begins general description of Problem/Project.
• Complex Problem- Subsystems & organizational
Approach to each.
• Cover details- reader understands.
• General Method of Resolving Critical Problems.
• Method of Interface with subsystems?
• List Special Client requirements & Proposed
ways.
• Test & inspect Procedures - Performance,
Quality, Reliability.
• Compliance with specs.
 The implementation plan
• Estimates
– Time Required.
– Cost.
– Materials used.

• Estimates of Cost for major subsystems &

aggregate Cost
• Hours of Work
• Quantities of material used
• Wage rates & unit material costs
• List of Costs:
– Equipment
– overhead
– administration costs
 The implementation plan
Time Chart & PERT/CPM for subsystems/Total
• (If Owner wants or Project Requires)
• Usages of estimates on Period by period
basis:
– Personnel
– Equipment
– Resource
– (Purpose: Avoid constraints violation)
• Major M.S. – on Time Charts.
– Contingency plans made.
– Load charts preparation Ensured.
– Critical Facility available.
 Plan for Log Support & Administration
• Describe ability to supply:
– Routine facilities
– Equipment
– Skills needed during project

• . Means to Impress furnish:

– Special signs
– Meeting rooms
– Stenographic assistance
– Reproduction of oversized documents
– Computer graphics
– Word processing
– Video teleconferencing