Responding to RFPsWriting

Effective Proposals
Day 3: RFP Analysis

GEF-IWCAM Training Workshop

Responding to RFPs - Writing Effective Proposals
Prepared and Conducted by The Write Source, Inc.
 Why is RFP Analysis So Important?
Because Its the Minor Details that
Cause ProblemsDetails are Easy to
Overlook.

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

2
 Think of your proposal as holding up a
mirror to the RFP issuerPeople like to
see what they are used to seeingso
accommodate them! This is particularly
appropriate when you are formatting/
numbering or otherwise structuring your
proposal.

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

3
Simple Rules for Analysing RFPs

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

4
 The Rules
Rule # 1: Those with the money make the rules
Rule # 2: RFPs are often written by committee
Rule # 3: People are not very good at stating things simply and
clearly
Rule # 4: There are a lot of bad RFPs out there
Rule # 5: RFPs may have conflicting or missing elements
Rule # 6: Despite Rules 1-5 you must be in full compliance!

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

5
 Types of RFPs
Grants: Notices, summaries, RFPs, RFAs, solicitations
Government, International, NGO, others
University/educational entities
Commercial/traditional RFPs
Unsolicited
Common steps for each type

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

6
 The First Steps
Read thoroughlyseveral times
Start listing requirements and source(s)
Look for inconsistencies and unclear areas
Start creating checklists
Start creating question lists
Apply the bid/no-bid decision tree
Identify/allocate staff resourcescreate team

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

7
 More First Steps
Have several people go through every element of the
RFP:
Cover letter
Body of RFP
SOW
Attachments and boilerplate
Items incorporated by reference
Anything else

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

8
 Strategies to Consider
Put yourself in the RFP issuers place
Remember its all about THEM
Try to get into their heads:
Figure out source of requirement/specification
Was the source another proposer/proposal?
Consider who else may be proposing
Ask questions of issuer, but do so with care

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

9
Handout #1: General RFP Analysis/
Proposal Tips

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

10
Remember: Know Your Audience
Do you REALLY know your audiencethe evaluators?
Ask the issuer who will review proposals
Some audiences are not so obvious. Who is/are
YOUR audience(s)?
Put yourself in their placeWHY is something a
requirement?
Value their time and expertise

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

11
 RFP/Proposal Guidelines
Essential for bid/no-bid process
Essential for completing/using RTM/RCM
About the guidelines

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

12
 Proposal Guidelines
Should be in RFPone of the sections
If not, get them from RFP issuers contact
Read them very carefullyseveral times
Make notes of deadlines/begin to make schedule
Identify requirements to go in RTM/RCM
If no style guidelines, mimic the RFP format, font,
style, and so forth

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

13
 Whats in the RFP Guidelines?
Deadlines Budgets
Submission requirements Funding goals/priorities
Eligibility Award ranges
Proposal forms and formats Evaluation criteria
Page count limits Evaluation process and
Standard forms timeline
Timelines Contact(s) and process
Special restrictions
Other key information
GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective
Proposals Prepared and Conducted by The Write Source, Inc.

14
Use the RFP Guidelines to build a
checklist
Handout #2: RFP Guidelines
Checklist

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

15
 Make the Bid/No-Bid Decision
Apply your Bid/No Bid decision process before
identifying requirements in detail
If the decision is to bid, then complete the first two
columns of the RTM/RCM
Reassess your bid decision
Bidding is expensive and time-consumingexample
Applying to every potential funder is not a win
strategy

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

16
 Create a Win Strategy
Use Day 1s Mission/Value Statement
Have this theme permeate the RFP analysis and
proposal
Get everyone on the team to understand the strategy
Apply in the areas you are most familiar with
Make sure funders goals match yours

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

17
 More on the Win Strategy
Incorporate facts and figuresthe quantitative
approach
Avoid the qualitative approach
Analyse the RFP and make a list of what it will take to
winthen fold this into your win strategy
It is critical that you identify your areas of weakness
and compensate for or mitigate them

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

18
 And Still More on the Strategy
Develop an approach that ensures the best score against
evaluation criteria
Use a theme that reflects strengths and the win strategy
allocated across the proposal
Identify processes that mitigate risk and assure a quality
project or viable outcome
Identify relevant past performance and references
Create a reason for the evaluators to want to fund your
project
Be 100% compliant

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

19
 Final Strategy Elements
When you start to write your proposal:
Get to the point quickly
You do not HAVE to use the full page allotment
Tell a story/use an example to liven up your proposal
Help the issuer see your project as a solution
Be honestdo not gloss over weaknesses
Use checkliststhe RFP issuer may or may not provide one
Dont tell the issuer its own history

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

20
100% compliance and traceability
are at the heart of successful
proposal preparationyouve got
to make sure you address every
single requirement correctly,
completely, and in a timely
manner.
GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective
Proposals Prepared and Conducted by The Write Source, Inc.

21
 Ensure Traceability
Have ALL team members go through RFP
Identify ALL requirements, no matter how trivial or
obvious
Create a table (matrix) that lists requirements
Trace requirements to RFP paragraph(s) and proposal
paragraph(s)
Create a numbering system from RFP
Create a numbering system for RFPif needed

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

22
Traceability and Compliancethe Keys
to Success
Traceability entails creating a tracking system
for all requirements
Compliance means addressing every stated
requirement in the RFP:
No more
No less
100%

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

23
 The RTM/RCM
RTM = Requirement Compliance Matrix
RCM = Requirements Traceability Matrix
Two acronyms with essentially identical
meanings

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

24
 The Mechanics of Creating the
RTM/RCM
Use the funders language:
Cut and paste EXACT text into the matrix (col. #1)
Use that language (and spelling) in your proposal
Put the specific paragraph/bullet reference of the pasted text
in the matrix (col. #2)
Use the entries in the matrix and the RFP-specified proposal
format to create proposal outline

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

25
 A Sample RTM/RCM
Requirement RFP Proposal
location Location
See Handout

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

26
 Handout #3: Creating the
RTM/RCM

[Use your own Grant RFP or the

sample in your packet]

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

27
 Tying the RTM/RCM to the Proposal
Tomorrow youll fill in the third column and actually write a
proposal
Make sure to use exact language/terms in the RFP
Number the requirements for ease of reference
Add a 4th column for someone else to verify compliance
The proposal outline is much similar when referenced to the
RTM/RCM

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

28
 Before You Start to Write
Complete the first two columns of the RTM/RCM
Complete your Bid/No-Bid process
Create a sufficiently detailed outlinetracking the
RTM/RCM
Fill in the third column of the RTM/RCM
Develop a proposal preparation timeline

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

29
 More Preparation
Decide exactly what support you are seeking:
Monetary
In-kind
Project
Training
Staffing
Other

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

30
 Preparationcontinued
Determine the beneficiaries:
Community
General public
Environment
Agency/NGO/other organisation
Wildlife/sea life
Funder

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

31
 Preparationcontinued
Define your projects outcomes
Specific and measurablequantitative
Decide how to explain/address in your proposal
Make sure your budget will support the desired
outcomes

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

32
 Preparationconcluded
Identify funding sources:
Right funders
Bill & Melinda Gates Foundationlots of money, but is it
right for your needs?
Funder doesnt have to fund anything (in most cases)
Funder gets lots of unsuitable proposals
Identify internal funding sources/matches

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

33
The more you prepare the easier
the proposal will be to write and
the greater the likelihood of
getting your funding.

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

34
 Coping with a Poorly Written RFP
RFPs are often inconsistent; sometimes worse
Often written by several people
Different contributors add conflicting requirements
May use too much boilerplate = Outdated
information or requirements
Different understandings can lead to missing or
misstated requirements

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

35
More: Coping with Poorly Written RFPs
Not intentionally bad
Level of detail
Contradictory requirements
Poorly formatted/organized
Missing elements (evaluation criteria, etc.)
Inconsistent schedules
Poor correlation between boilerplate, SOW, instructions, and
evaluation criteria
Vague directions: format, weight, specifications, schedule

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

36
Handout #4: 10 Tips for Coping
with a Poorly Written RFP

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

37
Have you dealt with a confusing or
poorly written RFP? What did you
do to resolve issues and questions?

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

38
 Why Do Proposals Lose?
One or more requirements were omitted or overlooked:
Requirements hide in strange places
Different contributors will see different requirements
People assume a requirement is understood: Office
Requirements were not addressed properly
Requirements were not addressed completely
You forgot to KISS
You applied to an inappropriate funder/RFP
You were LATE

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

39
The Elements of Winning Proposals
The winning proposal will:
Address every requirement, no matter how minor
Follow the RFP-issuers instructions to the letter
Create, and use, an outline
Create, and use, appropriate matrixes/tables
Be well-written, grammatically correct, organized,
and concise

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

40
 More Elements of Winning Proposals
Winning proposals:
Provide a best value approach
Adhere to the funders scope, goals, funding ranges,
timeframes, etc.
Have a clearly identified community or beneficiarythat
tracks the funders mission
Have a clearly defined win strategy
Include all required financial and other data
Use a bid/no bid decision-making process
GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective
Proposals Prepared and Conducted by The Write Source, Inc.

41
 Ways to Do Better Next Time
Perform a post-mortem on winning and losing
proposals
Get and study copies of winning proposals
Get and study copies of losing proposals
Become very familiar with the funder:
Reviewers
Goals/objectives
Past projects (funded)

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

42
 Value of a Semi-Standarised Proposal
Format
Specific examples tomorrow
Much of the information is standard
Ties to style guide:
Set header numbering and font
Set document format (margins, indents, bullets)
Set tone, voice, person, passive/active, and so forth
Ensure consistent use of historical information

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

43
Building Relationships and Getting
FundingA Key Element of the
RFP Analysis Process.

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

44
 Building Relationships
Need to have/know the right contacts
Build a contact database and keep it updated
Funders contacts WANT to talk with you
Ask for samples of winning proposals and ongoing
documentation:
Annual reports
Progress reports
Ask for examples of losing proposals

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

45
 Know the Funders Objectives
GEF/SGP Example:
Funding under four circumstances:
Collaboration with an on-going large or medium-sized GEF project
Guided by the priorities and institutional structures laid out in
TDAs and SAPs produced by completed GEF projects
Collaboration with well-established multi-country regional
agreements with specific plans of action
In absence of TDAs/SAPs primary threat to a transboundary
waterbody has been clearly substantiated

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

46
 Learn the Funders Procedures
Ask if technical assistance is available
Find out if there is a pre-proposal form or process
Ask if the funder will review a draft proposal
Ask how proposals are reviewed
Ask how proposals are scored
Ask what supporting materials are needed

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

47
 More on Funders Objectives
Every potential funder has a definite mission
and areas of interest
Get examples of past grants and go through
them to see what was funded
Look at Handout #5: Sample Completed Grant
Proposal

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

48
Getting Funding

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

49
 You will almost always have to provide a
significant amount of the funding through your
own resources AND deliver value at the end.
Grants are not free money. Your share of the
funding may be monetary or in-kind or both. It
may not make sense to get funding if you do not
have the capacity to execute a project. It could
harm your chances for funding in the future.
Note what the RFP issuer expects.

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

50
 Learn the Budgetary Process
Every RFP issuer is different:
Some require matching funds
Some require in-kind funds
Some require both matching and in-kind funds
Some fund 100%
Some dont want to be one of several funderssome do
Many limit the duration of the funding
Many limit what funds may be used for

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

51
 More on the Budgetary Process
Make sure you know how and when payments are
made:
RFP should indicate
Payments may be quite slow and late
You may have to document cash flow as part of the
proposal
Funders rarely want to be your only, or main, source
of funds
GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective
Proposals Prepared and Conducted by The Write Source, Inc.

52
Questions and Answers

GEF-IWCAM Training Workshop Responding to RFPs - Writing Effective

Proposals Prepared and Conducted by The Write Source, Inc.

53