Info-Plus

Writing Better Proposals

At Public Works and Government Services Canada (PWGSC), we often ask for proposals when we have a situation that requires innovative solutions to a problem. And the selection of a contractor, a supplier or a consultant is based on the effectiveness of the proposed solution. We ask that solutions be proposed and we pick the best one.

So it is important that you write a proposal that stands out. Here are some hints on writing effective proposals.

• Ask Us Questions
• Organizing Your Proposal
• Mandatory Requirements
• Point Rated Criteria
• Technical Section
• Management Section
• Address Each and Every Point
• Financial Section
• Tips and Tricks
• More Information

Ask Us Questions

Every Request for Proposal (RFP) is unique, so read it very carefully. Review the Statement of Work and the Evaluation Criteria. If you don't understand something, call the PWGSC contracting officer or manager listed on the front page of the RFP. Do not call your client department contacts as this could jeopardize the bidding process. In many RFPs, questions must be asked within a specified number of working or calendar days before the closing date, so be sure to ask your questions in plenty of time.

We compile all questions and answers and send them to each supplier that has received a copy of the bid document so that everyone has the same information.

If you think the deadline for proposals is unreasonable, call us and see if the closing date can be extended. If you do this right away, it may be possible. But remember that PWGSC is unable to consider extending the closing date within 48 hours of the bid closing.

Organizing Your Proposal

The RFP will tell you exactly how to lay out your proposal and how it will be evaluated. Make sure you follow instructions to the letter.

Review the general conditions and standard instructions. Make sure that you complete all the necessary certifications. Only bids with valid certifications will be evaluated.

Mandatory Requirements

Before you start writing, figure out which requirements are mandatory - the "must haves". Mandatory requirements are evaluated objectively on a simple pass/fail basis. You have to meet all mandatory requirements for your proposal to be responsive, and only responsive proposals get evaluated. Address every mandatory requirement directly. Give us enough information to work with.

Point Rated Criteria

Point rated criteria are used to determine the relative technical merit of each proposal. We use point rated criteria to evaluate the "value added" factors, over and above those that meet the minimum requirements of the RFP. The maximum points that can be achieved for each criterion are identified in the RFP.

When point rating is used, proposals have to achieve a minimum number of points overall to be considered responsive, and often they must achieve a minimum number of points with certain individual criteria.

Technical Section

This is where you usually provide the most detail. It's your chance to show us that you understand the requirements. Use your own words to describe what and how you would do the work if you were awarded the contract.

Start with a short introduction that includes an evaluation of the current state of the art and the need for the project, the objectives of the proposed work, the reasons for carrying it out as proposed and the benefits that will be derived.

Then describe and substantiate the work plan, methodology and techniques that you are proposing. Discuss feasibility, the degree of success expected, identify any problems anticipated and contingency plans in the event that problems arise.

Identify specific tasks and deliverables and the schedule for completion or delivery. Provide information about how many people you will assign to the various tasks, their levels (explained by title, not salary) and how many hours or days they will be assigned. Do not include any pricing information in this section.

Management Section

Introduce your team and convince us they're the best people to do the work. Describe each team member and the part of the contract he or she will work on. Include a description of their education and experience. The same information should be provided for any subcontractor or subconsultant involved in the process.

Address Each and Every Point

As you set about preparing your proposal, keep the Statement of Work and Evaluation Criteria at hand and refer to them because you are required to respond to the requirements stated in the RFP. Address each and every point directly and with a sufficient amount of technical and management information.

It is a fatal mistake to assume that because you've dealt with the government or this particular client before that we know your organization and skills. Each proposal is evaluated solely on its content.

If you develop an alternative solution to the problem described in the RFP, and would like to propose it, you should respond to the specific request made in the RFP first but you may also offer your solution as an alternative. Don't offer it as a substitute for what we're asking or your proposal might be deemed non-responsive. We can accept minor deviations, but to accept major differences would jeopardize the fairness of the competition.

Financial Section

This section should provide a detailed breakdown of the quoted price in terms of its cost elements. The RFP will tell you what cost items will be considered in the financial evaluation. No other costs will be considered.

Tips and Tricks

• Organize your proposal so that it matches the sequence of the RFP. Make your offer complete, concise and precise.
• Include this information on the front page of your proposal:
  — the reference number you've assigned to the proposal for legal purposes;
  — the PWGSC file number and date; and
  — the name, address and phone number of your contact person.
• If the proposal is long, write an executive summary and include a table of contents with page numbers.
• Emphasize the sections that carry the most points.
• Put your logo or company name on each page so we can identify them if we take the proposals apart to compare similar sections.
• Provide the number of copies we ask for in the RFP.
• Sign the RFP and attach it to make your proposal a legally binding offer.

More Information

For more information about writing proposals, please contact your local PWGSC office.