PracticalGuideforInternationalBusinessDevelopment&ProposalManagement

TABLEOFCONTENTS
TableofFigures...........................................................................................................................................5
TableofLiveExamples................................................................................................................................6
Abbreviations..............................................................................................................................................9
1. Acknowledgement................................................................................................................................11
2. Introduction..........................................................................................................................................12
3. BusinessDevelopmentCycle,theWideAngle..................................................................................14
4. InternationalMarket............................................................................................................................17
4.1. IsYourFirmReadytoGoInternational?...................................................................................17
4.2. TargetMarkets/TargetCountriesSelection............................................................................22
4.3. InternationalFundingAgencies.................................................................................................27
4.4. Registrations..............................................................................................................................29
5. StrategicBiddingandBusinessPlan.....................................................................................................30
6. BusinessCaptureActivities..................................................................................................................33
6.1. GatheringInformation...............................................................................................................33
6.2. MethodsandToolsforMarketing/BusinessCapture/BusinessDevelopment.........................37
7. OpportunityAssessment......................................................................................................................42
8. ExpressionofInterest&Prequalification.............................................................................................45
8.1. TheCoveringLetter:..................................................................................................................46
8.2. Partnering/Alliances..................................................................................................................46
8.3. ThePreQualificationDocuments.............................................................................................47
8.4. SubmissionoftheExpressionofInterest..................................................................................51
8.5. SpecialotherformsforEoIs.....................................................................................................51
8.6. EnhancingHint..........................................................................................................................51
8.7. ShortListing...............................................................................................................................52
9. ReceivingtheRequestForProposalDocuments(RfP).........................................................................54
9.1.TypesofBids..............................................................................................................................54
9.2. RfPdocumentscontents..........................................................................................................56
9.2.1. CommonContentsofRfP..............................................................................................56
9.2.2. LetterofInvitation"LoI"................................................................................................56
9.2.3. InformationtoBidders/toConsultants(ITB/ITC)..........................................................57
9.2.3.1.TheDataSheet........................................................................................58
9.2.4. TechnicalProposalForms..............................................................................................60
9.2.4.1.Technicalproposalsubmissionform(Examples)....................................60
9.2.4.2.Firms'Briefandreferences......................................................................64
9.2.4.3.Commentsandsuggestionsofthebidderon.........................................66
9.2.4.4.DescriptionofMethodology&WorkPlan..............................................66
9.2.4.5.TeamComposition&TaskAssignment...................................................67
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9.2.4.6.FormatofCurriculumVitae(CV)fortheproposedstaff.........................68
9.2.4.7.StatementofAvailability/Exclusivity.....................................................71
9.2.4.8.Activity(Work)Schedule.........................................................................72
9.2.4.9.TimeScheduleforprofessionalpersonnel..............................................73
9.2.5. FinancialProposalRequirements&Forms....................................................................76
9.2.5.1.FinancialProposalSubmissionForms......................................................76
9.2.5.2.SummaryofCost.....................................................................................77
9.2.5.3.Breakdownofpriceperactivity..............................................................78
9.2.5.4.BreakdownofRemunerationperactivity...............................................79
9.2.5.5.Reimbursableperactivity........................................................................82
9.2.5.6.MiscellaneousExpenses..........................................................................84
9.2.6. TermsofReferences(ToR)............................................................................................84
9.2.7. StandardFormofContract............................................................................................85
9.2.7.1.LumpSumContract.................................................................................87
9.2.7.2.TimeBasedContract...............................................................................87
10.ManagingProposalasaProject...................................................................................................88
11.ReadingthroughtheRfP....................................................................................................................92
12.PreparationofRfPBrief(suggestedcontents)................................................................................93
12.1. RfPBriefVisaVisStoryboard................................................................................................94
13.CompetitionAssessmentandHiddenPreferences............................................................................96
14.TenderSWOTAnalysis........................................................................................................................99
15.ProjectedCashFlow.........................................................................................................................101
16.BidDecisionandManagementapproval.........................................................................................104
17.ProposalPreparationTeam..............................................................................................................107
17.1. Management/Boardmembersponsor(theProposalGodFather).....................................107
17.2. ProjectManager/Director(tobe).......................................................................................108
17.3. Assignmentoftechnicalwriters..........................................................................................108
17.4. ReviewTeams......................................................................................................................108
17.5. Partnership/Associates&SubConsultantsselections........................................................110
17.5.1. HowyouDecideifYouNeedaPartner................................................................111
17.5.2. TypesofPartnership/Associations.......................................................................112
UnincorporatedJV...............................................................................................112
IncorporatedJV...................................................................................................112
17.6. Cloudactivities/communications........................................................................................118
18.TimeManagement...........................................................................................................................119
19.ProposalManagementPlan(PMP)..................................................................................................120
20.ProposalPreparationResponsibilityMatrix.....................................................................................121
21.KickoffMeeting...............................................................................................................................125
22.ProposalpreparationRespondingtotheRfP................................................................................127
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22.1.
22.2.
22.3.
22.4.
22.5.

ConfirmingReceiptofRfP&ParticipationORInformingtheNoBidDecision...................127
PreProposalMeeting(Conference)....................................................................................128
SiteVisit...............................................................................................................................129
RfPClarifications..................................................................................................................129
TechnicalProposal...............................................................................................................130
22.5.1. CreatingTableofContents...................................................................................130
22.5.2. DocumentDesignProposalTemplates&Format.............................................137
PageDesign.........................................................................................................137
Fonts&Headings,Titles&Subtitles..................................................................138
CoverPage...........................................................................................................139
22.5.3. PagesNumberRestrictions...................................................................................140
22.5.4. TechnicalWriteup...............................................................................................140
22.5.5. Proposalstechnicalforms....................................................................................143
22.5.5.1.FormofPowerofAttorney.................................................................143
22.5.5.2.Technicalproposalsubmissionform..................................................144
22.5.5.3.Firms'BriefandReferences(Experience)...........................................145
22.5.5.4.CommentsandSuggestionsoftheBidder.........................................149
22.5.5.5.Methodology&WorkPlanforPerformingAssignment.....................149
22.5.5.6.TeamComposition&TaskAssignment.............................................152
22.5.5.7.FormatofCurriculumVitae(CV)fortheProposedStaff...................154
22.5.5.8.Activity(Work)Schedule...................................................................158
22.5.5.9.TimeScheduleforProfessionalPersonnel/Staff.............................163
22.5.5.10.CorruptandFraudulentPractices(AntiBriberyStatement).............165
22.5.5.11.StatementofUndertaking.................................................................165
VeryImportant:TipsforProposalEnhancements..................................................167
22.5.5.12.OrientedProposal..............................................................................167
22.5.5.13.HiddenPreferences...........................................................................169
22.5.5.14.Bidder'sFamiliarity(renowned)........................................................170
22.5.5.15.ProvideJustificationForSelectingYourCompany............................170
22.5.5.16.Whyus...............................................................................................171
22.5.5.17.TheWinningThemes.........................................................................171
22.5.5.18.HotButtons.......................................................................................172
22.5.5.19.InnovativeApproachandNewIdeas.................................................173
22.5.5.20.ComplianceMatrix/EvaluationMatrix............................................173
22.5.5.21.Voluntarily,GoingtheFurtherMile:.................................................177
22.5.5.22.ExecutiveSummary...........................................................................177
22.5.5.23.TestimonialsThroughyourProposal.................................................178
22.5.5.24.UsingtheSiteVisittoEnhanceProposal...........................................178
22.5.5.25.Appendices........................................................................................179
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22.5.5.26.ParticularCases:................................................................................179
22.5.5.27.Ghosting:...........................................................................................179
22.6. FinancialProposal................................................................................................................180
22.6.1. MiscellaneousExpenses.......................................................................................180
22.6.2. Reimbursableperactivity.....................................................................................182
22.6.3. BreakdownofRemunerationperactivity............................................................187
22.6.4. Breakdownofpriceperactivity............................................................................192
22.6.5. SummaryofCost..................................................................................................194
22.6.6. FinancialProposalSubmissionForm....................................................................196
22.7. TipsforFinancial/CommercialOffers..................................................................................197
22.8. ProposalCompilationandSubmission................................................................................201
22.8.1. ProposalCompilation...........................................................................................201
22.8.2. ProposalSubmission.............................................................................................206
22.8.3. ProposalOpening.................................................................................................206
23.TenderEvaluationPeriods................................................................................................................208
24.ProposalEvaluation&Results..........................................................................................................209
24.1. TechnicalEvaluation............................................................................................................209
24.2. FinancialOpening................................................................................................................213
24.3. Final(Combined)EvaluationandDecisionofAward..........................................................214
24.3.1. QCBSQualityandCostBasedSelection............................................................214
24.3.2. "QBS"(QualityBasedSelection)...........................................................................216
24.3.3. "FBS"(FixedBudgetSelection).............................................................................217
24.3.4. "LCS"(LeastCostSelection).................................................................................217
24.3.5. SelectionBasedonConsultants'Qualifications....................................................217
25.ContractNegotiation,AwardandSigning........................................................................................218
26.LessonsLearntandFutureRecommendations................................................................................224
26.1. FirstStageAssessment........................................................................................................224
26.2. SecondStageAssessment....................................................................................................225
26.3. ConcludetheCorrectiveActions......................................................................................226
27.DataBaseforTendersResults.........................................................................................................227
28.BusinessMonitoring/ContractImplementationStage:..................................................................227
29.Howtomeasureyoursuccess..........................................................................................................228
29.1. FortheSubmittedExpressionofInterest(EoI)/PreQualification.....................................228
29.2. FortheSubmittedProposals...............................................................................................228
30.References........................................................................................................................................230

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