GSA Proposal Preparation: A Complete Guide to Federal Contracts

GSA Proposal Preparation: A Complete Guide to Federal Contracts

Posted on by Neal Peters

The U.S. General Services Administration (GSA) Schedule, also known as the Multiple Award Schedule (MAS), is a critical pathway for businesses aiming to work with the federal government. This long-term, government-wide contract vehicle simplifies procurement and opens doors to significant opportunities. However, preparing a successful GSA proposal is a complex process that requires meticulous attention to detail, compliance with federal regulations, and strategic planning.

This blog will guide you through the essential steps, challenges, and best practices of GSA proposal preparation to help position your business for success.

What is the GSA Schedule?:

The GSA Schedule is a contract vehicle that allows businesses to sell products and services directly to federal agencies. It features pre-negotiated pricing, terms, and conditions, making the procurement process faster and more efficient for government buyers.

Industries served under the GSA Schedule include IT services, professional services, healthcare, office supplies, and more. Securing a GSA Schedule contract offers businesses access to a broad market while building credibility and trust with government agencies.

Benefits of Securing a GSA Schedule Contract:

  1. Streamlined Procurement:
    The GSA Schedule eliminates the need for lengthy procurement processes, making it easier for agencies to purchase from you.
  2. Broad Market Access:
    GSA Schedule contractors can sell to federal, state, and local governments, as well as educational institutions in certain programs.
  3. Increased Credibility:
    Being awarded a GSA Schedule contract demonstrates reliability and professionalism, boosting your reputation in government contracting.
  4. Long-Term Revenue Opportunities:
    With contracts lasting up to 20 years (five years with three potential five-year renewals), the GSA Schedule provides a stable revenue source.

Steps to Prepare a GSA Proposal:

GSA Proposal Preparation

1. Determine Eligibility:
Before beginning the GSA proposal process, confirm your business meets the eligibility requirements:

  • At least two years of operational experience.
  • Positive financial health and the ability to sustain operations.
  • Past performance records demonstrating successful contract fulfillment.
  • Commercial Sales Practices (CSP) demonstrating consistent pricing for commercial and government clients.

2. Identify the Right Schedule:
GSA’s MAS program offers multiple categories, known as Special Item Numbers (SINs), that correspond to specific products and services. Determine which SINs best match your offerings. Aligning your capabilities with the appropriate schedule is crucial for proposal success.

3. Register Your Business:
To participate in federal contracting, your business must complete the following registrations:

  • System for Award Management (SAM): Register at SAM.gov to establish your business as an eligible federal contractor.
  • DUNS Number: Obtain a Data Universal Numbering System (DUNS) number from Dun & Bradstreet.
  • NAICS Code: Determine the North American Industry Classification System (NAICS) code that aligns with your industry.

4. Gather Required Documentation:
GSA proposal preparation involves extensive documentation to demonstrate your business’s qualifications. Key documents include:

  • Financial statements (income statements, balance sheets).
  • CSP disclosures showing pricing practices.
  • Past performance evaluations or references.
  • Product or service descriptions with pricing details.
  • Licenses, certifications, and other relevant credentials.

5. Develop Competitive Pricing:
Your pricing must be competitive yet profitable. Research the federal marketplace to benchmark against competitors. Include volume discounts and tiered pricing to appeal to government buyers. Use your CSP to demonstrate that your pricing is fair and reasonable compared to commercial rates.

6. Draft Your Proposal:
Create a comprehensive proposal using the GSA’s eOffer platform. Your proposal should include the following sections:

  • Administrative Documents: Business registrations, financial statements, and certifications.
  • Technical Proposal: Detailed descriptions of your products or services, highlighting your capabilities.
  • Price Proposal: A transparent and well-documented pricing structure, supported by CSP disclosures.

7. Submit the Proposal via eOffer:
After assembling your proposal, upload it to GSA’s eOffer portal. Ensure all documents meet the formatting and submission requirements. Double-check your proposal for completeness before finalizing your submission.

8. Engage in Negotiations:
Once your proposal is reviewed, GSA contracting officers may request clarifications or propose adjustments. Be prepared to negotiate pricing and terms to reach a mutually beneficial agreement.

9. Receive Approval and Award:
After successful negotiations, GSA will issue an award, and your business will be added to the GSA Schedule. You can now market your products and services to government buyers.

Common Challenges in GSA Proposal Preparation:

  1. Complex Requirements:
    The GSA proposal process involves extensive forms, certifications, and disclosures. Missing or incomplete documents can delay or jeopardize your application.
  2. Pricing Pressure:
    Balancing competitive pricing with profitability is a challenge. Businesses must thoroughly analyze market trends and pricing benchmarks.
  3. Compliance Issues:
    Ensuring full compliance with GSA’s terms and conditions, as well as federal regulations like the Federal Acquisition Regulation (FAR), is critical to avoiding disqualification.
  4. Time-Intensive Process:
    Preparing a GSA proposal can be time-consuming, requiring significant resources and attention to detail.

Best Practices for GSA Proposal Preparation:

  1. Start Early:
    Begin the preparation process as soon as possible. This allows ample time to gather documentation, address challenges, and refine your proposal.
  2. Use GSA Tools and Templates:
    Leverage resources provided by GSA, such as proposal templates, checklists, and instructional guides. These tools help ensure compliance and streamline the process.
  3. Highlight Your Value Proposition:
    Clearly articulate how your products or services meet the needs of government agencies. Emphasize your unique capabilities and past successes.
  4. Focus on Compliance:
    Use a compliance checklist to ensure your proposal meets all GSA requirements. Addressing compliance issues proactively reduces the risk of rejection.
  5. Seek Expert Guidance:
    Consider working with consultants experienced in GSA proposal preparation. Their expertise can help navigate complex requirements and improve your chances of success.
  6. Engage in Pre-Proposal Planning:
    Plan your strategy before drafting the proposal. This includes identifying potential government buyers, understanding their needs, and tailoring your proposal to address those needs.

The Role of GSA in Business Growth:

Securing a GSA Schedule contract is a transformative milestone for businesses seeking to expand in the government marketplace. By simplifying the procurement process and increasing visibility among federal buyers, the GSA Schedule creates opportunities for sustainable growth.

Conclusion:

GSA proposal preparation is a rigorous process, but the rewards are significant. By following a structured approach, addressing compliance requirements, and leveraging best practices, your business can secure a GSA Schedule contract and unlock opportunities in the federal marketplace. With dedication and strategic planning, you can position your organization as a trusted partner for government agencies. Contact us to learn more!

Government Contract Specialists: Essential Roles

Government Contract Specialists: Essential Roles

Posted on by Neal Peters

Navigating the complexities of government contracts requires a unique set of skills and expertise. Government contract specialists play a pivotal role in ensuring businesses understand and comply with procurement regulations while crafting compelling proposals that meet stringent federal requirements. These Government contract specialists serve as a bridge between organizations and government agencies, guiding businesses through bidding, negotiation, and contract execution.

This blog explores the roles, responsibilities, and benefits of government contract specialists, as well as how their expertise can help businesses succeed in the competitive world of federal contracting.

Who Are Government Contract Specialists?

Government contract specialists are professionals with deep knowledge of federal procurement processes, regulations, and compliance requirements. They assist businesses in identifying contract opportunities, preparing proposals, and managing awarded contracts. Their expertise spans all stages of the contracting lifecycle, from initial bid preparation to final closeout.

These specialists have a strong understanding of the Federal Acquisition Regulation (FAR) and other government procurement guidelines, making them indispensable in ensuring that proposals and contracts align with legal and procedural standards. By bridging the gap between the complex world of government requirements and the unique capabilities of businesses, Government contract specialists help organizations unlock opportunities in the federal marketplace.

Key Responsibilities of Government Contract Specialists:

  1. Identifying contract opportunities:
    Government contract specialists analyze government procurement portals to identify opportunities that align with a business’s capabilities and objectives. They also monitor agency-specific procurement plans to uncover upcoming opportunities. This proactive approach ensures that businesses can focus their efforts on contracts where they have the highest chance of success.
  2. Ensuring compliance:
    A critical responsibility is ensuring compliance with federal regulations, including the Federal Acquisition Regulation (FAR). Specialists review contracts, proposals, and supporting documents to ensure they meet all legal and procedural requirements. Compliance not only avoids disqualification but also builds trust with contracting officers.
  3. Proposal development:
    Contract specialists play a key role in crafting clear, compliant, and competitive proposals. They work closely with proposal writers and subject matter experts to ensure the document addresses all requirements and evaluation criteria. This includes tailoring content to highlight the business’s unique value proposition.
  4. Pricing and cost analysis:
    Specialists assist in developing competitive and realistic cost proposals. They analyze pricing strategies, labor rates, and material costs to ensure bids offer value to the government while maintaining profitability for the business. A well-crafted pricing strategy can make the difference between winning and losing a contract.
  5. Contract negotiation:
    After a contract is awarded, Government contract specialists participate in negotiations to finalize terms and conditions. Their expertise ensures that agreements are fair and transparent, protecting the interests of the business while satisfying government requirements.
  6. Contract administration:
    Contract specialists oversee the administration of awarded contracts, ensuring all obligations are met. This includes monitoring performance, managing modifications, and addressing compliance issues. Effective administration ensures smooth project execution and minimizes risks.
  7. Risk management:
    Specialists identify potential risks associated with government contracts and develop strategies to mitigate them. From compliance risks to financial challenges, a proactive approach protects businesses from costly mistakes.
  8. Closeout and reporting:
    At the end of a contract, Government contract specialists ensure all deliverables are met, payments are completed, and final reports are submitted. Proper closeout procedures are essential for maintaining strong relationships with government agencies and securing future opportunities.

Skills and Qualifications of a Government Contract Specialist:

Government Contract Specialists
  1. Knowledge of federal regulations:
    Expertise in FAR, DFARS, and other procurement regulations is essential for ensuring compliance. This knowledge allows specialists to navigate the complexities of government contracting with confidence.
  2. Analytical skills:
    Specialists must analyze RFPs, budgets, and performance metrics to make informed decisions. They assess data to identify opportunities and ensure that proposals are competitive and aligned with requirements.
  3. Communication skills:
    Strong written and verbal communication skills are critical for preparing proposals, negotiating contracts, and collaborating with teams and agencies. Specialists must convey complex information clearly and persuasively.
  4. Attention to detail:
    Accuracy is paramount. Specialists must meticulously review documents to ensure compliance and prevent errors that could jeopardize a proposal or contract.
  5. Project management:
    Specialists often manage multiple projects simultaneously, requiring strong organizational and time management skills. This ensures that deadlines are met and tasks are completed efficiently.

Benefits of Hiring a Government Contract Specialist:

  1. Increased efficiency:
    Specialists streamline the contracting process, saving businesses time and resources. Their expertise allows organizations to focus on their core operations while navigating complex government requirements.
  2. Enhanced compliance:
    Their in-depth knowledge minimizes the risk of non-compliance, which can lead to penalties or disqualification. Compliance builds trust with government agencies and ensures eligibility for future contracts.
  3. Competitive advantage:
    Specialists help craft high-quality proposals that stand out, increasing the likelihood of winning contracts. Their strategic insights give businesses an edge in a competitive marketplace.
  4. Risk mitigation:
    By identifying and addressing potential risks, specialists protect businesses from financial losses and disputes. They proactively address issues before they become significant problems.
  5. Improved relationships with agencies:
    Experienced specialists foster positive relationships with government agencies, improving communication and facilitating future opportunities. Strong relationships can open doors to sole-source contracts and other advantageous opportunities.

How to Leverage a Government Contract Specialist:

  1. Engage early:
    Involve a specialist at the beginning of the process to ensure compliance and alignment with agency expectations. Early engagement allows specialists to guide the development of a winning strategy.
  2. Customize support:
    Tailor the specialist’s role to your specific needs, whether it’s proposal development, compliance review, or contract negotiation. This flexibility ensures that their expertise aligns with your objectives.
  3. Invest in training:
    If you have an in-house specialist, provide ongoing training to keep them updated on regulatory changes and industry best practices. Staying current ensures that your team remains competitive.
  4. Collaborate with teams:
    Ensure the specialist works closely with internal teams, including finance, legal, and operations, to integrate expertise across departments. Collaboration fosters a cohesive approach to contracting.

Conclusion:
Government contract specialists are invaluable assets for businesses pursuing federal contracts. Their expertise ensures compliance, enhances proposal quality, and drives successful contract execution. By leveraging the skills of a contract specialist, organizations can navigate the complexities of government procurement with confidence and focus on achieving long-term success in the federal marketplace. Contact us to learn more!

RFP Proposal Submission: The Final Step

RFP Proposal Submission: The Final Step

Posted on by Neal Peters

Submitting a proposal in response to a Request for Proposal (RFP) is the culmination of an intensive development process. The final step— RFP proposal submission—requires precision, compliance, and attention to detail to ensure that your hard work reaches evaluators in its best form. Even a small oversight in submission requirements or timelines can jeopardize an otherwise strong proposal. This blog provides a comprehensive guide to the RFP proposal submission process, highlighting best practices, common pitfalls, and strategies to ensure a seamless and successful submission.

The Importance of Proper RFP Proposal Submission

1. Compliance Assurance: Adhering to submission requirements is non-negotiable. Many RFPs have strict guidelines, and failure to comply can result in automatic disqualification.

2. Professional Presentation: The submission process is a direct reflection of your organization’s professionalism and attention to detail. A well-executed submission builds confidence in your ability to deliver on the project.

3. Competitive Edge: Ensuring that your proposal is error-free, compliant, and delivered on time sets you apart in a competitive marketplace.

Steps for a Successful RFP Proposal Submission

1. Review the RFP Proposal Submission Guidelines: Start by thoroughly reviewing the RFP’s proposal submission instructions. Pay attention to specific requirements such as:

  • Submission format (e.g., PDF, Word document, hard copy)
  • Number of required copies (if physical submission is required)
  • Delivery method (e.g., email, online portal, or mail)
  • Deadlines, including exact time and time zone
  • Document naming conventions

2. Conduct a Final Compliance Check: Use a compliance checklist to confirm that your proposal meets all RFP requirements. Verify that:

  • All mandatory sections are included.
  • Page limits and formatting guidelines are followed.
  • Attachments and certifications are complete.

3. Proofread the Final Document: Proofread your proposal to catch any errors in grammar, spelling, or formatting. Ensure that the language is clear, professional, and consistent throughout the document.

4. Prepare for Physical Submission (if required): For hard copy submissions, ensure that the proposal is professionally printed and bound. Follow these steps:

  • Use high-quality paper for a polished appearance.
  • Double-check that the correct number of copies is included.
  • Package the proposal securely to prevent damage during delivery.
  • Label the package clearly with the RFP title, submission address, and any other required information.

5. Optimize for Digital Submission: For electronic submissions, ensure that your files are correctly formatted and meet the RFP’s specifications. Key considerations include:

  • File type (e.g., PDF or Word document)
  • File size limits
  • Document naming conventions
  • Functionality of hyperlinks or interactive elements (if included)

6. Test the Submission Platform: If the RFP requires submission through an online portal, log in ahead of time to familiarize yourself with the platform. Upload a test document to ensure compatibility and resolve any technical issues.

7. Submit Early: Avoid waiting until the last minute to submit your proposal. Early submission allows time to address unexpected issues such as internet outages, technical glitches, or courier delays.

8. Confirm Receipt: Once the proposal is submitted, confirm that it was received by the issuing agency or organization. Save any confirmation emails, receipts, or tracking numbers for your records.

Common Mistakes to Avoid

1. Missing the Deadline: Late submissions are typically not accepted, regardless of the reason. Plan to submit your proposal well in advance of the deadline to account for potential delays.

2. Ignoring Formatting Requirements: Non-compliance with formatting guidelines (e.g., font size, margins, or page limits) can result in disqualification. Follow the RFP’s instructions meticulously.

3. Incomplete Proposals: Failing to include mandatory sections, forms, or certifications can render your proposal non-compliant. Use a checklist to ensure completeness.

4. Technical Errors: Issues such as file corruption, incorrect file formats, or broken hyperlinks can compromise your submission. Test your files thoroughly before submitting.

5. Overlooking Submission Instructions: Each RFP has unique submission requirements. Carefully review the instructions to avoid common errors such as using the wrong delivery method or sending the proposal to the incorrect address.

Best Practices for RFP Proposal Submission

RFP Proposal Submission

1. Create a Submission Checklist: Develop a checklist based on the RFP’s submission requirements. Use this tool to track progress and ensure nothing is overlooked.

2. Plan for Contingencies: Anticipate potential issues such as technical difficulties or courier delays. Build buffer time into your submission schedule to address these challenges.

3. Maintain Version Control: Ensure that everyone on the team is working with the most up-to-date version of the proposal. Use file-naming conventions and proposal management software to avoid confusion.

4. Keep Backup Copies: Maintain backup copies of your proposal in case of technical issues or lost files. Store these backups in multiple formats (e.g., cloud storage and external drives).

5. Communicate with the Team: Keep all team members informed about submission deadlines and responsibilities. Clear communication minimizes errors and ensures a smooth process.

Conclusion

The RFP proposal submission process is the final and critical step in responding to an RFP. By following best practices, avoiding common mistakes, and leveraging expert guidance, you can ensure that your submission is compliant, polished, and delivered on time. Hinz Consulting’s expertise in RFP management helps businesses navigate this stage with confidence, maximizing their chances of success in the competitive contracting arena. Contact us to learn more!

Volume 54

Volume 54

Posted on by Neal Peters

In This Week’s Newsletter:

  • Special Spotlight of the Week: Draft Proposal Packages (DPPs)
  • Four To Follow: Use Cases for DPPs
  • AI Corner: Empowering Our Team and Our Clients
  • Culture Corner: Proposal Perspectives with Katie Clatterbuck
  • Events Corner: Stay updated on industry events in the DMV area!

Announcement: Draft Proposal Packages

If you are reading this newsletter, you know the challenges we share as proposal professionals. We’ve all felt the pain when time and resource restrictions force you to work through the weekend or even, No Bid(!). We are all struck with the same feeling of panic when an unexpected RFP hits.

At Hinz Consulting, we understand the hurdles our clients face when it comes to proposal writing because we’ve been there. These challenges have long been a burden, especially for small businesses. But now, Hinz Consulting has a game-changing solution: our AI-Powered Draft Proposal Package (DPP).

What’s a DPP? Imagine a world where proposal writing is no longer a daunting, time-consuming task. Our AI-Powered Draft Proposal Package is here to make that a reality. This innovative solution is designed to transform the way you approach proposals, making the process faster, more efficient, and less stressful. Our AI-Powered Draft Proposal Package includes everything you need to create a compelling proposal:

  • Compliance Matrix: Helps ensure all requirements are met.
  • Proposal Outline: Provides a clear structure for your proposal.
  • Up to 20 Pages of Proposal Content: Professionally written and tailored to your needs.
  • First Concept Graphics: Helps visualize your proposal’s key points.
  • Professionally Formatted Template: Ready for submission.

And the best part? This comprehensive package is offered at a firm fixed price, making it an incredibly affordable solution for businesses of all sizes.

How does it work? Four simple steps to get you 80% done before you even start:

  1. Initial Scoping Call: We start with a consultation to understand your needs and objectives. This helps us tailor the process to your specific requirements.
  2. Material Collection: You provide the necessary materials, such as the RFP, past performance data, resumes, and marketing content. This ensures we have the information needed to build a strong proposal.
  3. Proposal Draft: Our team of bid and proposal experts analyzes the materials, creates an outline, compliance matrix, graphics, and 20 pages of draft content, leveraging AI to enhance efficiency and accuracy.
  4. Handoff Meeting with Gap Analysis: We deliver a pink team ready document and discuss any remaining gaps to give you a roadmap to compliance. Your team adds strengths, win themes, and SME input. This collaborative approach ensures the final proposal is polished and ready for submission.

Why choose a DPP? With our AI-Powered Draft Proposal Package, you can respond to bids without blowing budgets or sacrificing weekends. You can spend your time creating more compelling narratives or innovative solutions. You may decide to respond to even more RFPs to increase your chance of an award. That’s the power of innovative technology and expert proposal professionals – you get spend your time where it is most important. By choosing Hinz Consulting, you’re not just getting a service; you’re gaining a partner dedicated to your success.

Are you ready to transform your proposal process and, perhaps even, your life? Contact us today to hear more about how our DPPs can help you win more for less!

For more information or to get started, contact us today!

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In place of our “Four to Follow” feature, we are highlighting 3 upcoming opportunities that are great use cases for our Draft Proposal Package. Whether it’s a quick turnaround, level of effort required, or multiple task orders, our DPP team has got you covered!

  1. Solutions for Intelligence Analysis (SIA) 3 Small Business On-Ramp:  An in-person Industry Day was held on November 5th. Slides from the event, along with an attendee list and a template for submitting questions or comments, are available on the Unclassified NRO Acquisition Resource Center (ARC) website. The DIA is planning to streamline the on-ramp process by reusing the original SIA 3 RFP but adapting it with a different evaluation approach to expedite awards due to the high interest from current SIA 3 subcontractors and new entrants. The streamlined evaluation will consist of several phases: a Qualification Phase that is pass/fail, followed by a Request for Information (RFI) phase in Q1 of 2025 where teams must submit their qualifications and corporate experience across the five Mission Task Areas to be eligible to move forward. Phase 1 will then involve evaluating qualifications, corporate experience, and past performance, with the top ten proposals advancing to Phase 2. Phase 2 will be a technical evaluation conducted through oral proposals based on questions and scenarios.
  2. Engineering Support for MSFC Offices, Departments and Directorates (ESMODD): The draft RFP was released on GSA eBuy under ID 80MSFC25Q0004. This contract, which is a single award Small Business Set-Aside Blanket Purchase Agreement (SBSA BPA), is estimated to be worth $24.5 million. The final RFP is expected to be released this month, with proposals due in December. The assigned NAICS code is 541715, so it’s important to monitor your eBuy feeds carefully. If you need support, please contact Hinz Consulting.
  3. Program Management and Various Support Services for PEO C41 PMW 160: The Navy Warfare Information System Command is planning to release a solicitation for a contract worth an estimated $100 million by the end of December 2024. This contract will be available through the SeaPort NxG contract vehicle. If you hold a SeaPort NxG contract, make sure to keep a close eye on your feeds for updates! This contract is set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

Our client told us that we got them 80% of the way there before they even started work on the proposal!”

Katie Clatterbuck, DPP Project Lead at Hinz Consulting

Proposal Perspectives with Katie Clatterbuck

In this special edition of our newsletter, we sat down with Katie Clatterbuck, the project lead for Draft Proposal Packages (DPPs) at the Hinz AI Center of Excellence. Katie shared her insights on how the AI-Powered DPPs are revolutionizing proposal writing, benefiting both her professional life and the success of our clients.

Q: How do AI-Powered DPPs improve efficiency and save time?

Katie: Traditional proposal writing can be incredibly time-consuming, often taking up to 8 hours per page, especially when dealing with original data. With our AI-Powered Draft Proposal Package, what would typically take clients 16 hours can be completed in less than half the time. Clients tell me that this efficiency not only saves them time, but also reduces the stress and headache associated with proposal writing.

Q: What impact has this efficiency had on your work-life balance?

Katie: By reducing the time required to draft proposals, our package allows professionals to reclaim their personal time. Personally, it’s been lifesaving! I’m able to go out and spend time with my family now and hang out with my partner. This balance is crucial for maintaining productivity and well-being.

Q: How do DPPs provide a strategic advantage for clients?

Katie: DPPs are ideal for responding to RFIs and quick turnaround task orders, such as those on the GSA MAS contract vehicle. We help our clients meet tight deadlines without compromising on quality. The structured and efficient approach of DPPs gives our clients a significant edge in today’s competitive landscape.

Q: Can you elaborate on the quality and compliance aspects of DPPs?

Katie: The DPP process includes a compliant outline, compelling content, and a roadmap for submission. This helps minimize compliance gaps and enhances the overall quality of the proposal. By providing a structured draft with comments and recommendations, DPPs help overcome the “first sentence problem,” giving teams a strong starting point for their proposals. This allows them to focus on crafting compelling arguments and increasing their chances of winning awards.

Q: How does the AI-Powered DPP help clients handle more proposals simultaneously?

Katie: By using DPP, clients can handle more proposals simultaneously, further enhancing their competitive edge. The amount of time that I save also allows me to get so much more done behind the scenes for my clients. I can do many different projects now and just get more work done. Proposal managers can spend more time doing quality control from other writers, ensuring that the final product is top-notch.

Q: What makes Hinz Consulting’s approach to DPPs unique?

Katie: Our proposal experts are trained by some of the best in the industry. In fact, I completed the first Hinz Proposal Academy and apprenticed under Peter Hinz AND Len Miller. By leveraging fractional resources of seasoned proposal professionals like me, clients receive a comprehensive and compliant outline with compelling content – ready to be tailored to their specific needs. This combination of expertise and advanced AI technology sets us apart and ensures that each DPP is of the highest quality.

Contact Us

Empowering Our Team and Our Clients

Contact Josh: josh.thiel@hinzconsulting.com

At Hinz Consulting, we leverage the power of AI to transform our proposal writing process. Our AI Center of Excellence identifies the most effective ways to integrate AI, streamlining our operations and giving us a competitive edge. With AI, we can produce high-quality work in a fraction of the time it used to take. In fact, our Team Lead, Katie Clatterbuck, estimates that tasks that used to take her 16 hours can be completed in 4 – that’s an efficiency gain of 75%! Through our own subscriptions and partnerships, we can offer clients fractional access to advanced technologies that might otherwise be cost-prohibitive.

Hinz Consulting and our AI Center of Excellence (CoE) are at the forefront of AI integration in proposal processes. We are not only daily practitioners of this cutting-edge technology but also certified trainers who are able to combine our expertise in proposals with the latest AI advancements to give our clients an innovative solution.

Remember, the first time that the client sees your name should NOT be in the proposal! Check out these events online and in the DC Metro Area to network, learn, and be seen by your customers.

About Hinz Consulting

Hinz Consulting provides services across the full business development cycle:

  • Proposal Consulting
  • AI Services
  • Strategic Pricing
  • Training
  • Capture
  • Competitive Intelligence
  • BD Transformation Consulting
  • Process/Methodology Consulting
  • Tools and Templates
  • Production Services
  • Small Business
Volume 53

Volume 53

Posted on by Neal Peters

In This Week’s Newsletter:

  • Opportunity Spotlight of the Week: MSOFS 2.0
  • Four To Follow: Get the lowdown on four interesting pursuits!
  • AI Corner: AI Implementation
  • Culture Corner: Self-Care in Proposals – A Job Necessity
  • Events Corner: Stay updated on industry events in the DMV area!

Bid_Spotlight

Maritime Special Operations Forces (MSOFS) 2.0

Contact Len: len.miller@hinzconsulting.com

The SOCOM contracting office has released the final solicitation for the Maritime Special Operations Forces (MSOFS) 2.0 project, valued at approximately $399 million. This opportunity is a Small Business Set-Aside/Indefinite Delivery Indefinite Quantity (SBSA/IDIQ) recompete. Proposals are due by December 5 at 9 AM EST, with questions due by November 13 at 9 AM EST. Although there are currently four incumbents, it is expected that five awards will be made by the end of February 2025. For proposal support on this effort, be sure to contact Hinz Consulting!

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Four to Follow:

  1. Marketplace for the Acquisition of Professional Services (MAPS): The AMC Contracting Office released an updated Sources Sought on November 5 and Offerors are to provide feedback to the CO NLT 5pm EST on November 22.  This update includes Draft Sections L and M and Comment forms for Offerors to use in providing feedback.  Also included with this update is the MAPS Scorecard.  Offerors will need to analyze their scoring against the criteria to earn the points needed to get an award.  The Army expects to make 100 awards in total, 20 per each domain and there will be small business reserves in the domains.  The virtual and in-person Industry Day is still on for November 8 starting at 0930am. Expect to find out more information on this critical Army procurement then!!
  2. HHS One Professional Services Solution (HOPSS):  HHS NIH issued an Industry Day Notice and a Sources Sought on November 1.  Responses are due NLT 12pm ET by November 26.  The Industry Day  is scheduled for November 19 from 2pm until 3:15pm ET…you must register by 12pm ET November 15.  This recompete is currently estimated at $3.6B and is expected to remain a SBSA/IDIQ contract vehicle.
  3. Air Force Agency for Modeling and Simulation (AFMS3): It is currently estimated that the recompete for this $970M Full and Open/Unrestricted, Agency – IDIQ could occur as early as mid December 2024, however no official acquisition timeline has been announced.  A draft RFP was released back in August 2024.  
  4. DHS Architecture Development and Platform Technical Services (ADaPTS 2.0:  The DHS issued an updated on November 4 to give industry an update on the department’s planning and strategy for the ADaPTS 2.0 requirement.  They are tentatively planning on releasing the RFQ in Q2FY2025 for this estimated $450M BPA.

Contact Us

AI Implementation

Contact Josh: josh.thiel@hinzconsulting.com

Implementing Generative AI (Gen AI) software for proposal operations in a company is often a complex and multi-phase process. It can take anywhere from several months to over a year, depending on various factors such as the scope of the project, the complexity of the data, and the cloud or on-premise deployments. The process typically involves several key stages:

  1. Assessment and Planning: This initial phase includes identifying specific use cases, defining objectives, and assessing the current infrastructure. This can take a few weeks to a couple of months.
  2. Data Preparation: Collecting, cleaning, and organizing the necessary data is crucial for training the AI models. Depending on the volume and complexity of the data, this phase can take several weeks to several months.
  3. Model Development and Training: Developing and fine-tuning the generative AI models to meet the specific needs of the proposal operations. This phase can take a few months, especially if significant customization is required.
  4. Integration and Testing: Integrating the AI software with existing systems and conducting thorough testing to ensure it works as intended. This can take a few months.
  5. Deployment and Training: Rolling out the software across the organization and training employees to use it effectively. This phase can also take several weeks to a few months.
  6. Monitoring and Optimization: Continuously monitoring the performance of the AI system and making necessary adjustments to improve its efficiency and effectiveness. This is an ongoing process.

The timeline can vary, but a well-planned and executed implementation significantly enhances the efficiency and effectiveness of proposal operations in a company. If you have any specific concerns, the AI Center of Excellence is ready to share our experience in technology selection and implementation.

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Self-Care in Proposals: A job necessity

In the high-pressure world of proposal management, self-care often takes a backseat to tight deadlines and demanding workloads. However, it is crucial that we prioritize wellness to both mental and physical health, which in turn enhances productivity and job satisfaction.

Effective self-care strategies can include setting clear boundaries between work and personal life, taking regular breaks to avoid burnout, and engaging in activities that promote relaxation and well-being. For proposal managers, this might mean scheduling time for exercise, hobbies, or simply unwinding with family and friends. Additionally, fostering a supportive work environment where team members feel valued and heard can significantly reduce stress levels.

Remember, taking care of yourself is not just beneficial for you but also for your team and the quality of your work. By incorporating self-care into your daily routine, you can navigate the challenges of proposal management with greater resilience and effectiveness.

Contact Us

Remember, the first time that the client sees your name should NOT be in the proposal! Check out these events online and in the DC Metro Area to network, learn, and be seen by your customers.

About Hinz Consulting

Hinz Consulting provides services across the full business development cycle:

  • Proposal Consulting
  • AI Services
  • Strategic Pricing
  • Training
  • Capture
  • Competitive Intelligence
  • BD Transformation Consulting
  • Process/Methodology Consulting
  • Tools and Templates
  • Production Services
  • Small Business
RFP Team Management: Key Strategies for Success

RFP Team Management: Key Strategies for Success

Posted on by Neal Peters

Managing a Request for Proposal (RFP) team effectively is critical to developing high-quality, competitive proposals that meet client needs and win contracts. RFP projects involve multiple stakeholders, tight deadlines, and complex requirements, making strong leadership and organization essential. Effective RFP team management ensures that each team member contributes their expertise while maintaining focus on the project’s overall objectives. In this blog, we’ll explore the key elements of RFP team management, essential roles, and best practices to guide your team to success.

The Importance of RFP Team Management

1. Streamlines Collaboration: Managing an RFP team effectively promotes seamless communication and coordination, ensuring everyone is aligned and working toward a common goal.

2. Ensures Compliance: A well-managed team minimizes the risk of missing critical RFP requirements, which can lead to disqualification.

3. Improves Proposal Quality: By leveraging the expertise of each team member, effective management enhances the clarity, accuracy, and competitiveness of the proposal.

4. Meets Deadlines: Strong leadership keeps the team on track, ensuring the proposal is completed and submitted on time.

Key Roles in an RFP Team

A successful RFP team includes individuals with diverse skills and expertise. Each member plays a specific role in the proposal development process:

1. RFP Manager: The RFP manager oversees the entire proposal development process. They are responsible for project planning, task delegation, and ensuring deadlines are met.

2. Subject Matter Experts (SMEs): SMEs provide technical knowledge and industry insights necessary to address specific sections of the RFP, such as technical requirements or project methodologies.

3. Proposal Writers: Proposal writers create the content for the proposal, ensuring it is clear, persuasive, and aligned with the client’s objectives.

4. Compliance Specialists: Compliance specialists ensure that the proposal adheres to all requirements outlined in the RFP, including formatting, documentation, and submission guidelines.

5. Graphic Designers: Graphic designers create visuals such as charts, graphs, and process diagrams to enhance the proposal’s presentation and communicate complex ideas effectively.

6. Reviewers and Editors: Reviewers and editors refine the proposal by checking for grammar, clarity, tone, and consistency. They also ensure the proposal is free of errors and ready for submission.

7. Pricing Analysts: Pricing analysts develop the cost proposal, ensuring it is competitive, realistic, and aligned with the project’s scope.

Steps to Manage an RFP Team Effectively

RFP Team Management

1. Define Roles and Responsibilities: Start by clearly defining the roles and responsibilities of each team member. This ensures accountability and prevents duplication of efforts.

2. Develop a Project Plan: Create a detailed project plan that outlines key milestones, deadlines, and deliverables. Share this plan with the team to ensure everyone understands the timeline.

3. Establish Clear Communication: Set up regular check-ins, status updates, and communication channels to keep everyone informed. Use tools like email, project management software, or team messaging platforms.

4. Provide Resources and Tools: Equip your team with the necessary resources, such as templates, style guides, and proposal management software, to streamline their work.

5. Conduct Kickoff Meetings: Hold a kickoff meeting to review the RFP, discuss objectives, and align the team on the project’s goals and priorities. Use this meeting to address questions and concerns.

6. Monitor Progress: Track the team’s progress regularly to ensure tasks are completed on time. Use project management tools to visualize timelines and dependencies.

7. Facilitate Collaboration: Encourage collaboration between team members, especially between writers, SMEs, and graphic designers. Open communication fosters creativity and ensures consistency.

8. Conduct Reviews and Revisions: Schedule multiple review cycles to refine the proposal. Incorporate feedback from compliance checks, SME input, and quality assurance reviews.

Best Practices for RFP Team Management

1. Start Early: Give your team as much time as possible to work on the proposal. Starting early reduces stress and allows for thorough reviews and revisions.

2. Prioritize Compliance: Ensure that compliance is a priority throughout the process. Use a compliance matrix to track requirements and confirm that they are addressed.

3. Foster a Positive Team Environment: Create a supportive atmosphere where team members feel valued and motivated. Recognize contributions and celebrate milestones to maintain morale.

4. Maintain Flexibility: Be prepared to adapt to changes, such as new client requirements or internal feedback. Flexibility ensures that the team can respond effectively to challenges.

5. Focus on the Client: Keep the client’s needs and priorities at the forefront of the proposal. Tailor the content to address their objectives and demonstrate your understanding of their challenges.

Common Challenges in RFP Team Management

1. Tight Deadlines: Short timelines can put pressure on the team. Address this by starting early, prioritizing tasks, and maintaining clear communication.

2. Conflicting Priorities: Team members may have other responsibilities that compete with proposal work. Ensure that proposal tasks are clearly prioritized and deadlines are realistic.

3. Communication Breakdowns: Miscommunication can lead to errors or delays. Use consistent communication channels and document key decisions to avoid misunderstandings.

4. Lack of Resources: Insufficient resources can hinder progress. Assess the team’s needs early and provide the necessary tools and support.

Conclusion

Effective RFP team management is essential for developing high-quality proposals that win contracts. By defining clear roles, fostering collaboration, and maintaining focus on the client’s needs, you can ensure that your team works efficiently and produces a compelling submission. With the right strategies and support, RFP team management becomes a streamlined process that drives success in the competitive world of contracting. Contact us to learn more!

Volume 52

Volume 52

Posted on by Neal Peters

In This Week’s Newsletter:

  • Opportunity Spotlight of the Week: FAA SAVES
  • Four To Follow: Get the lowdown on four interesting pursuits!
  • AI Corner: Fractional AI Case Study
  • Culture Corner: The Government is Open for [Small] Business
  • Events Corner: Stay updated on industry events in the DMV area!

Bid_Spotlight

FAA Strategic Sourcing for the Acquisition of Various Equipment and Supplies Program (SAVES)

Contact Len: len.miller@hinzconsulting.com

On October 28th, the Federal Aviation Administration (FAA) released the final solicitation for its Strategic Sourcing for the Acquisition of Various Equipment and Supplies (SAVES) program, focusing on IT hardware and Commercial-Off-The-Shelf (COTS) software. This significant procurement, estimated at $4.1 billion, will be awarded through both Small Business Set-Asides (SBSA) and Full & Open/Unrestricted competitions. Questions regarding the solicitation must be submitted by 5:00 PM CT on November 12, 2024, with proposals due by 5:00 PM ET on December 5, 2024. Contract awards are expected in January 2025, with performance beginning on February 1, 2025.

Contact Us

Four to Follow:

  1. Marketplace for the Acquisition of Professional Services (MAPS): If you missed the cut-off for registering for the in-person Industry Day at Aberdeen Proving Ground, MD (APG) on November 8th, you may still have a chance as the event is now a combined in-person and virtual event. To register, download the MAPS Industry Day Flyer from the SAM.gov MAPS webpage. This event will provide insights into the Army’s plans for MAPS, which merges the RS3 and ITES-3S programs with an estimated vehicle value of $50 billion. Multiple awards are planned across five domains: Technical Services, RDT&E Services, Management & Advisory Services, High-Level IT Services, and Low-Level IT Services. The draft RFP is expected in February/March 2025, but this timeline is subject to change.
  2. NASA SEWP VI: Hope you are following this roller coast ride from NASA! The Contracting Office released 1,399 responses to final RFP questions on October 15, followed by another 1,201 responses on October 28. An updated acquisition schedule is expected soon. The Industry Day on November 6 will be held at the College Park Marriott, MD, with both in-person and virtual attendance options. Proposals are due on December 18 at 12 PM EST, though this deadline might be extended to January 2025. Stay tuned for further updates as the schedule evolves!
  3. SIGINT for Gray EAGLE: The Army’s Product Manager Aerial Enhanced Radars, Optics, and Sensors (PdM AEROS) has issued a Sources Sought notice for the SIGINT for Gray EAGLE program. Responses are due by 4 PM ET on November 25 and must be unclassified and limited to 10 pages. This market research aims to identify firms capable of providing state-of-the-art SIGINT sensor capabilities for the MQ-1C Gray Eagle platform. While this notice does not guarantee a program, it could lead to one-on-one meetings with Army sponsors and potential demonstrations.
  4. New Modern Software Development (MSD) Multiple Award IDIQ: The Army Contracting Command at Aberdeen Proving Ground (ACC-APG) has issued a special notice regarding the Modern Software Development (MSD) Multiple Award IDIQ. The notice, released on October 29, updates industry on eight changes based on feedback to the draft RFP. The final RFP is still expected by the end of October, but this is subject to change. The Army aims to award approximately 20 contracts by February 2025 for this $10 billion MA/IDIQ. ACC-APG will host a Digital Contracting Capabilities Center of Excellence (DC3oE) event via MS Teams on November 7 from 1 to 2:30 PM ET. Register here!

Contact Us

Fractional AI Case Study

Contact Josh: josh.thiel@hinzconsulting.com

Hinz is on a mission to reduce costs and boost the competitiveness of small businesses by offering fractional access to our technology platforms and AI-savvy proposal team. This approach is revolutionizing efficiency for small businesses everywhere. Here’s a real case study to illustrate the point (company name changed):

GreenThumb, a small organic grocery store that faced significant challenges. The owner struggled with inventory management, leading to overstocking perishable items, waste, and financial loss.

Seeking innovative solutions, the owner implemented fractional AI technologies, specifically an AI-powered inventory management system. This system analyzed sales data, seasonal trends, and supplier schedules to optimize stock levels. It provided real-time alerts for low stock and predicted demand for perishable items, reducing waste by 30%.

Within six months, GreenThumb saw significant improvements. The optimized inventory management reduced waste and saved costs, while personalized customer interactions boosted loyalty and repeat purchases. By leveraging fractional AI, GreenThumb transformed its operations, achieving greater efficiency and profitability.

This case study’s 30% efficiency increase mirrors the impact we see with Gen AI on proposal volumes and win rates. AI-based inventory management was key to GreenThumb’s success. Let’s discover how technology can be a game-changer for your small business. Contact us at Hinz AI Center of Excellence.

Contact Us

The Government is Open for [Small] Business!

US Government agencies are making significant strides to stimulate innovation and growth through small business programs at the Federal level. With initiatives like the Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) programs, there are more opportunities than ever for small businesses to thrive. Recent industry events and conferences have all focused on small business development, highlighting the critical role these enterprises play in driving economic progress and innovation.

Amidst this supportive environment, our fixed price solutions are designed to help your business capitalize on these opportunities. Our Draft Proposal Packages (DPP) provide the expertise needed to craft compelling proposals, while our Pipeline Enablement service aligns your company capability with appropriate opportunities. Additionally, our Evaluation Score Upgrade ensures your business presents a polished and professional image, enhancing your chances of securing contracts.

The US Government wants to work with your small business and so does Hinz Consulting. Let us help you unlock new markets and achieve sustained growth. We are committed to providing the tools and support necessary to navigate the complexities of the current landscape, ensuring your business not only survives but thrives. We want to partner with you on this journey to success, making the most of the opportunities available today!

Contact Us

Remember, the first time that the client sees your name should NOT be in the proposal! Check out these events online and in the DC Metro Area to network, learn, and be seen by your customers.

About Hinz Consulting

Hinz Consulting provides services across the full business development cycle:

  • Proposal Consulting
  • AI Services
  • Strategic Pricing
  • Training
  • Capture
  • Competitive Intelligence
  • BD Transformation Consulting
  • Process/Methodology Consulting
  • Tools and Templates
  • Production Services
  • Small Business
Volume 51

Volume 51

Posted on by Neal Peters

In This Week’s Newsletter:

  • Opportunity Spotlight of the Week: MDA MIOES Update
  • Four To Follow: Get the lowdown on four interesting pursuits!
  • AI Corner: Using Fractional Resources
  • Culture Corner: Reclaim Your Time
  • Events Corner: Stay updated on industry events in the DMV area!

Bid_Spotlight

Missile Defense Agency IT Operations and Engineering Solutions (MIOES)

Contact Len: len.miller@hinzconsulting.com

The Missile Defense Agency (MDA) has announced a significant update for the IT Operations and Engineering Solutions (MIOES) contract, valued at an estimated $3.6 billion. This opportunity is set to be a single-award, full and open, unrestricted Agency-IDIQ contract. On October 21, MDA extended the deadline for one-on-one questions and discussion topics to 1 PM MST, October 25, 2024.

Currently, this procurement is in the Pre-RFP stage. Draft RFP responses are due by November 22, and one-on-one discussions are scheduled for October 30-31. The final RFP is anticipated to be released in early March 2025.

Contact Us

Four to Follow:

  1. TRADOC Operational Environment Support Services: The U.S. Army Training and Doctrine Command (TRADOC) is gearing up for the recompete of its Operational Environment Support Services contract, valued at an estimated $169M. The draft RFP is expected to be released in mid-November, with the final RFP expected to drop around December 9. This full and open, unrestricted effort may also be considered for a potential Small Business Set-Aside (SBSA). This might be one that upsets your holiday plans!
  2. Acquisition Support Services: The Department of Homeland Security (DHS) and Customs and Border Protection (CBP) are currently developing their acquisition strategy for the potential recompete of the Acquisition Support Services contract. A six-month option was exercised to extend the incumbent contract until March 29, 2025. The final RFP could be released as early as January 2025, aiming to award a new contract before the current estimated $5M Task Order expires. This federal procurement opportunity, valued at approximately $4.93 million, will be a Firm Fixed Price Task Order under the OASIS SB contract. Keep in mind that these details are preliminary and subject to change.
  3. ASCEND BPA Pool 1: The General Services Administration (GSA) is preparing to release the final solicitation for the ASCEND BPA Pool 1, a multiple-award Blanket Purchase Agreement (BPA) for Infrastructure as a Service (IaaS) and Platform as a Service (PaaS) cloud solutions. Comments and feedback on the final draft solicitation were due by October 18 and the final RFP is expected to be released no sooner than mid-January 2025.
  4. US Space Force/Space Operations Command PMO:The US Space Force’s Space Operations Command PMO released a Source Sought notice with the draft PWS on October 17, detailing the need for six FTE personnel to support various tasks at Buckley Space Force Base (BSFB). Responses to the Request for Information (RFI) are due by 5 PM MDT on October 31.

Contact Us

Using Fractional Resources

Contact Josh: josh.thiel@hinzconsulting.com

The concept of fractional resources in proposal management means using shared resources in roles and at points in the process where they provide the most impact. This approach allows organizations to tap into specialized skills and expertise on an as-needed basis, optimizing resource allocation and reducing costs. By leveraging fractional resources, companies can bring in the right talent at the right time, ensuring that each phase of the proposal process is handled by professionals with the specific skills required.

This not only enhances the quality of the proposals but also allows for greater flexibility in managing workloads and deadlines. Additionally, fractional resources can be scaled up or down based on project needs, providing a dynamic and adaptable workforce that can respond to changing requirements without the long-term commitment and expense of full-time hires. This flexibility is particularly valuable in the proposal management field, where the volume and complexity of work can vary significantly from one project to the next.

Contact Us

Reclaim Your Time

In the fast-paced world of proposal management, time is a precious commodity. The demands of crafting compelling proposals often leave teams bogged down by repetitive and cumbersome tasks. However, by embracing technology, you can reclaim valuable time and focus on what truly matters—creating winning proposals.

Efficiency and Accuracy – Automating routine tasks such as data entry, formatting, and compliance checks ensures that these processes are completed quickly and accurately. This not only reduces the risk of human error but also frees up your team to concentrate on strategic activities that require their expertise and creativity.

Enhanced Productivity – When mundane tasks are automated, your team can redirect their energy towards high-impact areas like developing innovative solutions, tailoring proposals to client needs, and refining your value proposition. This shift not only boosts productivity but also enhances the overall quality of your proposals.

Consistency and Standardization – Automation tools can help maintain consistency across all your proposals by standardizing templates, language, and formatting. This ensures that every proposal aligns with your brand and meets the required standards, making a strong and professional impression on potential clients.

Improved Collaboration – With automated systems in place, team members can collaborate more effectively. Real-time updates and centralized document management mean that everyone is on the same page, reducing miscommunication and streamlining the proposal development process.

Time Savings – Perhaps the most significant benefit of automation is the time it saves. By eliminating repetitive tasks, your team can work more efficiently and meet tight deadlines with ease. This reclaimed time can be invested in strategic planning, client engagement, and continuous improvement efforts.

Focus on Strategy – Automation allows your team to focus on the strategic aspects of proposal management. Instead of getting bogged down by administrative tasks, they can dedicate their time to understanding client needs, crafting persuasive narratives, and developing innovative solutions that set your proposals apart.

Scalability – As your business grows, the volume of proposals you need to manage will increase. Automation provides the scalability needed to handle this growth without compromising on quality or efficiency. It ensures that your team can manage a higher workload while maintaining the same level of excellence.

BTW – Hinz Consulting has mastered the art of using fractional resources and technology to get our clients to draft faster! Would you like to be 80% there before you even start? Ask us how we do it…

Contact Us

Remember, the first time that the client sees your name should NOT be in the proposal! Check out these events online and in the DC Metro Area to network, learn, and be seen by your customers.

About Hinz Consulting

Hinz Consulting provides services across the full business development cycle:

  • Proposal Consulting
  • AI Services
  • Strategic Pricing
  • Training
  • Capture
  • Competitive Intelligence
  • BD Transformation Consulting
  • Process/Methodology Consulting
  • Tools and Templates
  • Production Services
  • Small Business
Volume 50

Volume 50

Posted on by Neal Peters

In This Week’s Newsletter:

Hinz Sight was out and about at several conferences last week so that we can deliver a Super-Size Edition today with LOADS of insights! Scroll down to learn more about AUSA, the SAGES Summit, and MAC 2024!

  • Conference Recaps: AUSA, SAGES Summit, and MAC 2024
  • Opportunity Spotlight of the Week: NASA SEWP VI Update
  • Four To Follow: CMMC Briefing
  • AI Corner: Navigating Workforce Reductions
  • Culture Corner: Industry Day Insights
  • Events Corner: Upcoming industry events in the DMV

AUSA Annual Meeting & Exposition

The AUSA 2024 Annual Meeting was a juggernaut, drawing government leaders, military experts, and industry giants. Our focus was on the conference’s Small Business Summit, which offered a wealth of insights for those working in the defense sector.

Educational sessions covered essential topics such as navigating the procurement process, DCAA Accounting, and SBIRS/STTRS programs. A significant emphasis was placed on cybersecurity, with in-depth discussions on Project Linchpin and a new initiative called NCODE was announced. Matchmaking sessions provided crucial networking opportunities. Attendees were able to meet with representatives from government agencies, as well as prime contractors. Here are our key takeaways:

  • NCODE (Next-Gen Commercial Operations in Defended Enclaves): This pilot project aims to create a secure cloud environment for small businesses to process, store, and communicate sensitive data. Offering “cybersecurity as a service,” NCODE helps small businesses comply with the Cybersecurity Maturity Model Certification (CMMC) without incurring high costs. The $26 million pilot project will start in 2025, providing low- to no-cost options for small businesses to participate. More details are coming soon!
  • Project Linchpin: Led by Bharat Patel, this initiative focuses on securely integrating artificial intelligence (AI) into military operations at scale. It aims to decouple AI from software through a standards-based approach, build the necessary infrastructure for AI deployment, and develop an AI risk reduction framework to address ethical and security concerns. The project involves extensive collaboration with industry partners to develop AI capabilities tailored to the Army’s specific needs.
  • The US Army’s Commitment to Small Businesses: The Army places a strong emphasis on collaborating with small businesses to harness their innovative capabilities. The Office of Small Business Programs (OSBP) ensures these companies have the opportunity to compete for government contracts. Initiatives like the Small Business Innovation Research (SBIR) and Small Business Technology Transfer (STTR) programs encourage small businesses to engage in federal research and development with the potential for commercialization.

The AUSA 2024 Annual Meeting highlighted the Army’s dedication to modernization and its support for small businesses, making it an exciting time for innovation and collaboration in the defense sector.

MAC 2024

The Mid-Atlantic Conference (MAC) by the Association of Proposal Management Professionals National Capital Area (APMP-NCA) held on October 18, 2024, at The Westin Arlington, was a resounding success! This annual event is brought together professionals from proposal management, capture, and business development to share insights and best practices. This year’s keynote speaker was Danny Murawinski, a dynamic entrepreneur and digital marketing strategist, who captivated the audience with his innovative approach to growing organic digital audiences. As the Founder and CEO of Exit Built and the host of the “Just Be Humans” podcast, Danny’s session around our purpose in GovCon and digital branding was a highlight of the conference.

Another highlight was the “Masterclass with the Fellows” which featured NCA Chapter members with the APMP Fellow designation: Beth Wingate, Eric Gregory, Bob Lohfeld, Brenda Crist, and Betsy Blakney. This session provided attendees with invaluable insights from these seasoned professionals, who shared their extensive experience and knowledge in the proposal management field. The open session featured breakouts for each Fellow where they answered burning audience questions. An APMP Fellow is a prestigious title wared to individuals who have made significant contributions to the industry throughout their careers. This honor recognizes their dedication, expertise, and impact on the profession. There is no other place to get face time with legends like this. The word on the street is that this program will be back in 2025!

SAGES Summit

The Service Academies Global Entrepreneur Summit (SAGES) 2024 was a significant event organized by alumni from the five U.S. service academies: West Point Association of Graduates (AOG), the USAFA AOG, the USCGA Alumni Association, the USNA Alumni Association – Greater Washington Chapter, and the U.S. Merchant Marine Academy Alumni Foundation – Washington, D.C. Chapter. Held from October 15-17, the summit aimed to bring together service academy graduate entrepreneurs, business leaders, and investors from around the world to create new opportunities for partnership and collaboration. The theme for this year’s event was “Forging Futures: Leadership, Innovation, & Entrepreneurship.”

Keynote speakers delivered a series of impactful sessions that highlighted the intersection of leadership, innovation, and entrepreneurship. Ray Jefferson, founder of the Service Academies Global Summit, emphasized the importance of resilience and leadership, drawing from his extensive military and public service experience. Dr. Joni Johnson, a retired Army Colonel and medical doctor, focused on strategic leadership and empowerment, sharing insights on how leaders can inspire their teams. Ron Green from Mastercard discussed financial innovation and the transformative role of technology in the financial services industry. Chris Hale, Dawn Halfaker, and France Hoang all shared their journeys from military service to entrepreneurship. One of our favorite presenters, Haley McClain-Hill, founder of TORCH Warriorwear, spoke about empowering women through entrepreneurship, sharing her story of building a brand that supports and resonates with her target audience.

These sessions collectively provided attendees with valuable lessons and inspiration, making the summit a rich and educational experience. Don’t miss next year’s event!

Bid_Spotlight

NASA SEWP VI Update

Contact Len: len.miller@hinzconsulting.com

Last week, NASA released nearly 1,400 responses to questions from potential offerors in the first of multiple batches. Additional answers will be published in the coming weeks, with all responses expected by November 4. Registration is open for an Industry Day on November 6th to address the substantial changes in the final RFP. As of now, proposals are due NLT December 18, 2024, but continue to monitor sam.gov for updates.

Contact Us

Four to Follow:

  1. Border Enforcement Applications for Government Leading Edge IT (BEMSD BEAGLE): The Department of Homeland Security (DHS) Customs and Border Protection (CBP) Office of Information Technology (OIT) is gearing up for a significant recompete of the incumbent contract under the Border Enforcement Applications for Government Leading Edge IT (BEMSD BEAGLE) program. With an estimated contract value of $2 billion, this opportunity is currently in the Pre-RFP stage. Recently, CBP OIT issued a one-year sole source task order to the incumbent to allow time for thorough acquisition planning. The solicitation is expected to be released by the end of March 2025 (Q2 of GFY25), with an estimated award date in September 2025. This full and open competition will focus on IT services, including operational maintenance, systems development support, and technical support personnel for the Border Enforcement Management Systems Directorate.
  2. Integrated Personnel and Pay System Army Capability Support (IPPS-A): The Army is preparing to recompete the Integrated Personnel and Pay System Army Capability Support (IPPS-A) contract, with an estimated value of $1 billion. This effort is anticipated to remain a full and open/unrestricted competition with the solicitation expected in July 2025. Although this information is preliminary and subject to change, it represents a significant opportunity for IT service providers specializing in custom computer programming and systems design.
  3. ASCEND BPA Pools 2 and 3: The GSA Contracting Office is preparing for the release of solicitations for ASCEND BPA Pools 2 and 3, though specific dates have not yet been scheduled. An Industry Day is planned to address both BPA Pools, with details forthcoming. Interested offerors should keep an eye on the SAM.gov web pages for each (Pool 2 here and Pool 3 here) and the GSA Interact site for the latest updates. For inquiries, contact the Contracting Officer at cloudenterprisewide@gsa.gov, specifying either Pool 2 or Pool 3 in the subject line.
  4. SOF Global Services Delivery (SOF GSD): The recompete of the SOF CORE Support Services MA/IDIQ SBSA, now known as SOF Global Services Delivery (SOF GSD), is anticipated for release in the first quarter of GFY 25. However, according to SOCOM, this acquisition is still in the planning stages. This estimated $3.2 billion SBSA MA/IDIQ contract vehicle represents a significant opportunity. Be sure to monitor your business intelligence feeds for the latest updates on this procurement.**BREAKING NEWS: The Department of Defense Chief Information Officer (DoD CIO) just released a briefing that summarizes key points for the CMMC rule that is final as of October 15. Here’s a direct link to the presentation and the CMMC page of the DoD CIO website. Call Hinz Consulting if you need help or have questions about your Certification!

Contact Us

Contact Josh: josh.thiel@hinzconsulting.com

In today’s tough economic climate, many organizations are making the difficult decision to implement a Reduction in Force (RIF). Unfortunately, proposal teams are not exempt from these cuts. Despite having fewer resources, the workload remains unchanged or may even increase, which places immense pressure on the remaining team members to maintain productivity and meet deadlines.

A RIF often leaves proposal teams already feeling overwhelmed and stretched thin. This can lead to burnout, decreased morale, and ultimately, a decline in the quality of proposals submitted. If your organization faces this challenge, we have a solution to help bridge the gap and ensure that proposal teams continue to operate efficiently: the Hinz Draft Proposal Package (DPP).

Our DPP is designed to provide proposal teams create a high-quality draft in just a few days, allowing in-house teams to complete their sections, and prepare for reviews even faster. By leveraging this package, proposal teams can maintain their production targets despite a reduced workforce. While RIFs present significant challenges, they also offer an opportunity to rethink and optimize operations.

By using the Hinz Draft Proposal Package, organizations can ensure their proposal teams remain productive and resilient, even in the face of staffing reductions.

Contact Us

A Word about Industry Days

Industry Days and conferences with agency officials are designed to help navigate the complex process of doing business with the government. Everyone in GovCon knows that it’s complicated, cumbersome, and challenging. New rules and regulations or administrative changes only make it more frustrating. However, keep in mind that these events are NOT Town Hall meetings where citizens come to air their grievances. These are your clients and should be treated as such! If you think that the person on the stage won’t remember the way you spoke to them, you are flat out wrong.

  1. Use your manners – Pleases and thanks yous go a long way!
  2. Don’t air your dirty laundry – This is not the Complaints Department.
  3. Ask general questions – The speakers want to answer questions that are applicable to most audience members, not your specific problem that applies only to your company.
  4. Be nice – It should go without saying but judging from some of the people we heard at the microphone, it needs to be said quite loudly!

Contact Us

Remember, the first time that the client sees your name should NOT be in the proposal! Check out these events online and in the DC Metro Area to network, learn, and be seen by your customers.

About Hinz Consulting

Hinz Consulting provides services across the full business development cycle:

  • Proposal Consulting
  • AI Services
  • Strategic Pricing
  • Training
  • Capture
  • Competitive Intelligence
  • BD Transformation Consulting
  • Process/Methodology Consulting
  • Tools and Templates
  • Production Services
  • Small Business
Volume 49

Volume 49

Posted on by Neal Peters

In This Week’s Newsletter:

  • Opportunity Spotlight of the Week: ACC-APG New Modern Software Dev
  • Four To Follow: Get the lowdown on four interesting pursuits!
  • AI Corner: Best in Class for a Better Proposal
  • Culture Corner: Why attend AUSA?
  • Events Corner: Stay updated on industry events in the DMV area!

Bid_Spotlight

New Modern Software Development Multiple Award IDIQ

Contact Len: len.miller@hinzconsulting.com

The Army Contracting Command – Aberdeen Proving Ground (ACC-APG) is preparing a new Multiple Award Indefinite Delivery Indefinite Quantity (MA/IDIQ) contract for Modern Software Development to support software enablement efforts for various Army systems. This contract, which is expected to be released this month, is estimated at $10 billion over a 10-year period, anticipates up to 20 awards. A modification was recently released that announced a Virtual Industry Event at the DC3oE Unplugged Inaugural forum on November 7, which will include this opportunity.

Stay vigilant on your opportunity feeds for updates on this new requirement. For capture and proposal support, contact Hinz Consulting to enhance your chances of winning a spot on this key contract.

Contact Us

Four to Follow:

  1. CIO Commodities Store the Store (CIO-CS): The Department of Health and Human Services (HHS) plans to recompete the acquisition of computer equipment, software, and services across nine categories and multiple groups within each category. This estimated $25B GWAC/IDIQ contract, which includes 66 incumbent contracts set to expire in late April 2025, is expected to have its solicitation released in late November, with awards anticipated by late February 2025.
  2. USCG Business and Logistics Management Support Services (BL/MSS): The Department of Homeland Security (DHS) and the U.S. Coast Guard (USCG) Contracting Office plan to release the solicitation around December 4, 2025. This will be a BPA Call under FAR Part 8 or 13 Multiple Award BPA and will remain a Small Business Set-Aside (SBSA) acquisition. The estimated $500 million recompete is expected to result in five awards.  
  3. HHS National Administrative Support (NAS): The HHS tentatively plans to recompete the NAS effort, a critical support contract for administrative, logistics, and management support at the Centers for Medicare & Medicaid Services (CMS). The estimated $34M SBSA recompete is expected to remain in this competition type. The potential Request for Proposal (RFP) could be released as early as November 2024.
  4. VA Veteran/Family Member Programs Claims Processing Customer Service and Centralized Authorizations for Emergency Care Contract VC3 (VFMP CAEC): The incumbent contract, valued at $550M, was a single award for these services. A bridge contract with the incumbent, Signature Choice, LLC, has been put in place to ensure continuity of services during the follow-on Pre-Solicitation and Pre-Award phases from May 2024 to May 2025. Draft solicitation documents are estimated to be released in November 2024, with the final solicitation expected in January 2025.Stay tuned for more updates and opportunities in these critical areas.

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Best in Class for a Better Proposal

Contact Josh: josh.thiel@hinzconsulting.com

Have you ever worked in an amazing team, in which everyone had a specialty?  When the expert skills come together in perfect sequence for oversized effect and outcome?  This same logic is how Hinz AI Center of Excellence applies technologies; we pair and sequence best in class technologies together for extraordinary results.

At the Hinz AI CoE, we began experimenting with select technologies employed at specific points in proposal development.  We noticed that generated content from Gen AI platforms always sounds a bit “robotic.” When we saw PerfectIT software at a conference, we instantly saw the application.  We found that custom company templates and styles built in PerfectIt allow the software to refine the generated content to a high degree. 

PerfectIt is ideal for “de-AI’ing” draft proposals.  Our AI CoE veteran Proposal Managers recommend:  1) use Gen AI to create a draft, 2) run PerfectIt over your AI generated drafts, 3) proposal experts write and refine the document to add empathy make it compelling and accurate, 4) run PerfectIt over the final version for an error free finish.

What can technology do in your proposal process? 

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Why Attend AUSA 2024?

The Association of the United States Army’s Annual Meeting stands as North America’s premier land power exposition and professional development forum. Held October 14-16, this event aims to convey the Army’s message by showcasing the capabilities of various organizations and presenting a diverse array of industry products and services.

Throughout the event, AUSA offers insightful presentations on the State-of-the-Army, engaging panel discussions and seminars on critical military and national security topics, and valuable networking opportunities. Encompassing the entire Army community, this event serves as a primary communication platform to educate and inform government, academic, civic, and veteran leaders and advocates about Army priorities and current issues.

Will you be one of the thousands there? If so, reach out so we can meet up!

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Remember, the first time that the client sees your name should NOT be in the proposal! Check out these events online and in the DC Metro Area to network, learn, and be seen by your customers.

About Hinz Consulting

Hinz Consulting provides services across the full business development cycle:

  • Proposal Consulting
  • AI Services
  • Strategic Pricing
  • Training
  • Capture
  • Competitive Intelligence
  • BD Transformation Consulting
  • Process/Methodology Consulting
  • Tools and Templates
  • Production Services
  • Small Business