Pembuatan Proposal Proyek

1
Pembuatan Proposal Proyek
2
The sellers contract management processes

• Presales Activity The process of identifying
  prospective and current customers, determining
  customers needs and plans, and evaluating the
  competitive environment.
• Bid/No Bid Decision-Making The process of
  evaluating the buyers solicitation, assessing
  the competitive environment and risks against the
  opportunities of a potential business deal, and
  then deciding whether to proceed.
• Bid/Proposal Preparation The process of
  developing offers in response to a buyers
  solicitation or based on perceived buyer needs,
  for the purpose of persuading the buyer to enter
  into a contract.
• Contract Negotiation and Formation The process
  of reaching a common understanding of the nature
  of the project and negotiating the contract terms
  and conditions for the purpose of developing a
  set of shared expectations and understandings.
• Contract Administration The process of ensuring
  that each partys performance meets contractual
  requirements.
• Contract Closeout The process of verifying that
  all administrative matters are concluded on a
  contract that is otherwise physically complete.
  This involves completing and settling the
  contract, including resolving any open items.

3
What is a proposal?

• A proposal is a plan of action for fulfilling a
  need.
• Basically, it is a sales document that responds
  to the needs of someone else.
• It is a written document describing in detail the
  work to be performed and provides the
  reader/evaluator adequate information to make an
  informed purchasing decision.

4
The Seven Deadly Sins of Proposal Writing

• Failure to focus on the client's business
  problems and payoffsthe content sounds generic.
• No persuasive structurethe proposal is an
  "information dump."
• No clear differentiation of this vendor compared
  to others.
• Failure to offer a compelling value proposition.
• Key points are buriedno impact, no highlighting.
• Difficult to read because they're full of jargon,
  too long, or too technical.
• Credibility killersmisspellings, grammar and
  punctuation errors, use of the wrong client's
  name, inconsistent formats, and similar mistakes

5
So before we define what a proposal is, let's
make sure we know what it's not

• It's not a price quote. If all you tell the
  decision maker is the amount he or she has to
  pay, you've reduced what you're selling down to
  the level of a commodity. You've said, in effect,
  "All products or services of this type are
  basically the same. We have nothing unique to
  offer. Choose based on cost." Unless you are
  always the lowest-priced vendor, that's not a
  strong position to take.
• It's not a bill of materials, project plan, or
  scope of work. In technical and engineering
  environments, people sometimes take the attitude
  that if they just explain all the details of the
  proposed solution very clearly and accurately,
  the customer will buy. Actually, giving customers
  a detailed bill of materials or project plan may
  have exactly the opposite effect. You've just
  given them a shopping list so detailed they may
  decide to do the job without your help. Ouch!
• It's not the company history, either. Oddly
  enough, a sizable number of the proposals we see
  start out that way. Why? From reading dozens and
  dozens of these things, I can assure you most
  company histories are not very interesting.
• Here's the bottom line What is a proposal? It's
  a sales document.

6
The Value of Your Proposals to Your Clients

• Compare vendors, offers, or prices so he or she
  can make an informed decision
• Clarify complex information
• Make the buying process more "objective"
• Slow down the sales process
• Solicit creative ideas, become educated, or get
  free consulting

7
The Value of Your Proposals to You

• The obvious helping you sell. The proposal's
  most important job is to help you sell something.
  (In the nonprofit realm, it should help you
  obtain funding in support of your mission and
  objectives.) To go a little further, though, a
  high-quality, carefully constructed proposal can
  help you
• Sell on value instead of price Use your proposal
  to move the decision maker's focus away from
  price and toward such measures of value as lower
  total cost of ownership, higher reliability,
  direct customer support, documented technical
  superiority, or some other message that separates
  you from your competitors.
• Compete successfully without having personal
  contact with every member of the decision team
  You may never have the opportunity to meet every
  member of the team in person. A good proposal can
  speak to each member of the team, helping make
  your case.
• Demonstrate your competence and professionalism
  It's probably not fair and it's definitely not
  logical, but almost everybody does it We judge a
  vendor's ability to deliver goods or services
  from the quality of the proposal they submit. Our
  conscious, rational mind tells us that spelling
  and grammar have nothing to do with the ability
  to provide help desk support for our PC users,
  yet we find those misspellings and grammar
  mistakes raising doubt and uncertainty in our
  mind.
• Offer a bundled solution The customer may ask
  you for a proposal for basic bookkeeping
  services. In your proposal, though, you can add a
  brief description of your ability to provide tax
  preparation, too, as part of a total solution.
  That will increase the size of the deal, it may
  differentiate you from other bookkeepers who
  submit a proposal, or it may just make the
  customer aware that you also do taxes. All of
  these are good things.
• Sell the "smarter" buyer Smart buyers want to
  gain as much as possible while spending as little
  as possible. If you don't show them what they
  gain by choosing your recommendations, they will
  inevitably focus on the other half of the
  equation spending very little.
• Sell a complex, technical product to nontechnical
  buyers Speaking the buyer's language is an
  important part of winning his or her trust. A
  flexible proposal process can help you
  communicate effectively even if the customer
  lacks in-depth knowledge of what you're offering.
• The proposal as a marketing tool. Think about
  your company's image. What do your clients think
  of you? What do prospects who have never worked
  with you assume about you?
• Influencing clients. Good account management
  requires you to think about the future of your
  business relationships, not merely the immediate
  opportunity. Reacting to a customer's problems or
  needs when the customer brings them up is all
  right, but it's not nearly as effective as
  working with the customer collaboratively to
  develop a business direction.

8
Why use a Proposal?

• A good RFP will help the evaluator collect
  critical data to streamline the evaluation
  process and compare only the qualified bidders.
• The RFP outline format is design to help the
  evaluator quickly compare proposal.
• Most proposal writers spend a huge amount of time
  writing the RFP. They expect you to read it and
  follow it carefully.

9
Skenario Perolehan Proyek PL

• Penunjukan Langsung oleh Client (pemberi
  kerja).
• Melalui Tender.

10
Penunjukan Langsung (di Indonesia), biasa dgn
Cara

• Konsultan (tim pengembang) melakukan survei di
  perusahaan Client (wawancara, mengumpulkan
  dokumen, observasi sistem dan prosedur kerja).
• Konsultan menyusun proposal (bisa dengan
  berkonsultasi dengan Client).
• Negosiasi antara Konsultan dan Client.
• Penanda-tanganan dokumen kontrak oleh Konsultan
  dan Client.

11
Proposal pada Penunjukan Langsung

• Singkat tapi jelas (minimal).
• Kisi-kisi materi disusun atas kesepakatan Client
  Konsultan.
• Bisa hanya terdiri dari satu dokumen, isi utama
  spesifikasi teknis sistem / PL yang akan
  dibangun, rencana kerja, anggaran yang diusulkan
  (atau hanya nilai total proyek yang diminta).

12
Mekanisme Melalui Tender Proyek

• Client menyusun TOR (KAK).
• Pengumuman lelang / tender proyek melalui media
  publikasi atau pengiriman undangan tender kpd
  Konsultan2 yang dipilih.
• Pendaftaran peserta tender ( Konsultan).
• Pemasukan proposal tender oleh peserta.
• Penilaian dan seleksi proposal pemenang.
• Pengumuman pemenang.
• Penanda-tanganan dok kontrak dan penerbitan SPK
  (Surat Perintah Kerja) oleh Client.

13
Dilema Konsultan
Setelah membaca TOR/KAK To BID or NOT bid (ikut
tender / tidak)?
14
Isu Utama to BID or NOT bid

• Biaya yang dikeluarkan untuk penyusunan proposal
  (untuk gaji tim penyusun, survei awal,
  peralatan) 10 dari nilai proyek.
• Waktu penyusunan proposal dapat dipenuhi?
• Mampu melaksanakan TOR atau tidak? (Pertimbangan
  keahlian personil yang ada, peralatan yang
  dimiliki Konsultan, waktu yang ditetapkan pada
  TOR.)

15
Request for proposals (RFP)

• Negotiated bid, such as a request for proposals
  (RFP) or request for quote (RFQ).
• Request for Proposals (RFP) is the type of
  contracting commonly used when the government is
  not sure what is required and they are looking
  for your input on ways you plan to meet their
  objectives.
• First and foremost, respond to an RFP in exact
  accordance with the requirements outlined in the
  RFP.
• Requests for Quote (RFQ) is the method often used
  to solicit price or market information. A quote
  submitted does not constitute an offer and is not
  the government form of a binding contract.

16
Proposal t.d.

• Proposal Administrasi Profil Perusahaan
  (struktur organisasi, manajemen, kondisi
  keuangan), pengalaman (proyek2 yg sdh
  dikerjakan).
• Proposal Teknis
• Proposal Biaya

17
Pedoman Umum Penyusunan Proposal Teknis

• Penampilan menarik (perhatikan cover, struktur
  isi buku, font, gambar berwarna).
• Jelas (disertai dg visualisasi gambar, tabel,
  grafik).
• Isi meyakinkan konsisten, menjawab semua
  butir-butir TOR dg baik.
• Keahlian tim pelaksana proyek dipresentasikan
  dengan meyakinkan (perhatikan pendidikan,
  pengalaman).

18
Isi Proposal Teknis (yg utama)

• Bab 1 Pendahuluan (biasanya isi TOR).
• Bab 2 Tanggapan thd TOR
• Bab 3 Bahasan sistem (PL) yg diusulkan (dpt gt 1
  bab, jika perlu).
• Bab 4 Metodologi Pelaksanaan Pekerjaan.
• Bab 5 Kesimpulan.
• Lampiran CV para tenaga ahli.

19
Sample Proposal OutlineWhen a format is not
provided.

• Executive Summary a short statement of your case
  and summary of the entire proposal typically 1
  to 2 pages.
• Statement of Need why this project is necessary
  1 to 3 pages
• Project Description nuts and bolts of how the
  project will be implemented 2 to 5 pages
• Bid Amount/Budget financial description of the
  project plus explanatory notes 1 to 2 pages
• Organization Information history and structure
  of the company its primary activities,
  clientele, and services 1 to 2 pages
• Conclusion summary of the proposal's main
  points one-page.

20
The Executive Summary

• The first page of the proposal is the most
  important
• section of the entire document. Here you will
  provide the reader with a snapshot of what is to
  follow. It summarizes all of the key information
  and is a sales document designed to convince the
  reader that this proposal should be considered.
  Be certain to include
• Problem A brief statement of the problem or
  need your company has recognized and is prepared
  to address (one or two paragraphs)
• Solution A short description of the project,
  including what will take place and the benefits,
  how it will operate, how long it will take, and
  how it will be staffed (one or two paragraphs)
• The organization and its expertise a brief
  statement of the name, history, purpose, and
  activities of your company, emphasizing its
  capacity to carry out this proposal (one
  paragraph).

21
The Statement of Need

• Write your proposal like a sales documents.
• The statement of need will enable the evaluator
  to learn more about the issues and to understand
  the problem that the project will remedy.
• It presents the facts and evidence that support
  the need for the project and establishes that
  your company understands the problems and
  therefore can reasonably address them.
• You want the need section to be logical, yet
  persuasive. Like a good debater, you must
  assemble all the arguments. Then present them in
  a logical sequence that will readily convince the
  reader of their importance. As you marshal your
  arguments, consider the following points.

22
The Statement of Need

• Demonstrate complete understanding of the stated
  requirement or problem.
• Be specific and direct, being vague only
  demonstrates that you do not understand the
  requirements and will create questions in the
  mind of the evaluator.
• Be sure the data you present are accurate. There
  is nothing more embarrassing than to find out
  your information is out of date or incorrect.
• Decide which facts or statistics best support the
  project and substantiate your promises with facts
  and details.
• Information that does not relate to the project
  you are presenting will cause the reader to
  question the entire proposal.

23
The Project Description

• Objectives are the measurable outcomes of the
  project.
• This section of your proposal should have four
  subsections
• Objectives,
• Methods,
• Staffing/administration, and
• Evaluation.
• Together, objectives and methods will dictate
  your staffing and administrative requirements.

24
The Project Description

• Methods
• This means that you demonstrate your ability to
  solve or meet the challenge.
• The methods section describes the specific
  activities that will take place to achieve the
  objectives. It might be helpful to divide your
  discussion of methods into the following
• what, how, when, and why.
• Your proposal should clearly communicate your
  ability to successfully perform the contract.
• Documentation of successful fulfillment of other
  contracts will help prove your point.

25
The Project Description

• How This is the detailed description of what
  will occur from the time the project begins until
  it is completed. Your methods should match the
  previously stated objectives.
• When The methods section should present the
  order and timing for the tasks. It might make
  sense to provide a timetable so that the reader
  does not have to map out the sequencing on their
  own.
• The timetable tells the reader "when" and
  provides another summary of the project that
  supports the rest of the methods section.

26
The Project Description

• Why You may need to defend your chosen methods,
  especially if they are a new approach. Why will
  the planned work lead to the outcomes you
  anticipate?
• You can answer this question in a number of ways,
  including using the valuation of an expert and
  examples of another projects that worked.
• The methods section helps the reader to visualize
  the implementation of the project. It should
  convince the reader that your company knows what
  it is doing, thereby again establishing
  credibility.

27
The Project DescriptionStaffing/Administration

• In describing the methods, you will have
  mentioned staffing for the project. You now need
  to devote a few sentences to discussing the
  number of staff, their qualifications, and
  specific assignments.
• Details about individual staff members involved
  in the project can be included either as part of
  this section or in the appendix, depending on the
  length and importance of this information
• How will you free up the time of an already fully
  deployed individual?

28
Pricing the project

• As you prepare to assemble the pricing, go back
  through the proposal narrative and make a list of
  all personnel and contractors related to the
  operation of the project.
• Be sure that you list not only new costs to
  complete the project but also any ongoing
  expenses for items that will be allocated to the
  project.
• Verify or get the relevant costs from the person
  in your agency who is responsible for keeping the
  books.
• You may need to estimate the proportions of your
  companys ongoing expenses that should be charged
  to the project and any new costs, such as
  salaries for project personnel not yet hired. Put
  the costs you have identified next to each item
  on your list.

29
Keeping records

• Your list of pricing items and the calculations
  you have done to arrive at a dollar figure for
  each item should be summarized on worksheets.
• You should keep these to remind yourself how the
  numbers were developed.
• These worksheets can be useful as you continue to
  develop the proposal and discuss it with the
  evaluator they are also a valuable tool for
  monitoring the project once it is under way and
  for reporting after completion.
• Some proposals require you to provide adequate
  management and cost information. In this case,
  you need to demonstrate your ability to account
  for all of the costs involved in performing the
  contract.

30
Developing Your Conclusion

• Every proposal should have a concluding paragraph
  or two. This is a good place to call attention to
  the future, after the project is completed.
• If appropriate, you should outline some of the
  follow-up activities that might be undertaken.
• This section is also the place to make a final
  appeal for your companys consideration.
• Briefly summarize what your company wants to do
  and why it is important.

31
Finishing touches

• Packaging
• Cover design
• Cover letter
• Spell check
• Gather appendix materials
• Prepare table of contents, section dividers, etc.
• Production
• Where and by whom will the document be produced?

32
A checklist for government proposal writing

• Thoroughly reviewed the RFP
• Prepared any questions concerning the RFP and
  submitted to the contracting officer
• Obtained and reviewed background documentation
  for the project
• Evaluated your companys strengths and weaknesses
• Evaluated your companys competition
• Developed a strategy to differentiate your
  company
• Prepared document in the appropriate format
• Included commitment letters from potential
  employees, suppliers and funding sources
• If appropriate, past performance references
• Purchased a sufficient number of packaging
  materials? Binder rings, tabs, notebooks, etc.

33
Proposal delivery

• Deliver on time.
• Label the original documents and required number
  of copies.
• Seal the original and copies in a package and
  label appropriately.
• If mailing, dont forget to check delivery
  schedules.
• If hand carrying, provide a signature receipt for
  the delivery person.

34
Isi Proposal (tugas MPPL)

• Cover
• Table of Content
• Cover letter (ditujukan ke elisati h)
• Executive Summary
• Pendahuluan
• Our Understanding (Statement of Need) pemahaman
  konsultan ttng permasalahan yang di-ceritakan di
  TOR
• Tanggapan (proposed solution)
• Bahasan sistem(detil)
• Metodologi Pelaksanaan (ImplementasiProject
  Management)
• Tahapan pengerjaan
• Scheduling
• WBS
• Biaya
• Estimasi biaya proyek (personil mandays)
• Kesimpulan
• CV semua anggota dengan posisi PM, (Programmer,
  AnalystDesainer, Network Engineer, QA, dst)

35
Sekian..