During the past few weeks I put together an RFP package for a government contract. It was submitted on August 22, 2012 at precisely 2:45 pm. How do I know this? I hand delivered four, 3-ring binders, 24 pages each. It was due by 3pm on 8/22/12 and although I hadn’t planned on it going down to the wire, it did. Added a bit of stress to the process but it was a tremendous learning process. And for that I am grateful. And if I get “the call”, my reward will be doubled.
This is something I’ve always wanted to do and when the opportunity came up to do so…I initially hesitated…and then went for it. Why did I hesitate? Because it was a 39 page document that had provisions: scope of work, qualifications needed, insurance requirements, references, affidavits to be notarized amongst other to do items that were required prior to submittal. An onerous task, time consuming, costly and thought provoking in that I kept asking myself, “how the heck do I fill this stuff out?”
I submitted as the prime contractor and I’ve brought in subcontractors to help out with the parts I cannot do as well, specifically aerial photography. Why was this proposal interesting to me in the first place? Let me go back a step or two to set this up. As a state certified micro-business I am given certain considerations on government contracts. A federal mandate that 30% of of any contract must to be awarded to the sector of small, minority and disabled veteran owned businesses puts me in select company. I am certified at the state and city levels. I’m a member their vendor networks and when interesting contracts come up, I have the option of pursuing or passing. This was one of the good ones IMHO.
I read the RFP (Request for Proposal) three times to fully comprehend what the requirements were. I began to talk with potential partners. Out of these talks a list of questions was developed asking for clarification of specific aspects of the RFP. This list was submitted as part of the RFP process. After receiving the answers it begins: fill out the documents in the RFP as well as gather up sales information, insurance documents, and scour through my archive to find the most appropriate examples of what was called for in the portfolio portion of the package. My photography is the area where I shine brightest but it gave me pause because I had to think about the flow and strength of my work when submitting to people I’ve yet to meet and may never. (it’s a distinct possibility)
I culled through hundreds of photographs: landscapes, portraits, political campaigns, my time-lapse project for The Huntington, etc. Spent dozens of hours deciding which photos made the first cut and then deciding how they might work together in the required portfolio. Mind-numbing effort but necessary and I got to do all the work myself! I also spent time learning more about the ZERO carbon footprint flying machine covering the aerial portion of the RFP.
Simultaneously I’m gathering the required documents, double and triple checking that they are filled in and out correctly, making sure the grammar and syntax are correct and so on. I never would’ve been able to complete this portion without the incredible help of Ms. Molly Moran, a thoughtful and smart writer with a particular expertise in RFP’s.
The documents and files are gathered, I spend $250.00 on four notebooks, 100 pages of document holders, 100 sheets of inkjet paper and seven ink cartridges. Printing 14 image files, burning and printing one CD, printing seven text files times four, plus assembly takes six hours. Oh and in between I make a trip to the notary to make my affidavit official. I am a beat dog by this point. And I still have to hand-deliver. Both of my printers run out of ink at the same time, (with 7 prints to go) I am now in overdrive mode: I shower quickly, dress, drive to store to buy more ink, (cartridges eight and nine) print, sleeve, load and hop into my car (which is almost on empty, oh great.) for the 35 mile trip to the client’s office. Mostly freeway through downtown LA. Traffic and idiot driver central. Oy!
Luckily I there is very little traffic, I arrive early, turn in the four notebooks, get a time-stamped verification and drive back to my office, with very little traffic. Who knew the traffic gremlins would take the afternoon off? I am humbled and grateful for this learning experience.
You may be asking yourself why subject oneself to this form of abuse? Four reasons: the government never seems to run out of money, the intellectual growth I’ve experienced through this process, the people I’ve met (did I mention Molly?) and the knowledge gained about how I’m perceived by other experts will prove to be invaluable….
A process I highly recommend.