Proposal development

Performance Work Statement

A Performance Work Statement is a statement of work that describes requirements in terms of measurable outcomes and results rather than specific methods or processes. PWS focuses on what needs to be accomplished, allowing contractors flexibility in how they achieve objectives. PWS is the preferred approach for service contracts because it enables innovation and efficiency gains. It includes performance standards, quality levels, and metrics by which contractor performance will be evaluated. A well-written PWS clearly defines acceptable performance, surveillance methods, and consequences for non-performance without dictating specific procedures.

Statement of Work

A Statement of Work is a detailed description of work to be performed under a contract, including the specific tasks, deliverables, timelines, and technical requirements. Unlike a Performance Work Statement, a SOW typically prescribes how work should be performed rather than focusing solely on outcomes. SOW documents are common in construction, manufacturing, and technical services where specific methods or standards must be followed. They define the boundaries of contractor responsibility, inspection and acceptance criteria, and government-furnished property or information. Contractors must carefully analyze SOW language during proposal preparation to ensure complete and accurate pricing.

Request for Proposal

A Request for Proposal is a solicitation document used in negotiated acquisitions that requests offerors to submit both technical and price proposals. RFPs are used for complex requirements where the government expects to conduct discussions and negotiations before award. RFPs contain instructions for proposal submission, evaluation criteria and their relative importance, contract terms and conditions, and the statement of work or performance work statement. Contractors respond with detailed proposals addressing all evaluation factors. RFPs allow for best-value tradeoffs between technical merit and price rather than awarding solely to the lowest bidder.

Request for Quotation

A Request for Quotation is a solicitation document used primarily for commercial items and simplified acquisitions where price is the primary evaluation factor. RFQs request vendors to submit price quotes for clearly defined requirements. RFQs are simpler than RFPs and typically result in faster awards with less proposal preparation effort. They are common for commodity purchases, commercial off-the-shelf products, and orders against existing contracts like GSA Schedules. Evaluation usually focuses on price and delivery, with minimal technical evaluation beyond confirming the quoted item meets specifications.

Competitive Range Determination

A Competitive Range Determination is the contracting officer's decision identifying which proposals have a reasonable chance of being selected for award. Only offerors in the competitive range may participate in discussions and submit revised proposals, while others are eliminated from competition.

Contractor Team Arrangement

A Contractor Team Arrangement is a formal agreement between two or more contractors to work together on government contracts. CTAs allow companies to combine capabilities, meet contract requirements, and compete for opportunities that individual firms could not pursue alone.

Fair Opportunity Proposal Request

A Fair Opportunity Proposal Request is a solicitation issued to multiple-award contract holders seeking proposals for a specific task or delivery order. FOPR implements fair opportunity requirements ensuring all contract holders have a chance to compete for orders above certain thresholds.

Invitation for Bid

An Invitation for Bid is a solicitation method used in sealed bidding where award goes to the lowest-priced responsive, responsible bidder. IFBs are used when requirements are clearly defined and price is the primary selection factor, with no discussions or negotiations conducted.

Joint Venture

A Joint Venture is a business arrangement where two or more companies combine resources to pursue specific contracts while remaining independent entities. JVs are common in government contracting to meet contract requirements, combine capabilities, or satisfy mentor-protégé and small business teaming objectives.

Letter of Commitment

A Letter of Commitment is a written document from a teaming partner or subcontractor confirming their intent and availability to participate in a proposal and resulting contract. LOCs demonstrate to the government that key team members are committed to performing if the contract is awarded.

Letter of Intent

A Letter of Intent is a preliminary agreement expressing intent to enter into a contract or teaming arrangement. LOIs outline key terms and conditions but are typically non-binding, serving as a framework for negotiations while parties finalize definitive agreements.

Proposal Analysis Team

A Proposal Analysis Team is a group assembled to evaluate contractor proposals during source selection. The PAT reviews proposals against evaluation criteria, documents strengths and weaknesses, assigns ratings, and provides recommendations to support the source selection decision.

Solicitation for Offers

A Solicitation for Offers is a formal request for proposals or quotes issued by a contracting officer. The SFO contains all information needed for offerors to prepare responsive proposals, including requirements, instructions, evaluation criteria, and terms and conditions.

Subject Matter Expert

A Subject Matter Expert is an individual with deep expertise in a specific technical or functional area. SMEs support proposal development, participate in source selection evaluations, provide technical guidance during contract performance, and advise on specialized requirements.

Statement of Objectives

A Statement of Objectives is a requirements document that describes desired outcomes at a high level, allowing offerors to propose innovative approaches. SOOs focus on what the government wants to achieve rather than how to achieve it, encouraging creativity in proposals.

Final Proposal Revision

A Final Proposal Revision is the last opportunity for offerors to revise their proposals after discussions in a negotiated procurement. The contracting officer establishes a common cutoff date for FPRs, after which proposals are evaluated for final source selection.

Non-Disclosure Agreement

A Non-Disclosure Agreement is a legal contract protecting confidential information shared between parties. NDAs are common in teaming arrangements, pre-proposal discussions, and situations where proprietary business or technical information must be exchanged.

Summary of Requirements

A Summary of Requirements provides a high-level overview of an agency's needs that will be addressed through a procurement. The SOR helps potential offerors understand the scope and nature of requirements before detailed solicitation release.

Notice of Opportunity

A Notice of Opportunity announces availability of work under an existing contract vehicle, typically for task order competitions. NOOs inform contract holders of upcoming requirements and provide details for preparing competitive proposals.

Statement of Objectives Approach

A Statement of Objectives Approach is a requirements development method focusing on desired outcomes rather than specific solutions. The SOA allows offerors maximum flexibility in proposing innovative approaches to achieve government objectives.

Draft Request for Proposal

A Draft Request for Proposal is a preliminary version of a solicitation released for industry review and comment before final issuance. DRFPs allow contractors to identify issues and help agencies refine requirements and evaluation criteria.

Invitation to Offer

An Invitation to Offer is a solicitation method requesting vendors to submit offers for consideration. ITOs are sometimes used in commercial-type procurements where the government seeks proposals that may be negotiated before award.

Letter of Offer

A Letter of Offer is a formal document presenting terms under which a contractor offers to provide goods or services. In Foreign Military Sales, LOOs present terms of sale to foreign governments for defense articles and services.

Request for Task Order Proposal

A Request for Task Order Proposal is a solicitation issued to IDIQ contract holders seeking proposals for a specific task order. RFTOPs provide the statement of work, evaluation criteria, and submission instructions for task order competitions.

Task Order Quote

A Task Order Quote is a contractor's response to a request for quote on a specific task order under an existing contract. TOQs provide pricing, approach, and schedule information for the requested work scope.

Bid Information Document

A Bid Information Document is a supplementary document provided with solicitations that contains information to assist offerors in preparing their bids or proposals. BIDs may include background information, technical data, site visit schedules, incumbent contractor information, and other relevant details not included in the formal solicitation. BIDs help ensure all competitors have equal access to information needed for proposal preparation. The information is typically provided for reference only and may include disclaimers about accuracy. Offerors should review BIDs carefully as they often contain valuable insights into government expectations and current operations.

Basis of Estimate

A Basis of Estimate is a document that explains and supports the rationale, assumptions, methodology, and data sources used to develop a cost or price estimate. BOEs provide transparency into how estimated values were derived and are essential for proposal credibility and cost realism evaluation. Strong BOEs include labor hour calculations, productivity assumptions, historical data references, vendor quotes, and risk considerations. Government evaluators review BOEs to assess whether proposed costs are realistic and achievable. Well-documented BOEs demonstrate estimating rigor and help defend proposed prices during negotiations and audits.

Contractor Bid Time

Contractor Bid Time refers to the period allowed for contractors to prepare and submit proposals or bids in response to a solicitation. Adequate CBT ensures contractors have sufficient time to develop quality proposals, obtain subcontractor quotes, and complete required certifications. FAR provides minimum timeframes for different procurement methods, but agencies should allow additional time for complex requirements. Contractors can request extensions if CBT is insufficient, though extensions are at the Contracting Officer's discretion. Inadequate CBT may result in fewer competitive responses or lower-quality proposals, potentially affecting best-value outcomes.

Request for Bid

A Request for Bid is a solicitation document inviting suppliers to submit sealed bids for clearly defined requirements where award will be made to the lowest responsive, responsible bidder. RFB is often used interchangeably with Invitation for Bid in contexts where price is the primary selection criterion. RFB procurements are appropriate when requirements are well-defined, specifications are clear, and there is no need to evaluate technical approaches or conduct negotiations. Bidders must meet all mandatory requirements, and award goes to the lowest price that conforms to specifications. Understanding whether a procurement is an RFB versus RFP helps contractors develop appropriately focused responses.

Sealed Quote

A Sealed Quote is a pricing submission provided in response to a Request for Quotation where quotes are submitted in sealed form and opened at a designated time. Sealed quoting procedures ensure fair competition by preventing premature disclosure of competitor pricing. Sealed quote procedures are less formal than sealed bidding but still maintain competitive integrity through simultaneous opening. They are common for simplified acquisitions and commercial item purchases where price is the primary evaluation factor. Contractors must ensure timely submission before the designated opening time, as late quotes typically cannot be considered.

Suggested Awardee Group

A Suggested Awardee Group is a preliminary list of offerors recommended for award by the evaluation team before final source selection authority review and decision. The SUG represents the evaluators' assessment of which proposals best meet the government's requirements based on evaluation criteria. The SUG is an internal document informing the source selection process and is not binding on the Source Selection Authority, who makes the final award decision. Understanding that SUG recommendations may be modified or overruled helps contractors recognize the importance of the SSA briefing and final decision phases in competitive procurements.

Strengths, Weaknesses, Opportunities, Threats

SWOT Analysis is a strategic planning framework used to evaluate an organization's competitive position by examining internal Strengths and Weaknesses alongside external Opportunities and Threats. In government contracting, SWOT analysis informs capture strategies, teaming decisions, and proposal approaches. Effective SWOT analysis for capture planning identifies discriminating strengths to emphasize, weaknesses requiring mitigation or teaming, opportunities presented by customer needs or competitor vulnerabilities, and threats from competition or changing requirements. SWOT frameworks help contractors objectively assess their competitive position and develop strategies that leverage advantages while addressing gaps.

Technical Approach

A Technical Approach is the section of a proposal that describes how the contractor will accomplish the work, including methodologies, processes, tools, and technical solutions. The TA demonstrates understanding of requirements and presents the contractor's plan for successful performance. Strong technical approaches address all solicitation requirements, present innovative yet proven solutions, and clearly explain how proposed methods will achieve desired outcomes. Evaluators assess TAs for technical soundness, feasibility, understanding of requirements, and likelihood of successful performance. The technical approach is often the most heavily weighted evaluation factor in best-value procurements.

To Be Determined

To Be Determined is a placeholder designation indicating that specific information, requirements, or decisions have not yet been finalized. TBD appears in solicitations, contracts, and planning documents where details will be provided or determined at a later date. Contractors encountering TBD items should assess the associated risk and consider requesting clarification or including assumptions in proposals. Significant TBD elements may indicate requirements immaturity requiring flexible approaches or pricing contingencies. Understanding how TBDs will be resolved affects proposal strategies and contract risk assessment.

Technical Quote

A Technical Quote is the technical portion of a quotation submitted in response to a Request for Quotation. TQs describe the proposed product or service, technical specifications, delivery approach, and compliance with stated requirements. While RFQs are typically price-focused, technical quotes may still be evaluated for compliance and acceptability. TQs should clearly demonstrate that offered products or services meet all technical requirements. For commercial items, TQs may reference commercial specifications and standard configurations. Understanding RFQ evaluation approaches helps contractors calibrate TQ detail and effort appropriately.

Analysis of Estimated Work

An Analysis of Estimated Work is a detailed examination of the effort required to complete proposed contract tasks, typically prepared as part of cost proposal development or government cost evaluation. AEW documents the basis for labor hour estimates, productivity assumptions, and resource requirements. Thorough AEW supports proposal credibility by demonstrating that estimated effort is realistic and achievable. Government evaluators conduct AEW as part of cost realism analysis, comparing proposed hours against historical data, technical complexity, and scope requirements. Strong AEW documentation helps contractors defend their estimates during negotiations and audits.

Best and Final Offer

A Best and Final Offer is a contractor's final revised proposal submitted after discussions with the government, representing the offeror's best terms for contract award. BAFO requests occur in negotiated procurements when the Contracting Officer determines that discussions are complete and requests final proposal revisions. BAFO submissions should address all concerns raised during discussions, incorporate any negotiated improvements, and present the contractor's most competitive pricing. Understanding that BAFO truly represents the final opportunity to improve a proposal helps contractors carefully consider their response strategy and ensure all strengths are fully articulated.

Business Partner Network

A Business Partner Network is the system of relationships, agreements, and information exchanges between an organization and its suppliers, teaming partners, and other business collaborators. BPN management supports supply chain effectiveness and partnership development. In government contracting, BPN considerations include subcontractor relationships, teaming arrangements, and mentor-protégé partnerships. Strong BPN capabilities enable contractors to assemble competitive teams, access specialized capabilities, and meet small business subcontracting goals. BPN development is a strategic activity supporting capture and proposal success.

Contract Evaluation Board

A Contract Evaluation Board is a formal body convened to evaluate proposals, assess offeror capabilities, and make recommendations for contract award. CEBs typically include technical evaluators, cost analysts, and other subject matter experts who apply evaluation criteria to determine best value. CEB composition and procedures are documented in source selection plans. Understanding CEB evaluation approaches helps contractors develop proposals that address evaluator perspectives. CEB recommendations inform Source Selection Authority decisions but are advisory rather than binding.

Chief Executive Officer

The Chief Executive Officer is the highest-ranking executive in a contractor organization, responsible for overall management, strategy, and performance. In government contracting contexts, CEO involvement may be required for certifications, representations, and significant corporate commitments. CEOs certify cost or pricing data, sign major proposal commitments, and may participate in high-level customer engagement. Understanding CEO responsibilities in government contracting helps ensure appropriate executive involvement in compliance and business development activities. CEO decisions shape contractor strategic direction and market positioning.

Data Call Package

A Data Call Package is a structured request for information from contractors or program offices, typically gathering data for budget justification, program reviews, or policy analysis. DCPs specify required data elements, formats, submission deadlines, and reporting instructions. Responding to DCPs requires understanding the data requirements and accessing appropriate source systems. Timely and accurate DCP responses support program advocacy and budget processes. Understanding DCP purposes helps contractors provide responsive, well-organized submissions that support customer needs.

Draft Request for Proposal/Quotation

A Draft Request for Proposal/Quotation is a preliminary version of a solicitation released for industry review and comment before the final solicitation is issued. DRFPQs allow contractors to provide feedback on requirements, terms, and evaluation criteria. DRFPQ reviews are valuable opportunities to influence solicitation development and understand customer needs. Understanding DRFPQ processes helps contractors prepare meaningful comments and position for final solicitations. Constructive DRFPQ feedback benefits both government and industry.

Data Sheet

A Data Sheet is a document providing technical specifications, characteristics, and parameters for products, materials, or components. DSs standardize information presentation and support evaluation, comparison, and compliance verification. DS requirements in contracts ensure consistent technical documentation. Understanding DS formats and content requirements helps contractors develop compliant technical documentation. Complete and accurate DSs support procurement decisions and quality assurance activities.

FedBizOpps / SAM Notices

FBO-SAM refers to the transition from FedBizOpps (Federal Business Opportunities) to SAM.gov as the single government-wide point of entry for federal procurement notices. Contract opportunities, solicitations, and awards are now posted on SAM.gov's Contract Opportunities section. Understanding FBO-SAM transition helps contractors navigate current opportunity notification systems. SAM.gov consolidates multiple legacy systems including FBO. Contractors must monitor SAM.gov for solicitations, amendments, and award information. Effective SAM.gov use is essential for federal market awareness.

FPDS Reporting Module

The FPDS Reporting Module is the component of the Federal Procurement Data System that provides reporting and analysis capabilities for federal contract data. FPDS-R enables users to generate reports on contract awards, spending patterns, and procurement trends. FPDS-R data supports market research, competitive analysis, and business development planning. Understanding FPDS-R capabilities helps contractors analyze federal spending and identify opportunities. FPDS-R reports provide insights into agency procurement patterns and contractor market share.

Governmentwide Point of Entry

The Governmentwide Point of Entry is the single government-wide portal for federal procurement notices, currently SAM.gov. GPE is the mandatory location for posting contract opportunities, solicitations, and awards above specified thresholds. GPE monitoring is essential for federal opportunity identification. Understanding GPE requirements helps contractors stay informed about federal procurement opportunities. Contracting officers must post notices to GPE for most acquisitions above the simplified acquisition threshold.

High-Importance Program or Opportunity

A High-Importance Program or Opportunity designation indicates strategic significance for business development or organizational priorities. HIPO classification triggers enhanced attention, resources, and management focus for pursuit or execution. HIPO designation affects internal resource allocation and management attention. Understanding HIPO criteria helps contractors prioritize efforts appropriately. HIPO programs may receive dedicated capture teams, executive involvement, and investment in win strategies.

Integrated Award Environment

The Integrated Award Environment is the collection of systems supporting federal award processes including SAM.gov, FPDS, and related databases. IAE integration provides streamlined access to contractor registration, opportunity posting, and award reporting functions. Understanding IAE components helps contractors navigate federal procurement systems. IAE consolidation aims to simplify contractor interactions with government systems. Proper IAE registration and maintenance is essential for federal contracting participation.

Labor Evaluation Rate

A Labor Evaluation Rate is the rate used to evaluate labor costs in proposals, which may differ from actual proposed rates. LER-RATE establishes standardized rates for cost comparisons to ensure fair evaluation across offerors. Understanding LER-RATE application helps contractors prepare proposals responsive to evaluation approaches. LER-RATE usage normalizes labor cost evaluation when actual rates vary among offerors. Solicitations specify whether actual or evaluation rates apply.

Letter for Inquiry

A Letter for Inquiry is a pre-solicitation communication seeking preliminary information from potential contractors before formal RFP release. LFIs help agencies assess market capabilities, refine requirements, and identify potential sources. LFI responses provide opportunities to influence solicitation development and demonstrate capabilities. Understanding LFI purposes helps contractors prepare informative responses. LFI participation supports relationship building and early positioning for upcoming opportunities.

Letter of Request

A Letter of Request is a formal document from a foreign government requesting information, pricing, or availability of defense articles and services through Foreign Military Sales channels. LORs initiate the FMS case development process. LOR processing triggers contractor involvement in pricing data, delivery estimates, and technical information. Understanding LOR procedures helps contractors support FMS opportunity development. LOR response quality affects FMS case viability and eventual contract opportunities.

Marketing Action Plan

A Marketing Action Plan is a contractor's documented strategy for pursuing government market opportunities, including target agencies, capture activities, and resource allocation. MAPs guide business development investments and opportunity pursuit priorities. MAP development supports disciplined business development and resource optimization. Understanding MAP elements helps contractors structure effective market pursuit strategies. MAP execution tracking ensures accountability for business development activities.

Multiple Award Support Task

A Multiple Award Support Task is a task order competed among holders of a multiple award contract. MAST procedures establish fair opportunity requirements and evaluation processes for task order competitions under MAC vehicles. Understanding MAST procedures helps contractors compete effectively for task orders. MAST success requires responsive proposals meeting task-specific requirements. MAST competition maintains price and performance incentives throughout contract performance.

Pre-Award Information

Pre-Award Information encompasses documents, communications, and data shared before contract award. PAI includes draft solicitations, responses to questions, amendments, and industry day materials. PAI analysis informs proposal strategy and competitive positioning. Understanding PAI requirements helps contractors gather intelligence effectively. Monitoring PAI sources ensures awareness of opportunity developments.

Pre-Proposal Survey

A Pre-Proposal Survey is an assessment of a contractor's capabilities and resources conducted before contract award. PPS evaluations examine technical capability, financial resources, production capacity, and past performance. PPS preparation ensures readiness for capability assessments. Understanding PPS criteria helps contractors demonstrate qualifications effectively. Favorable PPS results support responsibility determinations and award decisions.

Pre-Qualification

Pre-Qualification is the process of evaluating potential contractors before solicitation to establish eligibility for competition. PQ requirements may include technical capabilities, certifications, past performance, and financial stability. PQ programs streamline subsequent competitions by pre-screening contractors. Understanding PQ requirements helps contractors maintain qualification status. PQ submissions require ongoing attention to currency and accuracy.

Proposal Team

A Proposal Team is the group of individuals assembled to develop and produce a proposal response. PT composition typically includes capture managers, volume leads, writers, subject matter experts, and production staff. PT organization affects proposal quality and competitiveness. Understanding PT roles and responsibilities supports effective proposal development. Well-structured PTs with clear assignments improve proposal outcomes.

Path to Win

Path to Win is a capture strategy framework identifying the specific actions, differentiators, and approaches needed to win a competitive procurement. PTW analysis examines customer priorities, competitive landscape, and solution positioning. PTW development guides capture and proposal investments. Understanding PTW elements helps contractors develop winning strategies. Clear PTW articulation aligns team efforts toward competitive advantages.

Request for Information Quote

A Request for Information/Quote is a hybrid solicitation combining market research with preliminary pricing requests. RFIQs gather capability information and rough order magnitude pricing to inform acquisition planning. RFIQ responses provide early engagement opportunities. Understanding RFIQ purposes helps contractors provide useful input. RFIQ participation supports relationship building and requirement shaping.

Request for Proposal Amendment

A Request for Proposal Amendment is a formal modification to a solicitation changing requirements, terms, or deadlines. RFP amendments must be acknowledged by offerors and incorporated into proposals. RFP amendment tracking is critical for proposal compliance. Understanding amendment implications helps contractors adjust proposals appropriately. Timely amendment incorporation prevents proposal deficiencies.

Request for Quote Modification

A Request for Quote Modification is a change to an RFQ altering specifications, quantities, or terms. RFQ modifications may affect pricing and delivery requirements. RFQ modification tracking ensures quote accuracy. Understanding modification impacts helps contractors adjust responses appropriately. Timely modification incorporation supports competitive pricing.

Source Evaluation Board

A Source Evaluation Board is the team responsible for evaluating proposals and recommending contract award. SEBs assess proposals against evaluation criteria and document evaluation findings. SEB understanding helps contractors tailor proposals to evaluation processes. Knowing SEB composition guides proposal communication strategies. SEB presentations provide opportunities to reinforce key proposal themes.

Solicitation

A Solicitation is the formal document inviting contractors to submit offers for government requirements. Solicitations include RFPs, RFQs, and IFBs, specifying requirements, evaluation criteria, and submission instructions. Solicitation analysis is the foundation of proposal development. Understanding solicitation structure helps contractors identify compliance requirements. Thorough solicitation review prevents proposal deficiencies and omissions.

Source Selection Advisory Council

A Source Selection Advisory Council provides recommendations to the source selection authority on contractor selection. SSACs review evaluation results and provide advisory opinions on award decisions. SSAC understanding helps contractors anticipate evaluation review processes. Knowing SSAC composition informs proposal communication strategies. SSAC briefings may involve contractor presentation opportunities.

Source Selection Evaluation Board

A Source Selection Evaluation Board conducts the detailed evaluation of proposals against solicitation criteria. SSEBs assess technical approaches, past performance, cost, and other factors specified in the RFP. SSEB understanding helps contractors tailor proposals to evaluation processes. Knowing SSEB focus areas guides proposal emphasis and organization. SSEB evaluator perspectives should inform proposal content and presentation.

Statement of Work Summary

A Statement of Work Summary provides a condensed overview of contract requirements and deliverables. SWS documents highlight key scope elements, performance standards, and major milestones. SWS review supports rapid assessment of contract scope. Understanding SWS content helps contractors quickly evaluate opportunity relevance. SWS development demonstrates ability to communicate scope clearly.

Technical Evaluation Meeting

A Technical Evaluation Meeting brings together technical experts to assess proposals, designs, or technical approaches. TEMs provide structured forums for technical discussion and evaluation. TEM participation may be required during proposal evaluation. Understanding TEM processes helps contractors prepare for technical discussions. TEM presentations should address evaluator questions and demonstrate technical capability.

Value Added Services

Value Added Services are supplementary offerings that enhance the core product or service value. VAS differentiate offerings by providing additional benefits beyond basic requirements. VAS development strengthens competitive positioning in proposals. Understanding customer VAS priorities helps contractors develop compelling offerings. VAS pricing should reflect the additional value delivered.

Work Statement

A Work Statement describes the tasks, deliverables, and requirements to be performed under a contract. WSs establish the scope of work and contractor responsibilities for contract performance. WS understanding is fundamental to proposal development. Understanding WS requirements helps contractors develop responsive technical approaches. WS compliance is essential for contract performance and customer satisfaction.