Covers the requirements Identification and Compliance Checlist Development KCAs of the APMP Accreditation Syllabus First session in the Planning the Proposal Phase Module of Bid to Win's APMP Foundation Preparation programme

1. APMP®
Accreditation Programme
Planning the Proposal Phase
Session 1: Requirements and
Compliance Checklist Development
Planning the Proposal Phase
© APMP 2005 and Bid to Win Ltd 2010 Version: 0v9

2. In this session:
Requirements Identification
Compliance Checklist Development
Establish your quality controls EARLY!
2 © Your Company 2003 Confidential

3. Requirements Identification
• Identify documented customer
requirements
Planning the Proposal Phase
Syllabus Requirement

4. Confirm the requirements:
When the RFQ arrives:
Distribute it to core • Specific sections allocated for detailed review by individuals
team members • The Bid Manager should check the tendering rules
Then ‘walk • Look for ‘surprises’,
through’ as a team • New requirements, anything that’s not clear
• Questions for the Customer
Identify: • Actions for the solution team
RE QUALIFY! • Can you still win?

5. How to identify requirements
Look for every “shall” and “will” (or similar) in the
requirements document. Identify them:
• Coloured Markers
• Underline or Circle
• Cut from a paper copy
• Electronically cut and paste
• Proposal Preparation Software
Review for missed requirements, lower level
requirements or implied requirements

6. How to strip out requirements
Follow the order of the topics and paragraphs in the
tender document
List each requirement as a separate checklist item
• Use the prospect’s words and phrases in your checklist
• Start each checklist item with the ACTION verb in the tender document
Use the requirements checklist to assist outlining your
proposal
Review the checklist against the tender document to
ensure all requirements have been stripped out

7. Decompose complex requirements
Complex requirement Basis for Requirements Checklist
2.3.2 Diagnostics
 Specify the diagnostic tools built into
© Shipley Associates Proposal Guide, 2nd Edition
What diagnostic tools our system.
are built into your
system? Indicate those  Indicate the diagnostic tools available
that are available only to only to the network management
the network personnel.
management personnel.  Indicate the diagnostic tools available
Indicate those that are only from the central switch site.
available only from the
central switch site and  Indicate the diagnostic tools available
those that are available from nodes, terminal locations, etc.
from nodes, terminal
locations, etc.

8. Completed checklist fragment:
# Ref: Requirement Type Priority
2 … … S M
3 … … S O
4 2.3.2 Specify the diagnostic tools built into our system I M
5 2.3.2 Indicate the diagnostic tools available only to the I M
network management personnel
6 2.3.2 Indicate the diagnostic tools available only from I M
the central switch site.
7 2.3.2 Indicate the diagnostic tools available from nodes, I M
terminal locations, etc.
8 … …

9. What if there is no RFQ?
Build a • Your understanding of the
requirements requirements
checklist • Discussion with the
based on: Prospect

10. Compliance Checklist Development
• Candidates should be capable of building a
compliance matrix
Planning the Proposal Phase
Syllabus Requirement

11. Building a Compliance Matrix
Follow the order of the proposal request
List each requirement as a separate item
Use the customer’s words and phrases
Begin each item with the action verb
• “Describe, specify, list, provide details of…” etc
• Identify Mandatory / Optional: “Shall, must, may , should …”
Use the list as a guide to:
• check that every requirement is answered
• estimate individual section and total proposal page counts

12. Extend the compliance checklist into a
response matrix:
# Ref: Requirement Type Priority We Refer-
Comply? ence
2 … … S M Full
3 … … S O Partial
4 2.3.2 Specify the diagnostic tools built I M Full 3.2.3
into our system
5 2.3.2 Indicate the diagnostic tools I M Full 3.2.3
available only to the network
management personnel
6 2.3.2 Indicate the diagnostic tools I M Full 3.2.3
available only from the central
switch site.
7 2.3.2 Indicate the diagnostic tools I M Full 3.2.3
available from nodes, terminal
locations, etc.
8 … …

13. In summary:
We have seen how to:
•Apply a systematic approach to
identifying documented
requirements
•Extend the Requirements
Checklist into a Compliance Matrix
Syllabus Requirement