Episode #85. How to Write a Proposal – Technical Data

 #proposal writing #government contracting

Hello and welcome to the wonderful world of government contracting.  We are on episode number 85 and today we are going to talk about How to Write a Proposal – Technical Data.  But before we get started let’s roll that intro.

 

Welcome Back!  Now that you have reviewed and understand the contents of the solicitation package, it’s time to start gathering the required information needed to complete our proposal package.  This includes the technical data need to put into our proposal.

 

What is Technical Data?

 

Technical data is comprised of the specifications and standards, such as engineering design and manufacturing documents, drawings that describe the requirements for the material, product or service.  It also includes the criteria for determining whether those requirements have been met.

 

Under federal regulations the specifications cover only the government’s minimum needs in a manner to encourage maximum practicable competition. The government uses specifications only when they know exactly what it is that they want and need.

 

With the changes in acquisition policy, more requirements will be based on commercial specifications and standards.  Therefore, if the requirement is being purchased under Federal Acquisition Regulations (FAR) Part 12, then the product or service is being bought against performance criteria citing commercial specifications and standards.

 

Types of Government Specifications

 

There are two categories of government specifications:

 

• Federal Specifications – Federal specifications cover materials, products or services used by more than two federal agencies. There are issued by the General Services Administration (GSA) and must be used by all federal agencies.  Federal specifications can be obtained  at https://www.gsa.gov/buying-selling/purchasing-programs/requisition-programs/gsa-global-supply/supply-standards/index-of-federal-specifications-standards-and-commercial-item-descriptions  or contact your local Procurement Technical Assistance Center (PTAC).

 

• Military Specifications – Military specifications cover products or services that are intrinsically military in character or commercial products modified to meet special requirements of the military. Naval Publications and Forms Center (NPFC), located in Philadelphia, PA describes them.  NPFC stocks and issues Department of Defense (DoD) printed and digital matter without charge to federal agencies, and the general public.  Documents distributed by NPFC include military specifications and standards, federal specifications and standards, Qualified Product Lists (QPLs), Military Handbooks, and Departmental Documents.  Again, contact your local PTAC because many PTACs offer military specifications and standards as part of their services to their clients.

 

Getting Correct Specifications

 

These days, finding specifications and standards can be as easy as logging onto a subscription service on the Internet.  Subscription services can get you the specifications quickly and easily but can be expensive.  On the other hand, your local PTAC can provide you with the specifications you need and, in most cases, will either charge only a small fee or provide them for free.  Either way, it ensures that you get the specifications required by the solicitation.  You can find your local PTAC here: http://www.aptac-us.org/

 

 

CAUTION

 

If there appears to be a conflict or question regarding the specifications make sure you get it resolved immediately.  Do not try to second guess the government.  Making the wrong assumption about a specification can end up costing you big money.  F

 

Ordering Specification

 

Normally when you order the solicitation from the buying office, they will send the necessary technical data package with it unless the documents are considered common and are only referenced.  If the buying office doesn’t send the technical specifications, then you will have to contact the resource identified in the solicitation.  Because of the government’s shift to the Internet and e-commerce environments, the solicitation may include a web site where you can download the necessary documents and the appropriate readers for the drawings.

 

Helpful Tip

 

You may want to think about developing your own library of the specifications and standards that you use most often.  Make sure to bookmark a website for later use when you find a good site on the Internet.  Government specifications are required on many products or services.  Check out what is required on the solicitations that interest you and start to build your library.  It may be very helpful to you in the long run.

 

 

Conclusion

 

With the government making the move to procure more off-the-shelf solutions it is easier now than ever before your small businesses to be able to submit proposals on government solicitations.   However, you are still required to make sure that your products or services meet the minimum standard identified by the government.  It is also easy to obtain the specified drawings, diagrams and technical data need.  Most of the time these items are contained in the proposal packages.

 

The only difficulty that you may face is when bidding on specific military solicitations are you might have higher tolerances on the products that you are producing.  Remember that you must meet the minimum requires set forth in the solicitation package! 

 

We hope that found today’s topic beneficial and can apply our helpful tips into your business strategy.  For more topics on government contracting please go to our blog.  As always, a copy of today’s show note will be available to our podcast audience.  Until next time, be safe.