University of Missouri - Kansas City

Reading the program announcement (PA), the requests for applications (RFA), or the request for proposals (RFP) and using it to prepare the proposal outline and format specifications--is the single most important part of the proposal writing process. (For the purposes of these guidelines, we'll use Program Announcement to refer to all funding solicitations.)

The Program Announcement will determine:

• initial apply/don't apply decision
• technical response and budget
• proposal format, outline and content
• proposal themes and sub-themes

Here are several rules to follow:

Rule #1. Read the Program Announcement word for word, cover to cover

In your first reading of the Program Announcement, look for the following:
• inconsistencies that need to be cleared up, questions that need to be answered
• the "true" competitiveness of the opportunity (Does another institution have the "inside track"?)
• statement (scope) of work (what sponsor wants done)
• special contract or programmatic requirements (Can you really give the sponsor what it wants?).

Some organizations/proposal teams make reading the Program Announcement cover-to- cover easier by:

• scheduling a group read
• binding the Program Announcement (3-ring binder) and tabbing the sections
• highlighting important points or questions to consider.

Rule #2. Make a Proposal Data Sheet.

Include all information from the Program Announcement that you need at your fingertips during the proposal development/writing process. This includes such information as:

Program Announcement Number
Exact title of Program Announcement
Sponsor and sponsor address
Due date and time
Submission address and instructions for submission
Contract officer name and how should and can be contacted
Project officer name and how should and can be contacted
Funding level
Type of contract and length
Start date for contract
Statement of work: number of tasks
Number or required volumes
Proposal copies required
Special instructions or requirements you do not want to forget

Rule #3. Use the Program Announcement to make the first of many apply/don't apply decisions.

The Program Announcement may contain warning signals that some other organization has the inside track (particularly for procurement/contractual opportunities) In this case, you must weigh carefully your real chances of winning the procurement. Some warning signals may include: surprises, unusual requirements, special requirements, outside review boards and footnotes and references.

Rule # 4. Give the sponsor what is asked for in the Program Announcement in the order and manner it is asked for.

Convincing the client what she/he needs is the goal of pre-proposal marketing.
The proposal must be 100% compliant to the Program Announcement.

Rule #5. Use the Program Announcement to outline and format your proposal.