The
Salentis
System

Phase 1: Proposal Planning

Analysis, planning and preparation prior to the kick-off workshop sets up proposal development for success. We have found that investing time in a detailed schedule and compliance outline at this stage, built from every document included in the solicitation, is essential for ensuring that a bid is fully compliant. It saves time, effort and disappointment later on.

• We analyse the solicitation and develop a detailed compliance outline, development schedule and finalise the battle rhythm
• To ensure data security, our processes and procedures are updated continuously with regular cybersecurity assessments
• The Salentis team is fully prepared via a project orientation ahead of the start date so that we can hit the ground running

Phase 2: Confirm Win Strategy Through Kick-off Workshops

We facilitate workshops to help identify and refine the most effective messaging for the proposal. We use group brainstorming sessions to gain a common understanding of the requirements and the competitive landscape. This includes customer gain and pain points, client strengths and value proposition for the customer (tools and systems, innovations, themes/strengths and discriminators).

• Buy-in, test and communication of win strategy
• Writers and design team engaged early
• Evaluator-focused solution confirmed

Phase 3: Develop Response Strategy

Proposal writing team identifies detailed, specific strategies and approaches to meet solicitation requirements.

Salentis writers work with subject matter experts to populate proposal development worksheets and conduct more defined strategy sessions around the client’s offer design.

Our management and coordination team start work on the Master Data Call and Conventions List.

Meanwhile the design team begins creating templates, conceptual graphics, and other design elements.

Phase 4: Annotated Outline Development

The Salentis team begins to turn worksheet outcomes into outlined text and draft graphics in accordance with the compliance outline.

Salentis writers are the critical thinking interface between our client’s engineers/executives and the procuring authority’s evaluators. They use journalistic techniques to ensure that the proposal fully addresses requirements and backs claims with compelling evidence. This means internal resources are distracted less from their ‘day jobs’. And by leaving the writing to professional Salentis writers, it means better proposal quality and eliminates ‘stove-pipes’.

• Development of the annotated outline provides a clearer picture for space allocation by section and helps identify where they may be holes or weak areas in the solution/offer.
• Salentis designers draft initial graphics including attention-grabbing elements that highlight the strategic messages that were agreed during the kick-off workshops.

Phase 5: Publish First Draft

With the design agreed, the writing and graphics team get to work preparing first drafts with outline graphics and text.

Salentis designers bring our client’s solutions to life using graphics, photography and other visual design elements that will excite evaluators and enable them to easily and immediately interpret messaging as intended rather than having to wade through pages of complex narrative text.

Throughout the process, we use agile techniques to assess and evaluate progress so that no section falls behind.

An end-of-stage Pink Team Review evaluates these drafts to confirm we are on track with the solution and authorises the start of work on the second draft.

Phase 6: Publish Second Draft

Development begins on a second draft, incorporating relevant Pink Team Review feedback and developing all content including graphics and other visual elements.

A tried, tested and continuously improving process, unique to Salentis, brings discipline, focus, and keeps the proposal on track. Then, our Red Team Reviews are very targeted directing reviewers to answer a set of questions based on the solicitation instructions and evaluation criteria. In this way, we gain greater insight into the extent to which the proposal is complete, compliant and compelling. It also mininises the temptation for reviewers to be drawn into editing and avoids completely subjective reviews.

• Best-in-class, Adobe Creative Cloud for illustrations, production design and managing colour reviews
• Kanban functionality is used to allocate responsibility, track progress and identify bottlenecks
• Our ‘virtual wall’ gives the bid team access to the latest drafts of the proposal for commenting and collaboration

Phase 7: Final Production

Salentis writers work to incorporate relevant Red Team Review findings, resolving any conflicting comments with client solution architects. We work to edit and polish the proposal, with particular emphasis on consistency of style and terminology across all documents.

• The final draft is read aloud by a select number of bid team members (the Gold Team) and final edits are made live. Content is locked down and considered final upon Gold Team release to Final Production.
• We lead a professional production process followed by a comprehensive final ‘white glove’ page turn ensuring the proposal is in the required format and in the various versions mandated by the procuring authority.
• After final production, Salentis can oversee the submittal of the proposal via procurement authority portals and supervise any hard copy printing as needed.

Phase 8: Post Submittal

After submittal, focus is given to the orals/presentation phase of the procurement. Salentis can support negotiations, slides and video preparation to augment discussions. Key personnel are trained and prepared in strategic communication, Q&A and presentation techniques.

We conduct a White Team Review to compile lessons learned from capture planning through contract award, ultimately improving future competitiveness.

In many cases, clarifying questions, best and final offer and/or final proposal revisions are required to determine the winning contractor. Salentis offers continued support to our clients to respond to customer questions and revise proposal materials as necessary to address customer needs.