• Place your company logo or the Agency Logo in the left hand side of the header.
  • Tailor, tailor, and then tailor the supplied model document more. Even resumes and corporate experience information needs to be tailored to RFP requirements. Templates have to be carefully tailored so that the requirements of the Request for Proposal are precisely addressed.

Sample Federal and DoD Agencies Where the Model Documents have been Instrumental in Winning:

Defense Contract Management Agency
Defense Logistics Agency
State Department
General Services Administration
Department of Veterans Affairs
National Academy of Sciences
Metropolitan Washington Airport Authority
Department of Education
US Postal Service
Federal Bureau of Investigation
Health and Human Services
U.S. Army
National Imagery and Mapping Agency
Multiple Commercial and State wins

  • If it doesn address RFP requirements —don't use that section, paragraph or sentence.
  • If subcontracting is not a major issue, then make any discussion of subcontractor management short and sweet or don't discuss it at all.
  • Read, re-read, and then re-read it again-in order to catch the smallest infractions.
  • If you delete any sections, check the Figure numbers and Section numbers.
  • The template is based on STYLES - a "Normal†font at 10 point. If the RFP calls for a specific font or style you simply have to change the STYLE (Select Format from the Standard Toolbar, Select "Styles and Formatting...â€, Place cursor over "Normalâ€-an arrow menu will appear-click on the arrow and then click on "Modifyâ€-make the necessary changes-all instances where normal is used within the document will automatically change.
  • Templates can save the day from a time and cost viewpoint. (Examples of template material include model management plans, corporate experience, staff resumes, and some technical materials.) All successful proposal writers use model documents extensively but they tailor it to the RFP.
  • Having a library of reusable text for proposals is indispensable. It can often cut the cost of proposal development dramatically. Grueling deadlines are less difficult. Source materials can be pre-edited so that techno-talk has already been transformed into English. The proposal manager, who is often a generalist, can draw upon reliable source material for exotic technical discussions that only a scientist or engineer could write.

Model Documents from IDEAS Proposals are copyrighted and can not be sold or shared.Your license is for the intended party only.In order to create a customized template please follow the directions below:
  1. Use the Answer sheet provided to write down your answers to the variables (i.e., «Solicitation Number» = FAA 1234-R-12-034)
  2. Using your filled in answer sheet-Copy and Replace your information
  3. Open the Find and Replace Dialog box (Ctrl+H)
  4. Copy (Ctrl+C) the first variable (i.e., «Solicitation Number») and Paste (Ctrl+V) in the Find What field.
  5. Tab to the 'Replace with' field and insert the information required
  6. Click on the Replace All Button
  7. Repeat for all Variables
  8. Update ALL tables with the required information-information in the tables are for sample purposes only.
  9. Update the yellow highlighted areas with the required information.
  10. Delete green highlighted areas-these are tips and suggestions for improving your template.
  11. Delete the IDEAS Logo and copyright information in the header.
  12. Delete any icons that open up additional files
  13. Delete and add information to meet the needs of the RFP.


Acceptance Period - The number of days your prices are good – usually 90 – usually stipulated in the solicitation

Agency Acronym - Provide the Acronym for the Agency (i.e., FAA, DoD, DoED, etc.)

Agency Address - The address you are submitting the proposal to.

Agency Name - Provide the full agency name (i.e., Federal Aviation Administration – not FAA)

Agency POC - Name of the person you are submitting the proposal to.

Client's Address - Address of your client/.

Client's Name - Full name of your clientrsquo;s Company

Client's POC - The full name of the person that will be filling in the past performance questionnaire

Company Acronym - Select the type of Plan (Communications or Customer Service)

Company Acronym - Or provide the short version of the company name

Company Address - Address of your company

Company Authorizing Official's Title - The title of the person authorized in your company to negotiate with the Government

Company Authorizing Official - The full name of the person authorized in your company to negotiate with the Government Company

Contracts Administrator - The full name of the person authorized in your company to negotiate contracts with the Government Company

Fax - The fax number of the person authorized in your company to negotiate with the

Government Company Name - Provide the full name of your company.

Company Phone - The work phone number of the person authorized in your company to negotiate with the Government

Company President - Full name of the Companyrs's President

Company Web Address - Your company web site address (i.e.,

Contract/Task Order - Type of contract you are responding to, i.e., contract, task order, IDIQ

COR Address - Address of the COR COR POC Name of the Contracting Officer you are submitting your letter to.

List of Services - List the services that are required of the solicitation – i.e., Testing, Database Migration, and SLCD.

Management Process - (i.e., CMMI Level 3, CMM Level 2, ISO 9001) - if you do not have a certified management process – do not replace this variable

Name of Accounting System - The Name of the Accounting System that tracks the costs against the contract (i.e., DELTEK, Peachtree)

Number of Subs - Number of subcontractors on your team Place of Performance Provide the Location (City, State) where the contract will take place.

Prime Contractor''s Company President - The full name of your Primers's company president

Primers's Address - Address of the Prime Contractor

Primers's Company Name - Full name of the Primers's company

Program Manager - The full name of the Manager who will oversee the project after you win

Proposal Due Date - Date and Time the Proposal is due into the Government.

Proposal Title - Title Assigned by the Government to the Solicitation

QA Director - Name of the Quality Assurance Director within your company

Quality Manager - Name of the person responsibility for Quality Assurance within your company

Retention Rate - Current Yearrs's Retention Rate – to one decimal

RFP Issue Date - Date Solicitation was issued

Second Tier Management Quantity - How many second level managers will there be

Second Tier Manager - Name of the Deputy PM or second level manager

Section Number - What Section Number is assigned to the Introduction within this proposal

Section Title - What is the Title of this Section (i.e., Introduction, Executive Summary)

Service Area 2 - List another of the services required in the RFP (i.e., Testing, Requirements Gathering)

Solicitation Number - Number assigned by the Government to the Solicitation

Staff Number - How many staff members are anticipated for the project.

Subcontractor List - List your subcontracts (i.e., SAIC, RSIS, and Northrop Grumman)

Title of Contracts Administrator - The title of your contracts department head.

Title of Manager - Provide the title of the manager as it is provided to you in the Solicitation (i.e., Task Order Manager, Project Manager, Program Manager, Program Director) Title of QA Director

QA Director - Provide the title of the Quality Assurance manager within your company.

Type of Solicitation - i.e., RFP, RFQ, SOW, PWS, IFB Volume Number i.e., IV, 4

Volume Title i i.e., Technical Approach, Technical Volume, as stipulated in the solicitation

Year Founded - The Year the Company was Founded Years in Business How many years your company has been in business