Clients in the Raw

Thursday’s morning’s panel included a seemingly unheard of client’s tell-all panel of public agencies answering questions directly from the audience. I tried my best to capture each question and responses but focused more on the overall rather than who said what. There was a very similar panel in Oregon just a week before this conference and I have to say that there were many similarities so I’m excited to compare those notes.

Q1: What are the top 3 things you see in a proposal?

1. Responsive

2. Relevant and demonstrates that you understand

3. Experience of your team on past projects

We will call your references (including your subs). We will find your spelling errors, we read your resumes. You really need to show similar projects, of similar type and size. Resumes are read by staff; make sure they are related and local. They are looking for clues about the makeup of the team that you are proposing.

Q2: What is the best way to get to meet you?

Keep your goal in mind and make sure you are targeting the right people. Know and research their goals. You have to hit both engineers and managers. Don't ask me what I have coming out next month! You should know and be asking me about current and future projects. You have to understand what the agency is going through. That said you can’t just meet with me. Even good personal relationships might not help you during evaluate when the org is big and rule intensive. Think boards, city councils, etc.

Q3: How can we win work with you?

The culture of public work is such that we have to defend our decisions. So your response matters.

The process is rigorous process for a reason. What is relevant to me is your understanding of our needs... So, tell us how you can help us with these needs.

Extra tips: Don't come after the rfp is out. Go to board meetings! Know our pressures, meet O&M staff. Read our strategic plan. Ask me how often you want me to check in. I don't want to hear what you do, how can you help me?

Q5: Cover Letters – Do you read them?

Yes someone reads them. Watch your cut and paste, we see your errors! With 20 submitals it can be as simple as this. Really zero in and the project spefics. How will your pm relate on the project not now big is your firm or how many office you have.

Q6: What is the best way to get to know you if we are new.

Start submitting (hum probably not what we wanted to hear). Also, start on warm up projects. Show you bring something fresh.... Really be innovative and show new ideas.

Q7: Broad vs. Niche firms. How do you judge when looking at competing teams?

We will be specific in targeting what we are looking for so it just depends on the needs of the project. Some simple projects don't need the full service team when the project is straight forward.

Know our subcontracting goals and policies - at times they may favor those subs. In general - we evaluate the team members specifically so have a good team and explain why they are the best team for the job.

Q8: Does price really matter?

Yes... But QBS and experience also matter.

Q7: How do you feel about big teams (competitors teaming)

Be sure you can show work experience together and well in the interview. Can you clearly demonstrate who the lead is and that there will be no headaches in working together? Their perception/experience is that there is often fingers pointing and no one is standing behind their work.

Add: get our feedback during before, during, and after the project

Q8: how important is being local?

Right now in this economy… Important! We could get heat from the board/public for not picking local.

Q9: Are proposals split apart and if so do I need to repeat myself?

If you sense is that they do the evalution that way then yes you should protect your interest

Q10: What role does creativity play in selection (all things being equal)?

It does matter! But remember it is a wide cross section, young, old..... It does help when you are showing you are creativity through your design - but back up anything you show with proof and refence! Make it easy to read, make your message come straight across. Every encounter you have with us we evaluate and remember. Don’t just say you will be innovative and creative…. Tell me how.

Q11: Are you considering add veteran business goals?

Not yet for these firms.

Q12: Are you keeping more work in house or hiring more consultants.

We are doing more with less. So outsourcing more, hiring more as-needed and on-call so we have the flexibility to do both.

Q13: Interview tips

Once you get to interview think about:

• How do you address our needs
• How does the team work together, what is the chemistry
• How well do you handle pressure

On interviews be sure your team is as polished your proposal. We want to see how you do under pressure. We hate death by PowerPoint but it does depend on the project. Either way (power point or conversational), put it in baby talk, be clear and don't kill us with info.

Q14: How do you come to a group decision on selection?

We are always willing to listen to staff’s opinions so it will be a group decision and we will be tough on everyone equally – even if we like you.

Q15: How should we present our issues with contracts?

Bottom line - Absolutely know you can sign this contract before you submit!

Q16: How to resolve issues between budget and proposed fees:

Talk to them before and know their budget.... Ask them how much they think it will cost. Know what they think the project will cost.

Q17: What do you think of clients who do more pre-work?

It is best to at least be able to demonstrate that you have the full understanding of the issues and challenges. It is a risk to come in with an idea and if you are off base then it would be bad, however, nine times out of ten the firm that wins did propose an idea (the right one though). Be sure you ground truth your ideas with the client!

Q18: Debriefs

There is a fear in the agency that we might reveal something that result in a protest. Bring you principals or marketing staff but not the team who could get defensive (or who we can't tell you sucked).

Q19: What piece of advice would you give for Q&A session?

Really really listen and respond to the questions. Do not ramble or BS.... Be prepared... Know what the panel might ask. We are looking to see how your team interacts. We don't care how many books you have read or even written. We want short and to the point and a project manager who can control this rambling.

Q20: How much does your past proposal/interview effect current selection? Is there a clean slate?

If you didn't stub your toe then there is probably no bad impression. But if you have baggage that you didn't take care of then it probably does carry over.

Q21: How often to you know who you are going to select before the rfp.

Probably 50/50. There is a process. There is a chance. Even the incumbent does at times stub their toe. Don't count yourself out.... They are however very causious about the perception of picking the same firm over and over. Show us why we should select you and you have a chance!