How To Submit Your Proposal.docx

The Step-by-Step Process for Submission and Approval:

Step 1: Draft the Project Plan Within the 14 calendar days stipulated in the SOW, your team will compile the Project Plan. This is not a single document but a package of documents that must address all requirements.

What to Include (On company letterhead. Please make sure that your plan is broken down by pricing and that your SAM.GOV UEI Number is annotated):

Step 2: Formal Submission to the COR Once the plan is complete, you submit it to the COR.

· Method: The standard method is a formal email.

· Recipient: The email must be addressed directly to the Contracting Officer's Representative (COR) whose contact information will be provided at the contract kick-off meeting. It is also a best practice to copy (Cc) the Contracting Officer (CO).

· Subject Line: The email subject line should be clear and professional.

· Example: "Project Plan Submission - Contract [Your Contract Number] - CGA Front Entrance Sign"

· Body: The body of the email should be brief and reference the attached transmittal letter and plan.

· Example: "Good morning, Please see the attached Project Plan package for the subject contract, submitted for your review and approval. We look forward to your feedback. Regards, [Your Name/Company]"

· Attachment: Combine all documents (Transmittal Letter, Schedule, Safety Plan, QC Plan) into a single, bookmarked PDF file. This is highly preferred over sending multiple separate files.

Step 3: Government Review The COR does not simply approve the plan. They will conduct a thorough review to ensure it is complete, compliant, and feasible.

· Compliance Check: The COR will check the plan against every requirement in the SOW.

· Technical Review: The COR may share the plan with other government stakeholders for input (e.g., the Base Safety Officer reviews the Safety Plan, or a Civil Engineer reviews the foundation plan).

· Timeline: This review period can take several business days to a week, depending on the complexity and the COR's workload.

Step 4: Feedback and Revision Cycle It is very common for a Project Plan to be returned with comments or required changes.

· Receiving Feedback: The COR will formally respond via email, often with a "Review and Comment" letter or by marking up your submitted PDF.

· Your Action: You must address every single government comment. If you disagree with a comment, you must provide a written justification for the COR to consider.

· Resubmission: You will then revise your Project Plan package and resubmit it following the exact same process as Step 2, often indicating that it is a revised submission.

· Example Subject: "REVISED Project Plan Submission - V2 - Contract [Your Contract Number]..."

This cycle may repeat until all government concerns are resolved.

Step 5: Formal Written Approval You have not received approval until you get it in writing.

· What Approval Looks Like: The COR will send a formal email or letter stating that the Project Plan is "approved" or "accepted." A verbal "looks good" over the phone is not an official approval.

· Crucial Point: In accordance with FAR 52.236-7, Permits and Responsibilities, you cannot begin any on-site work (such as demolition) until you have received this formal, written approval of your Project Plan. Starting work without it is a contract violation and puts your company at significant financial risk.