While this video is illustrated using a
grant example these steps will actually
work for all types of RFP responses. This
includes government or private sector
RFPs and grant RFPs. You can use the same
steps. The only difference is which
templates you select to build your
document with. In the end, in all these
situations, you are creating a Word
document made up of a number of
different chapters. In this video we're
going to show you how to respond to a
grant proposal using Proposal Kit. This
is usually creating a Word document that
matches all of the information required
in the grant application. This is going
to apply to any kind of grants whether
it's a government grant, local, national,
federal, state. It'll also apply to any
grant you're applying for such as to
private organizations. One of the main
differences between responding to a
grant and just doing a freeform proposal
such as selling a product or service is
you usually have instructions you have
to follow. So in this example we're going
to assume we've got a grant application
for an energy efficiency project. Now
we're going to illustrate this with our
Energy #9 Proposal Pack just so
you can see some color and design in the
documents. Usually grants, especially if
they are government ones, are going to use a
very conservative proposal usually using
our plain design Proposal Pack called
Proposal Pack for Any Business where you
don't want a lot of extra fancy
graphics and you're not going to get any
points scored for that anyway. So how you
usually start is you'll take your grant
application information. And this will be
a document given to you. It's up to you
to go through the grant application and
pick out all the things they want you to
talk about. And then it's up to you to
put together a document for your
response. And this is where Proposal
Kit comes in
because it can let you quickly assemble
a custom Word document for you to fill
in the blanks where our Proposal Pack
will have all the structure of the
document, all your major chapters, that
will match the information requested in
the RFP instructions. So we've taken this
grant application and we've highlighted
keywords in the document to remind us of
the chapters and types of information we
want to put in the proposal. And we'll
match these keywords to actual chapters
in the Proposal Kit. And this is how
we're going to assemble a custom Word
document to match this particular RFP.
Now because you have thousands of
chapter templates in the Proposal Pack
you'll be able to find matches to just
about any information that you're asked
to provide. So using the Proposal Kit
we'll start a Document Project.
Click the Pick Documents button and this
is where we're going to check off all the
chapters that match what's in the RFP. So
we'll check off some common chapters
like a Cover Letter, Title Page, Table of
Contents, an Executive Summary and then
we'll start looking through the RFP
instructions to see what kind of things
they're asking for. Now this one they
want to know our experience, service
territories. And we get into the details
like project cost, benefits, budgets, your
methodology and so on.
So these are the key phrases of
information that we're going to match to
chapters in the Proposal Pack. So we can
see right off we already have a
Benefits page. We have a Budget. Now we're
looking at the Top 40 most common
chapters here. So once we start getting
into more specialized chapters such as
an implementation plan, strategies,
methodologies and so on we're going to have
to start searching for those chapters. So
we'll search for an implementation plan,
maybe a design page,
methodologies and so on. And we're doing
partial keyword searches here to make
sure we hit the chapters as best
possible. So we'll do a search for these
four chapters and we're just going to go
through the RFP and start adding
chapters as we find them. So we can see
in the Proposal Pack we have an
Implementation Plan, we have a Project
Methods, we have a Design page, we have a
Strategy page, we have a Methodology page.
So a lot of these common phrases and
keywords you'll match straight to
chapters in the Proposal Pack.
We'll add these to our project and you
can see we're building up this list of
chapters. Another thing this particular
RFP asks for an assessment of the impact
your proposal will have on in this case
reducing air emissions. Well maybe we can
search for some chapters that will cover
an impact statement so let's just search
for the word impact and maybe a
reduction page.
You'll see we have an Environmental
Impact or we could use the Impact
Statement. Either one will work
and there's actually a Reductions page.
So we can add these two. Where programs
are offered, that could be say the
Service Area. Cost and benefits they want
to hear, the sources, a time frame.
So we're going to use this Service Area to
cover this one. Where programs are
offered topic, sources, we've got a
chapter for that.
For costs and benefits we've got a
Cost/Benefit Analysis page. Now you see
we didn't find Timeframe. There's not a
chapter titled exactly that in the
Proposal Pack. But there are many others,
like we could do a Timeline or a
Schedule. If we scroll down this
particular RFP, well they do want to see
a Timeline, Schedule of Events, Milestones.
We have a Milestones chapter, Schedule of
Events and a Timeline too. Add those. You
can see we're up to 20 pages for this
proposal. Grants can get very long very
quickly, especially if it's a government
proposal. They also want to know about
maintaining records for the project,
reporting, evaluation, being in compliance
with applicable laws and regulations. So
we're going to add some chapters to
cover those things too.
So we're going to use a Records
Management topic, an Evaluation topic and
a Reporting topic.
We can also use this drop down here to
find more chapters that might be grant
related. Since we're doing an RFP
response we'll pick this RFP response
category. You'll see these checklists
change to chapters that are more
tailored for RFPs. So we're going to
check a Compliance Plan and an RFP
Cross-Reference. The RFP Cross-Reference
is a good one to add to any grant
proposal because that's where you can
create a table cross-referencing all the
chapters in your proposal to the
information that's being requested in
the RFP. This makes it easier for the
people evaluating your response to find
information in your proposal response.
We're also going to add a Bid/No-Bid
Checklist and a Grant Proposal
Development Checklist. These are just
extra checklists that are good for
grants because it will give you a
checklist to go through. And you can
customize these checklists or come up
with your own bid/no-bid responses.
This is just to help you in evaluating
the creation of your response and
whether you should or shouldn't respond.
And now that we have selected all of our
chapters we can reorder these and put
them in a different order. Anything in
this side of the screen will just be
extra documents copied into your project
folder there for you to work with while
you are working on your assembled
document. So now that we've selected all
of our chapters
we'll make sure we have the Company Data.
I'll fill in the Client Data.
And now we've filled in the Client Data.
Now that we have the Company Data, Client
Data filled in, we have all the templates
selected that'll get built into the
document we're ready to save the project.
And this will build our Word document.
Okay now the Wizard is finished
generating our RFP response document. And
we've used one of the Expert level
features which will link dynamically
cells in the cost spreadsheets and
schedules into the Word document. So
you'll see when we pick the
Implementation Plan we can actually do
our plans and dates in the spreadsheet
and those totals and line items will be
updated automatically in the Word
document. We've got a Timeline calculator
the Cost/Benefit Analysis calculator, our
Budget calculator and so on. You'll also
see our Grant Proposal Development
Checklist document has been created. We
can customize that as needed to help us
fill in and finish the proposal and
the Bid/No-Bid Checklist, same thing.
You can just use this as you see fit. The
final assembled document you'll see
here's our Cover Letter. Our energy design
theme. This is the Energy #9. Now
the visual design theme, we have hundreds
of design themes you can pick from. We
have a plain design theme and we have
options for you to create your own
visual design theme branding it with
your own graphics, your own fonts, colors,
your own logo and so on. So all the
visual options are completely
customizable. You'll see the Table of
Contents has been generated. All those
chapters we checked off are in the Table
of Contents, headers and footers are all
created, chapter headers, bullet points. We
have tables. Our Milestones or
Implementation Plan. Now you'll see these
are actual linked cells from the
spreadsheet. So if we update the
spreadsheet these line items and numbers
and dates will change
in the document. That's part of that
Expert level feature where we can
dynamically link cells in a spreadsheet
to the Word document. So see we have a 36
page document already created,
structurally complete and ready for us
to start filling in the actual details
for the response.
So this is one of the big benefits to
the Proposal Kit system where you can
create five, ten, thirty, a hundred page
Word document customized
to the situation you need in just
minutes. So think of how long it would
take you to do this manually with a
blank Word document.
Creating a 30 page outline like this
this could take days where the Wizard
can do it in minutes. So now all we have
to do is actually fill in the details of
this document with our own information
and then we'll follow the instructions
in the RFP on how to submit it. Generally
RFPs are going to be in a Word or PDF
format. This is a big benefit to the
Proposal Kit system is that it is Word
based. You're generally going to have to
do a Word format saved and delivered
as a PDF. Another big benefit to the
Proposal Kit system is there are
countless resources on how to create
your proposals, how to actually do the
writing, how to do the details of your
proposal and anything you learn
elsewhere such as other videos, websites,
books and so on you can apply to when
you're filling in this generated
template that you've customized using
Proposal Kit. And that's the basics of
how to generate a custom template to
respond to an RFP using Proposal Kit. Let
us know what you think in the comments
below and click subscribe to keep up on
the latest proposal writing tips with
Proposal Kit.
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