How to Effectively Communicate with Teaming Partners
As the saying goes, if you want to go fast go alone but if you want to go far go together.
There is value in partnerships because what one business or person may lack another can fill in the gaps to enhance the customer experience. You see this in day-to-day life without even noticing (or maybe you do). Regardless of if you’re a Target fan or not, most people have shopped there at some point. And they do partnerships really well. They’ve collaborated with several high-end brands like Tracy Reese (my personal favorite), Ulta, Apple, and Starbucks—all with the goal of creating a one stop shop. They basically don’t want you to leave the store for anything: clothes, coffee, home goods, beauty; they’ve got it all.
While partnering with another business is not essential all the time, it can benefit your business for certain work you are bidding on. Part of figuring out if you need a partner is knowing what the requirements of a solicitation will be and would the clients experience be enhanced by bringing on another business(s). If this answer is yes, then there are a few things to keep in mind when working on a proposal with another business as either the prime or subcontractor.
Find Your Partner(s) Early
Once you’ve identified a solicitation you want to bid on, be sure to track it so you stay updated on industry events and when it will be released. During this time, you’ll also know if you need to bring on a teaming partner(s) to do some of the work. Teaming is not something that should automatically be your go to, but it is a way for you to bid on contracts that otherwise you wouldn’t be able to due to capability gaps. If you wait until the RFP is released to start looking for a teaming partner, you’ll never have enough time to get all the paperwork together and flesh out all the details for who will do what work before its time to submit the proposal. Identifying potential partners early on gives you time to vet them properly. The best ways to find partners are by developing good relationships through networking and attending industry events and conferences.
Get That Paperwork In Order
With teaming comes even more paperwork (as if we don’t have enough already, right!). This is so each business is clear on what their role will be on the potential contract and throughout the proposal development process. One of the first documents you’ll need to create is a teaming agreement. This is a contract between the prime and subcontractors to establish the usual legalize. In some cases, the agency you are submitting the proposal to may even require a teaming agreement as part of the submission to prove the relationship between the two businesses. This is something that should be drafted by a lawyer and typically includes proposal responsibilities, scope of work for the subcontractor, proof that the sub will actually get work if the prime wins the contract, invoicing/payment to the sub, non-disclosure terms (this can also be a separate non-disclosure agreement [NDA]), exclusivity of the subcontractor, and termination rules.
Requests for Information (RFIs)
RFIs are documents you send to your teaming partners to ask for information thats needed for the proposal. Typically, you would send one out before an RFP is released (and after a teaming agreement is signed) to gather general information you know you will need like company info including size, points of contacts, DUNS number, etc., logo files, capabilities statement, and even write ups and past performance drafts. After the RFP is released, you’ll probably need to send another RFI for any specific items based on the requirements. While there is no limit to how many RFIs you send to your partners, its best to keep them streamlined and at a minimum to avoid confusion and a lot of back and forth. Obviously, if you need something that you forgot about for a response, then send an RFI but just be mindful of efficiency as you are creating them.
Internal Communication Strategy
Just like some RFPs ask for a communications plan, it’s important to have a plan to communicate with your partners throughout the proposal process. This starts early on as you are developing the teaming agreement. Think about what information you’ll want your partner(s) to have access to—Will they be involved in reviews or other key meetings? What access will they have to your repository if any? Who are the points of contact?, and How will you handle deadlines?
If you have partners that are sending you information to incorporate into the proposal, they should likely have earlier deadlines, so you have time to review and edit before adding it to the larger document. The gist here is to be clear in all communications and have a strategy set up front. You may not want a partner to have access to all your business information and a plan on how you all will work together to submit a proposal will avoid confusion.