Our Own Harvey Heroes

It started out as a bit of a joke, says Brittany Cooper. Not long after Hurricane Harvey filled Houston’s streets with water, Brittany and her husband, Cody Cooper, started checking in with her friends and family, making sure everyone was OK.

When Brittany learned that one of her friends was stranded amid the rising water, she joked about jumping in her boat and coming to the rescue. As soon as she said it, though, Brittany realized that her joke could seriously help people in need.

A few hours later, she and Cody were guiding their little boat through the streets of Houston, on the lookout for anyone stranded by the hurricane.

Brittany, communications manager at The Writers for Hire (TWFH), was just one of the hundreds of Texans who compromised their own safety and well-being to join the rescue efforts. Brittany’s family hails from Cat Spring, Texas, where she and her husband live on a farm with their four children. The farm sits on 11 acres of flood-resistant wetlands.

On Sunday, Aug. 27, The Washington Post reported that the torrential rainfall dropped on Houston as a result of Hurricane Harvey was “the worst it had ever seen.” A record 30-50 inches of rainfall fell in and around Houston—the highest volume of rain ever recorded in the continental U.S. — and residents were warned to stay inside to protect themselves from impending floodwaters.

Cody Cooper, pushing his aluminum boat through the flood waters.

Although the rain began to ease off towards the end of the weekend, the worst was yet to come. In the following days, two dams and a levee overflowed, causing additional flooding to the storm-battered area and displacing hundreds of thousands of residents.

Using Facebook and an app called Zello, the Coopers got the word out to people in the city of Katy and Houston’s Memorial area, two of the areas that were affected by the storm. They spent two full days in their boat, rescuing people in need. The water was cold and difficult to navigate, both logistically and physically, especially in areas with fast-moving currents.

Brittany says she has no idea how many people she and Cody rescued — they weren’t counting, they were just “doing what needed to be done.” They crossed paths with many others doing exactly the same thing, some of whom had purchased canoes for this purpose.

Brittany says one of the most difficult parts of the rescue effort was that after finding people, they didn’t always know where to direct them. If they couldn’t bring them directly to a shelter, they would get them to dry land and ensure that they were assisted by law officials. It was hard to let them go, especially knowing that they may have lost everything.

Rescue efforts were especially tricky and slow going at times because certain areas were entirely closed off to protect the public. Brittany says that law enforcement and rescue workers were thankful and re-routed people in boats rather than telling them to turn back to safety — they needed every bit of help they could get.

By the second day, the Coopers worked out a more streamlined procedure and plan. Cody and his friends went door-to-door offering help and pushing the boats to dry land. Brittany was in charge of giving people and pets a warm welcome. “We laughed, cried and I even got to cuddle fur babies,” Brittany says. “Seriously, these families were so sweet!”

And even after two exhausting days on the ground, the Coopers continued to help flood victims in other ways.

One of the problems with this type of catastrophic emergency is that shelters and other evacuation centers end up with plenty of donations — but they don’t always know what kinds of donations are needed the most. Brittany asked families for lists of high-priority items and then, with the help of friends and family, acquired everything on the lists. One of Brittany’s friends even donated a car to a family.

Not only did Brittany coordinate essentials for five or six families, another TWFH staff member, Jen Rizzo of Colorado, gathered donations and drove all the way to Texas with essentials in tow.

Wintress Odom, founder of TWFH also raised $12,000 and counting via a You Caring page. Wintress, who lives in Katy, also stepped in to look after the Coopers’ children when Brittany and Cody were out on the boat. Brittany jokes that Wintress “was the real MVP because dealing with four kids is harder than what we did.”

Brittany insists that she doesn’t feel that her family did anything extraordinary. They witnessed many, many other people out there helping people in various ways and were touched by the way the community came together.

While the initial floodwaters have now cleared, the damage remains extensive, and thousands of residents have been left permanently homeless. Some estimates of the cost of Harvey’s destruction are as high $190 billion dollars, and it will take years to rebuild.

NAVIGATING A SUCCESSFUL PROPOSAL PROCESS: PART 1 OF 3

To Bid or Not to Bid

You’ve just received a Request for Proposal (RFP). You’re elated. It’s a sizable contract; capturing the contract and the customer’s repeat business would be an enormous leap forward for your company.

Then you begin to look at the RFP. It’s a 100-page document full of jargon, legalese, and pages upon pages of requirements you may never have fulfilled — at least on this scale — and the elation fades to doubt. When you see the proposal deadline, a mild panic sets in.

Where do I begin? Should we even try to tackle this? How should I put the best team together? How can we pull this off with the least stress and the most efficiency?

These are the questions we’ll address during this three-part blog series. Take a deep breath, and follow these first steps toward a thorough, well-managed proposal process.

 First Things First

Remember, a Request for Proposal is just that: a request. You are not obligated to respond, and, depending on the requirements outlined in the RFP, you may not want to respond.

The first question to ask is whether this contract will truly benefit your company.

Daniel Hewitt, a Process Safety Specialist with a Houston-area engineering firm, emphasizes, “This is a question you should take very seriously. Not all contracts are worth pursuing. No matter how big the contract, no project is worth pursuing when it is doomed from the start or is likely to damage your reputation.”

Answering this question requires a thorough analysis of the RFP and some legwork on your part.

 Analyzing the RFP

Before making a decision about submitting a proposal, you must begin gathering information. Calmly read the RFP from cover to cover. Use a highlighter, write questions in the margins, take notes, and study it. Be thoroughly familiar with it before taking it to other people in your organization to avoid misinforming anyone involved.

Watch for buried requirements. Requirements may be lurking in a footnote, a table, or in very small print beneath a drawing; missing them can cost money or hold up the project.

Paul Munger, 30-year employee and project estimator for Dallas-based T W Design, illustrates this point. “For example, your company may ordinarily paint the machinery for its contracts. An asterisked note in 6-point type says something is to be powder coated. If you were to paint it and then be told by the client it was to have been powder coated, it could be very costly. And your company would have to absorb the costs.”

Look for information that is not there. “Often there is information missing from the RFP that may be critical to project delivery,” Hewitt said.

“Make a list of any questions you have concerning what seems to have been left out. Bring up any concerns you have about missing information with those who may be affected: the estimator, the procurement manager, the person who will head up the project if the contract is won, and the person in charge of company or contract finances.”

Note the deadline for asking questions. The company issuing the RFP will typically answer questions and clarify items in the RFP — up to the designated cutoff point.

Companies handle these requests for clarification differently. Some answer an individual company’s question(s) independently. Some route the response via email to everyone on the bid list. Others hold a meeting to which all bidders are invited, and questions are answered at the meeting.

“Just be sure to submit your questions prior to the deadline,” Munger said. “Only rarely will you be able to ask anything afterward.”

Scrutinize contract terms and up-front costs. For example, Marion Winsett, a career sales manager in oilfield equipment, said, “Does the contract require that you or any subcontractor post a performance bond?” Winsett recalls a contract his company bid on and lost. The RFP stipulated that a particular subcontractor be included on the project. It further required that the subcontractor post a $1 million performance bond. The subcontractor refused to agree to the performance bond, and the workaround Winsett’s company offered in its proposal was rejected.

“Our failure to come to an agreement on that single issue cost us a huge contract.”

Munger recommends paying attention to any other type of mandated insurance and specifications requiring a longer warranty period than is normally offered.

“Check with the procurement manager regarding the cost of additional warranty coverage,” he advised. “When you find a company willing to offer an extended warranty, it is likely to cost more or require extra lead time.”

Addressing contract terms up front is extremely important, Hewitt said.

“A lump sum or turnkey contract must be examined with a fine-toothed comb. If the RFP is not well thought out, and your questions related to missing information are not resolved early on, that is a huge red flag.”

Perhaps you shouldn’t respond, as committing to a poorly defined project could seriously affect project success.

Assess the resources required and the contract schedule. Make note of the number of resources and the sequence in which resources will be required. You may want to involve subcontractors rather than increase your workforce or try to expand your services.

How many employees and/or subcontractors will be needed at project startup? When will the resource curve be at its height, and how many resources will be needed? What about closeout?

“Ask the contract manager to estimate resource requirements and immediately apprise you of potential roadblocks,” Munger advised.

 If subcontractors are required, a team must be assembled to source and select the subcontractors immediately after the determination to bid the contract has been made.

This team is often independent of the team writing the proposal team. The subcontractor selection team may be members of your sales force, as they likely have existing relationships with subcontractors.

Winsett stresses the importance of working closely with the subcontractor(s).

“The selection team and the subcontractor must agree to the terms in the RFP. Terms stipulated in the RFP that the subcontractor sees as roadblocks must be addressed immediately.”

 Understand what it will take to do the job. If the RFP calls for designing, building, repairing, or otherwise providing something that is not an item you normally provide, make sure that your estimate accounts for those things.

“Consult a representative of the labor force to determine how the task might be accomplished,” Munger suggested.

Make a list of the materials required and the associated specifications. If your company has an estimator and a purchasing agent, now is the time to seek their input.

Give the RFP, the list of standard materials, and the projected labor requirements to the estimator. Ask the estimator to read the RFP and let you know if he or she thinks you’ve underestimated your ballpark resource hours or failed to note some critical materials or equipment.

If the RFP calls for any nonstandard items, take your list of nonstandard items to the purchasing agent. Ask the purchasing agent to read the RFP to double-check your list and to let you know immediately if there are issues related to product availability, backorders, and long lead times.

If your company doesn’t have a designated estimator or purchasing agent, enlist whatever help you can get so that issues regarding the cost of materials and any nonstandard items can be addressed immediately.

It’s Time to Decide

As soon as you have read the RFP and received some key players’ assistance, head straight to the person with the purse strings. Discuss the terms of the RFP regarding up-front costs, terms of payment, and additional staffing.

After your discussions with the financial officer, the estimator, and the project manager, Hewitt emphasizes that you should have a “Go/No-Go meeting.”

This meeting should include the persons just mentioned and any others you’ve involved who may have foreseen a red flag on the RFP, as well as the top decision-maker for your company or division. Brainstorm how issues in financing, staffing, and materials acquisition might be resolved.

“Set aside your belief in how important this client’s business might be,” Hewitt said. “Consider whether the roadblocks you’ve identified could actually result in project failure, a damaged reputation, or financial loss.”

You must resolve the issues or agree to pass on this one.

 

Next in this series: We’re Going Forward. What Next?

 If you’ve struggled with previous proposals — possibly in the form of all-nighters, frustrated teams, and a mess of email miscommunication — then you know just how wrong proposal preparation can go.

 Setting up the right team from the start can mean the difference between smooth writing and proposal hell. From sales reps to SMEs, learn who should be on your proposal team to keep the writing on track and help secure a winning bid.

How To Help Hurricane Harvey Victims

Since Hurricane Harvey brought record rains to greater Houston, people throughout the country have been looking for ways to help flood victims.

During this special radio interview, Wintress Odom of The Writers For Hire suggests effective ways to do that.

Wintress also describes the program that she and her husband, Sean Odom, started to buy and take supplies directly to flood victims.

To hear Wintress’ radio interview, click play below.

To support the Odom family’s relief program, visit their You Caring page.