BID Plans | Scheduling and Coordination Services

Proposals are inherently time-driven activities with hard deadlines established by the Government that are not typically negotiable. With the clock ticking from the moment the Final RFP is released, it is critical to develop and implement an effective, realistic proposal schedule that maximizes content-development time while also ensuring that all aspects of the proposal process — such as graphics, editing, one-voicing, and formatting — are assigned the schedule, time, and attention required to deliver a high-quality product. Establishing milestones for pens-down, reviews, etc., is a critical element of any effective proposal schedule, and defining those milestones and making sure that everyone adheres to the same schedule keep your proposal team working with a unity of purpose and understanding of all the inter-relationships and interdependencies between the various volumes and sections of the proposal. An ineffective schedule leads to late nights and unnecessary rework, ultimately adding to the cost of developing a proposal. Our Engagement Manager works with you to ensure that you have an effective schedule in place, that milestones are effectively communicated, and that your team is focused on achieving those milestones in a way that minimizes stress and frustration.


  • Review Milestones
  • Review In Brief, Comments Processing, Out Brief
  • Production Time
  • Graphics Schedule


Appropriate scheduling of key milestones within the allotted response time is a challenge for many companies in order to include all steps required to ensure that the proposal is written, reviewed, and published in an efficient manner.

The BID Designs® Scheduling and Coordination Services team works with you from the beginning to establish your milestones with our advisement on best scenarios, and our team updates milestones with you as RFP dates change through amendments. We focus on clearly defined schedule milestones with the right people invited to events and key milestones. We assign an Engagement Manager to each effort to ensure that you have one contact guiding you through your support package.

When we first begin the effort, we verify the scope of services with you and obtain any key dates of concern. From there, we build a draft schedule with all milestones, including “pens-down/inputs-due” review in briefs, comments due, and review out briefs. We will also include a graphics schedule to keep your team on track and a final production schedule to include final “white glove” reviews with you. Your Engagement Manager will coordinate with you throughout your project to ensure that milestones are being met and will coordinate additional tasks you may require throughout the effort.

Key Features of Our ApproachYour Benefits
MS Project Proposal TemplatesPre-designed MS Project templates specific for proposal milestones, easily edited for your specific effort.
Milestone Meeting InvitesKeeping your team aware of upcoming deadlines, we use MS Outlook calendar invites to ensure your team has the latest milestones on their calendars.
Milestone ManagementMany companies desire a coordinator to help them stay on track to meet deadlines and ensure that the proposal development stays on track.

Better Business Bureau Torch Award for Ethics
BID Designs is proud to be a 2019 HREGI Progress Investor
Huntsville-Madison County Chamber of Commerce Small Business Award Winner