This whitepaper breaks down the features and benefits of using Privia versus Sharepoint for your proposal management efforts.

1. White Paper
ely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collabora
amlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams an
llaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect team
nd collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Conne
ams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government marke
onnect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the governmen
arket. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in th
overnment market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed
e government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete an
cceed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compe
nd succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soa
ompete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rate
ar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your w
tes soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch you
n rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watc
ur win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solutio
atch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, truste
lution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a prove
usted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on
oven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Re
n a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessl
ely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collabora
amlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams an
llaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect team
Beyond SharePoint:
Capture and Proposal Management
that Helps You Win

2. With so much of today’s government procurement shifting to GWAC and IDIQ
multiple award contracts, the ability to track the barrage of task orders
generated from these contracts has put new pressure on prime and
subcontractors alike.
As the bid process becomes more Does SharePoint deliver what contrac-
complex so do the teams required to tors need to deploy bids, handle
analyze, win and execute on each task capture information, synthesize a Winning Bidders
from every bid. Even finding the right proposal and track the myriad of task
Need To:
team members – whether part of your orders that will result from an award?
organization or outside – can be a • identify and qualify
daunting task. Given all the players Does SharePoint offer your team and
opportunities
required to succeed, it’s no surprise subcontractors the tight integration
that collaboration tools have become a needed to keep everyone on the same
• manage complex business
critical component for government page? Will it provide only as much
information as a team member needs
information and analyses
contractors seeking new business. The
question is which tools should you be based on their role? Can virtual teams
• build the right team
looking at today to meet tomorrow’s that are mobile and fast-paced collabo-
demands? rate from anywhere they may be and
• develop compliant and
access the workflows they need to
Many contractors start with Microsoft compete?
compelling proposals
Office SharePoint. With some features
The rest of this overview will compare • collaborate within the
available as a free download, the low
barrier to entry seems to offer simple SharePoint to Privia’s custom-designed organization and with
collaboration and a platform for solution especially for government various partners
developing web-based applications that contractors’ bid and proposal process.
you can use to support your enterprise’s
bid and proposal management. With
basic document management functions An In-Depth
and a host of add-ons, templates, Look at Privia
integrations, and developers ready to
Privia is the only comprehensive,
customize for you, SharePoint seems
out-of-the-box ready application
like a good starting point.
designed specifically for businesses
Beyond SharePoint: Capture and Proposal Management that Helps You Win 2

3. bidding on state, local and federal dashboard alerts when tasks are contract reporting. Automation of task
contracts. Privia measurably improves overdue or at risk. Business develop- order response processes, including
top-line revenues through increased ment teams can stay connected without activity tracking, helps implement best
win rates and team productivity by physical meetings, thus reducing time practices and allows gating of reviews
streamlining the competitive procure- and travel costs. and alerts for at-risk milestones. And
ment process from opportunity Privia’s dashboard gives a centralized
identification to proposal delivery. It is Proposal Teams view into all requests and contract
used by more government contracting vehicles whether IDIQ, GWAC or other.
Privia supports industry best practices
professionals than any other bid and
and automates repetitive administrative
proposal package. IT Team
tasks involved in proposal development
while tracking milestones and reporting Privia’s out-of-the box solution means
Available both as Software-as-a-Service
exceptions. your IT staff can focus on the bottom-
(SaaS) and for on-premises implemen-
line. The integration with external
tation, Privia is simple to adopt and
Once you launch a proposal, Privia: capture sites like FedBizOpps, Onvia
tailor to the specific needs and business
• captures past performance and GovWin via the Privia toolbar
environment of any contractor. The
information means your team can easily find
most critical benefits of Privia are:
• builds a capabilities matrix contracts to bid on and import the
information with the click of a button.
Business Development Teams • facilitates management of external
Privia’s openness means you can
team members and contractors
From the start, Privia offers automation deploy it on your servers or in a hosted
of repetitive business development • provides a virtual ‘war room’ for
environment, while utilizing almost any
tasks. Collecting bid information from team members to communicate and
document type or browser.
data providers like epipeline, Centurion, collaborate
FedBizOpps, GovWin, and others is now
a one-click import of opportunity
The software tracks and reports on
progress and identifies potential
An In-Depth Look
details. A central repository exists for all
users to draw from, and a common
bottlenecks before they impact the at SharePoint
proposal. Much of the ‘dead time’ SharePoint consists of four basic tools:
workspace gives everyone on the team
between tasks is reduced or eliminated
insight into opportunity, milestone and Portal Server:
resulting in a faster time to proposal.
budget metrics. This “single system of Integrating with Active Directory, the
record” ensures you find the email, portal server enables users to create,
spreadsheet or presentation needed Task Order Response display and edit various types of data
without difficulty. Privia helps untangle the mess of into lists and eases management of
multiple contacts and task orders. It users and groups. A built-in index and
Privia was designed on an interface that creates a parent-child relationship search engine lets users locate informa-
is easy to use and adapts to the needs between task order requests and tion, and the look and feel of the user
of your business. It includes email and contract vehicles to ease pipeline and interface can be tailored to your needs.
3 Beyond SharePoint: Capture and Proposal Management that Helps You Win

4. Collaboration System:
SharePoint uses a set of specialized lists
SharePoint
to implement calendars, Shortcomings “While SharePoint allows
announcements, discussions and tasks. users to create their own
For all its features, there are several
shortcomings when using SharePoint as applications and customize
Document Repository:
your bid/proposal engine. Some of the SharePoint intranet sites, the
Enables users to upload and download
more important issues to consider are: management and support of
documents, assign permissions, and
Security: these sites can quickly
version documents authored with the
Limited options may not handle the
Microsoft Office suite, including become a quagmire for the
complexity of multi-layered permissions
check-in/ check-out, auditing, and organization, which often
involving roles for external users like
editing within the original application.
subcontractors versus internal user finds that neither its
Also provides basic document routing,
rights. development team nor its
approval and records management.
operational staff possess the
Procurement-Awareness:
Development Platform: specialized skills required to
SharePoint has no out-of- the-box way
SharePoint offers APIs and an object
to capture, process, and evaluate support them”*
model to allow the creation of custom
opportunity data from diverse sources
functions.
as FBO, Onvia, etc. Individual — “Now is the Time to Determine
These tools combine to offer some SharePoint sites need to be created for SharePoint’s Place in Your
particular strengths. SharePoint every single opportunity. SharePoint’s Application Development Strategy”
integrates seamlessly with Microsoft presence detection relies on a contact
Forrester, July 2008
Office applications; if all you are list which is bid/task specific, rather
sharing is Word documents and than global.
PowerPoint presentations it can be a
Workflow:
simple way to collaborate. Simple
Basic capabilities do not include rules
Intranet sites can be deployed with
for folders and management reporting,
included templates allowing a team
and workflows are disconnected from
to share information quickly.
resource pools. Thus each resource
If you are working on a small number of must be manually designated for each
bids that won’t have multiple award workflow step. SharePoint users cannot
contracts, SharePoint can offer configure time-based workflows or
something more easily shared than pen change them on the fly as needs
and pencil notes. change.
Beyond SharePoint: Capture and Proposal Management that Helps You Win 4

5. Openness: already deployed code causing even its maintenance and support can create
SharePoint is Microsoft Office-centric, more IT burden. an added burden for IT and LOB alike.
and doesn’t easily support other apps
and file types. Many long running Continuity: So, while some organizations will decide
processes such as capture and proposal Mission-critical development is that SharePoint is suited to their needs,
management require expensive hampered by the lack of backup/ most will discover a different approach
add-ons. It is also very Internet-Explorer restore tools and integration with other that will fulfill their requirement both
centric, creating a problem for BYOD, enterprise data. more completely and cost effectively.
Mobile and MAC users.
Easily Scalable:
Version Control: SharePoint recommends no more than The High
The modest version controls must be 10 users access a document and there is
a hard limit of 99 users for collaboration.
Cost of “Free”
turned on manually with each instance
It is important to understand the hard
and inside each folder. Even templates
SharePoint can become a very expensive and soft dollar costs Involved in
can’t eliminate extra steps to deploy,
platform requiring specific IT skills, and deploying SharePoint. A SharePoint
and version upgrades could break
SharePoint Up-Front Costs $157,00
MS SharePoint Server
SharePoint for Internet Servers 8%
Windows External Connector 6%
Office Forms Server 28%
Forms Server for Internet
SQL Server
51%
6%
1%
5 Beyond SharePoint: Capture and Proposal Management that Helps You Win

6. deployment can involve extensive costs Client PCs must be equipped with the Since these costs only represent the
for both hardware and software, following: SharePoint platform, you need also
including a full Microsoft stack upgrade • Windows XP Professional or later take into account the additional
as well as vendor integration upgrades. customization costs to implement full
• InfoPaths
This chart illustrates Microsoft’s document management functionality
• Office 2003 or later
recommendation of the requirements and the additional applications
for an internal/external SharePoint • Windows Workflow Foundation required to implement a full
configuration. • Visual Studio.NET bid/proposal system.
Required server software includes: It is important to note that you may Procuring a hosted SharePoint solution
• Windows Server with SharePoint also require additional Client Access rather than an on-premises implemen-
services installed Licenses (CALs), additional hardware to tation might seem like a more cost-
support high availability and disaster effective strategy—until services and
• SharePoint Internet Portal Services
recovery environments.. Scaling to storage costs and transaction fees are
• SQL Server
support more users will also add to tallied. With either an on-premises or a
both software and hardware costs. hosted version of SharePoint, license
SharePoint Customization Costs $374,00
Architecture
4%
Project Operation Management
Development and Configuration
4% 16%
Infrastructure Support
Testing and Provisioning 15%
IT Operations
Troubleshoot and Bug Fix
19%
Education and Training
6%
17%
19%
Beyond SharePoint: Capture and Proposal Management that Helps You Win 6

7. costs for non-employee users and yielding a more complex environment
customization (key elements that are for IT to support and an added step that
often taken for granted) add consider- business process owners would rather Discover how
ably to the total expense. not have to deal with. Add-ons must be Privia can help
managed, upgraded and integrated
your organization
without causing older code to fail, and
SharePoint none of this even touches on the cost of
Available as a Software-as-a-
Customization Costs the hardware required to host applica-
Service (SaaS) solution or
tions and storage.
For organizations seeking to deploy
installed on-premise, Privia
document management and collabora-
offers affordable, flexible
tion, additional activities, time spent,
and costs can include:
Privia or SharePoint? licensing models to fit the
• Architecture
Taking the Next Step requirements of organiza-
• Development and Configuration For all its features, SharePoint is not tions of any size.
designed or to deliver the comprehen-
• Project and Operation Management
sive, targeted functionality needed to www.privia.com
• Infrastructure Support
support bid capture and proposal 866-531-9370
• IT Operations management processes. Government
• Testing and Provisioning contractors in today’s highly competi-
tive market can’t afford to employ
These additional costs do not include poorly suited tools and sticky-note
the development of additional workarounds.
processes or extending access and
collaboration to subcontractors and As the industry’s leading application
partners, nor do they include the with comprehensive out-of-the-box
additional security, identity and access functionality, only Privia gives organiza-
management, governance and work- tions like yours the tools to streamline
flow issues that extending the circle of every part of the proposal and capture
collaboration would entail. management pipeline.
The results, proven in real-world
Ongoing Operational Costs for
implementations, include:
SharePoint
• Higher productivity
Since SharePoint is a platform rather
than an application, its deployment is • Improved success rates
more like an operating system than an • More effective use of global
application. The actual business rules resources
need to be layered on to the platform, • Dramatically increased revenues
7 Beyond SharePoint: Capture and Proposal Management that Helps You Win

8. ly on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborat
amlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams an
llaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect team
d collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connec
ams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government marke
onnect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the governmen
arket. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in th
vernment market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed i
e government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete an
cceed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compet
d succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soa
ompete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your win rate
About Privia
ar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch your wi
tes soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watch you
Reputation For Excellence
n rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution. Watc
Large companies and small businesses alike have come to rely on Privia to lower
ur win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, trusted solution
their costs, maximize their efficiency, and reduce stress among their new business
atch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven, truste
teams. Our partnerships with leading organizations like the BD Institute and Shipley
lution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on a proven
Associates mean that we keep on top of the latest best practices and integrate those
usted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Rely on
into our products. And our relationships with companies of all sizes are long-term
oven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessly. Re
and mutually successful—just ask them !
a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborate seamlessl
ly on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams and collaborat
A Culture Of Responsiveness
amlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect teams an
Because we have worked so closely for so long with our clients, we have been able
llaborate seamlessly. Rely on a proven, trusted solution. Watch your win rates soar. Compete and succeed in the government market. Connect team
to respond to their needs at critical times and continue to evolve the Privia product
base to meet their needs. As margins grow smaller and the marketplace ever more
competitive, Privia has risen to our customers’ challenges and delivered more
streamlined processes. Our attention to usability means we are always improving
the user experience of our product. We listen to our customers—and the results are
measurable.
Get in touch!
Privia LLC
555 Herndon Parkway
Suite 250
Herndon, VA 20170
866.531.9370