BY JOSEPH MURRAY
Each year, fire chiefs throughout the United States compete with leaders of other municipal departments and various administrative programs and projects for limited financial resources.
Fire chiefs today must function not only as the top firefighter within a community but, at times, as the department’s top salesperson for obtaining funding for equipment and vehicles. One method fire chiefs use to support their requests for competitive funding is through the development of written proposals. While written proposals can vary widely based on scope and format, they have some key components that should be included to ensure the best chance of success.
What is a Written Proposal?
A written proposal is a formal document produced by the fire chief that outlines a plan, idea, or project to persuade an elected official or budget manager to approve and fund purchases such as equipment and apparatus. A written proposal is a preliminary document that is nonbinding but seeks to identify the feasibility and value of a proposed project. It is also often the first attempt to secure support for funding and buy-in from elected officials. Although it is preliminary in nature, the written proposal is a useful document and provides the fire chief with an opportunity to share extensive information about the department with elected officials. This can be extremely valuable in communities in which facetime with elected officials can be more difficult to come by.
What It Isn’t
A project proposal is not a one-size-fits-all document. While this article provides tips and considerations for the formulation of a written proposal, it is important to note that each proposal will vary depending on the scope of the request. Written proposal design may also be altered to accommodate specific expectations or requirements of the audience. The format for written proposals may also vary based on requirements dictated by the governing body.
Importance of Proposals
The primary goal of a written proposal is to convince elected officials or those in charge of the budget to support a particular course of action. Essentially, a written proposal provides the fire chief with an opportunity to make a “sales pitch” for funding not only new equipment or vehicles but also new initiatives, new programs, additional staffing, and more. Written proposals are an important first step in any project. They help the fire chief outline a plan of action, clearly defining and communicating project needs, deliverables, objectives, and the resources required. A well-written proposal should articulate the fire chief’s vision, sell the elected officials on the course of action, and clearly define project processes.
For new fire chiefs or established fire chiefs interacting with newly elected officials, written proposals can be especially helpful, as their composition can also help establish a professional relationship with elected officials. The written proposal process can have the secondary effect of demonstrating the fire chief’s abilities as it relates to responsible fiscal governance. A comprehensive and well-written proposal can help the fire chief build credibility with elected officials. Conversely, a poorly written proposal with little supporting evidence can quickly erode a fire chief’s credibility.
Know Your Audience
To write a successful proposal, it is essential that the fire chief understands the audience. In most cases, written proposals are addressed to elected officials or their designees with authority over the budget. For the best chances of success, it is important that fire chiefs determine who will read and make the decision on their proposal and then customize the writing to address their specific areas of interest or concerns. For exam