PART III: Going After Jobs. Who Provides the Offer & Who Accepts.
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Transcript of PART III: Going After Jobs. Who Provides the Offer & Who Accepts.
PART III: Going After Jobs
Who Provides the Offer & Who Accepts
How Are Contracts Awarded?
Lowest Price
Solicitation serves notice that the award will made based on lowest price.
• Request for Quotes – written or oral• Invitation for Bid (IFB)
The business providing the lowest price must still be responsive and responsible in order to be awarded a contract.
The Concept of “Best Value” in Negotiated Procurement
• The entire effort involved in the acquisition process is directed toward the goal of obtaining “best value”.
• “Best value” means the expected outcome of an acquisition that, in the Government’s estimation, provides the greatest overall benefit in response to the requirement.
Best Value: Two Approaches• Tradeoff• Allows tradeoffs among cost or price and
non-cost factors and allows the Government to accept other than the lowest priced proposal.
• Lowest Price/Technically Acceptable• Proposals are evaluated to determine
whether they are technically acceptable and award is made to the lowest priced technically acceptable offer.
Responsiveness/Responsibility
Responsible vs. Responsive Contractor
• Responsible– Meet Criteria of Part 9 of the Federal Acquisition
Regulation (FAR)
• Responsive– Meet Criteria of a Particular Solicitation
What is a Responsible Contractor?• FAR Part 9• Determination of Contractor
Responsibility:– Formal document, signed by Contracting Officer
– Responsibility determined by the following:• Adequate financial resources to perform contract
• Able to comply with required delivery or performance schedule
• Satisfactory performance record (past performance)
• Satisfactory record of integrity and business ethics
Responsible Contractor (cont) • Have the necessary organization, experience, accounting and
operational controls, and technical skills, or the ability to obtain them
• Necessary facilities and equipment to perform contract requirements
• Be otherwise qualified and eligible to receive an Award under applicable laws and regulations (i.e. not currently debarred)
• Contracting Officer also checks System for Award Management (SAM):
• Representations & Certifications
• Active Exclusions (Excluded Parties List)
OK…So What is a Responsive Contractor?
• Completes all requirements of the solicitation
• Follows directions
• Submits the proposal on-time
• Price is fair and reasonable
• Meets requirements of the set-aside, if it applies
Proposals: Uniform Contract Format
Uniform Contract Format (UCF)
• FAR specifically requires the RFPs be prepared in accordance with the uniformed contract format.
• Though the UCF is not required for all solicitations, (for example RFQ’s and construction) there is basic information that must be provided regardless of the method of solicitation.
Uniform Contract FormatPart I -- The Schedule
A Solicitation/contract formB Supplies or services and prices/costsC Description/specifications/statement of workD Packaging and markingE Inspection and acceptanceF Deliveries or performanceG Contract administration dataH Special contract requirements
Part II -- Contract ClausesI Contract clauses
Part III -- List of Documents, Exhibits and Other AttachmentsJ List of attachments
Part IV -- Representations and InstructionsK Representations, certifications, and other statements of offerors or respondentsL Instructions, conditions, and notices to offerors or respondentsM Evaluation factors for award
From an SF 33: Example of Uniform Contract Format
Key Elements of a Request for Proposal
• Closing Date of Solicitation – UCF A• Delivery Date or Start Date/Completion Date – UCF F• Liquidated Damages – UCF I• Bonds – UCF I• Description/Specification/Statement of Work – UCF C• Instructions, Conditions, and Notices to Offerors –
UCF L• Evaluation Factors for Award – UCF M
Note:• L and M info may be stated elsewhere if a
Simplified Contract Format (SCF) is used.
What Should I Focus On?• Read all documents and forms included in the solicitation
package (including attachments) • If you do not understand a portion of the application, contact
the Point of Contact• Reading sections C through K will help you have a firm
understanding of the specific needs and requests required by the government agency
• Pay special attention to Sections L and M of the application, as these outline the evaluation process of the solicitation
RFP Section L• Information required to be submitted by offerors• Data needed to evaluate offeror’s proposal
• Format information • Margins, font size, headers, footers, etc. • Binding • General layout
RFP Section M • Evaluation Criteria• Most important section to the source selection • Basis for how offeror’s proposal will be evaluated through use of
factors and subfactors• Relationship between acquisition documents• Requirements set forth in Statement of Objectives,
Statement of Work, Performance Work Statement, etc.
Evaluation Factors and Significant Subfactors
• Factors will be listed in order of relative importance• Past Performance will be an evaluation factor• It must be stated whether all factors other than price
when combined are –• significantly more important than price• approximately equal to price, or• significantly less important to price
• Agency rating method need not be disclosed in the solicitation
Rating Methods
Agency Rating Methods of Evaluating Your Proposals
• Colors
• Adjectives
• Numerical
One BIG Don’t• Do not simply “mimic” the language in the RFP• Express an understanding of the RFP by specifying HOW
you will perform the work
• Example: The RFP’s Statement of Work is, “…the planned treatment is to mechanically treat vegetation within the boundaries of the identified units by chopping, mulching, and/or shredding the existing vegetation.”
• Don’t just repeat this statement in your proposal. Tell them how you will address this need.
Getting Paid
How Do I Get Paid?
• The invoice payment due date is the later of either the 30th day after the designated billing office has received a proper invoice from the contractor, or the 30th day after the government acceptance of supplies delivered or services performed by the contractor.
• Note: 30 days applies only to supplies and services. 14 days applies to construction.
How Do I Get Paid?
• The invoice payment due date is the later of either the 30th day after the designated billing office has received a proper invoice from the contractor, or the 30th day after the government acceptance of supplies delivered or services performed by the contractor.
• Note: 30 days applies only to supplies and services. 14 days applies to construction.
Tips for Success
What Can I Do?
• Be patient• Build a balanced, successful business• Attend networking events and prepare
capabilities statements • Practice and make it part of your routine• Work with your PTAC!
Brett Housholder300 S. Wolcott, Ste. 300Casper, WY [email protected]
Andi Lewis1400 E. College Dr.Cheyenne, WY [email protected]
Alyssa Lozier213 W. Main St, Ste. CRiverton, WY [email protected]