# Presentation: 323607

## Processes and OpportunitiesinUnited States Contracting

**Processes and Opportunities****in****United States Contracting**

**October 2007**

## US Government Acquisition

- Federal Acquisition Regulations
- Funding
- Appropriated funds
- Non-appropriated funds
- Socio-economic programs
- Small Business Programs
- Authorization Acts, Appropriations Acts, and Other Statutory Restrictions on Foreign Acquisition

## Federal Acquisition System Guiding Principles

- The Federal Acquisition System will –
- Satisfy the customer in terms of cost, quality, and timeliness of the delivered product or service
- Minimize administrative operating costs
- Conduct business with integrity, fairness, and openness
- Fulfill public policy objective
- 							FAR 1.102

## Procurement Ethics and Transparency

- Ethics and Procurement Integrity Laws
- Protection of contractor bid or proposal information
- Protection of source selection information
- Disqualification from participation
- Transparency
- Contract award decisions based on factors and significant subfactors in the solicitation
- No special advantage given to specific interest groups (e.g., Coalition Partners)

## US Government Acquisition Thresholds

** **Micropurchase
-  Simplified Acquisition
-  Commercial Item Test
-  Contracts

## Types of Business Opportunities

** **Prime Contractor
-  Partner
-  Sub-Contractor
-  Supplier

## Contracting Process

**Contracting Process**

## Selling to the Government

- Identifying Opportunities
- Central Requirements Posting – FedBizOpps
- Central Contractor Registration
- Commercial and Government Entity (CAGE) Code
- Subcontracting opportunities
- Rebuilding Iraq
- Marketing your Business
- Build your network

## FedBizOpps http://www.fedbizopps.gov/

## Central Contractor Registration http://www.ccr.gov/

## Commercial and Government Entity(CAGE) Codehttp://www.dlis.dla.mil/cage_welcome.asp

## SBA SUB-Net http://web.sba.gov/subnet/

## Common MilitaryExercise Requirements

-  **Hotel**
**Food Service**
**Material Handling Equipment**
**Construction Equipment**
**Vehicles**
**Cell Phones**
**Office Supplies/Equipment**

-  **Fuel**
**Electrical/Plumbing/Building Supplies**
** ****Portable toilets**
** ****Laundry/dry cleaning**
**Medical supplies**
**Bottled Water**
**Shipping/Customs Clearance**
**Port Handling**

## Market Your Business 

_***Professional Associations***_

_***Conferences***_

## Acquisition Planning

-   Develop/define the requirement
- Services
- Supplies
- Construction
-   Market Research
- Pre-solicitation notices
- Industry Days
- Requests for Information (RFIs)

## Being Prepared to Respond

-  FAR 52.204-6, Data Universal Numbering System (DUNS) Number
-  FAR 52.204-7, Central Contractor Registration (CCR)
-  FAR 52.204-3, Taxpayer Identification
-  DFARS 252.204-7001, Commercial and Government Entity (CAGE) Code Reporting

***Offerors must have required codes and numbers to be eligible for contract awards.***

## Uniform Contract Format (UCF)

- UCF has specified Parts and format
- Part I – The Schedule.
- Part II – Contract Clauses.
- Part III – List of Documents, Exhibits, and Other Attachments.
- Part IV – Representations and Instructions.

## UCF Format

- Part I – The Schedule.
- Section A Solicitation/contract Form.
- Section B Supplies or services and prices/costs.
- Section C Description/Specifications/Statement of Work.  [Statement of Objective (SOO), if Used]
- Section D Packaging and Marking.
- Section E Inspection and Acceptance.
- Section F Deliveries or Performance.
- Section G Contract Administration data.
- Section H Special contract requirements.

## UCF Format

- Section I   Contract Clauses.
- Section J  List of Documents, Exhibits and other Attachments.
- Section K  Representations Certification and other Statements of Bidders.
- Section L Instructions, Conditions and Notices to Bidders.
- Section M  Evaluation Factors for Award.

## Evaluation Factors

- Price – Always a factor
- Past performance
- Quality is always a consideration under the FAR
- Delivery/Schedule
- Technical/Management
- Key Personnel
- Risk
- Other

- Specified in Source Selection Plan (SSP) and Section M of the solicitation.

## Evaluation Rating Scheme

** **Color
-  Adjectival
-  Numerical/Points
- 	 (Not Generally Used)

**This information may not be provided in the solicitation.**

## Sample Offeror Proposal Development

-  Anticipate requirements through customer analysis and market intelligence
- Track RFI and pre solicitation notices
- Match opportunities with your strengths and capabilities
-  Make Bid – No Bid decisions early
-  Form an Offeror Proposal Team in advance of RFP release

**Cost of proposal preparation is borne by the Offeror.**

## Understand the RFP

-  Read all RFP instructions carefully
- Note page limitations
- Note organization requirements
- Note submission dates
- Note special contract requirements
- Submit all required documents

## Understand the RFP

- Seek clarification when necessary,
-  Do not make assumptions
- Allow sufficient time to meet proposal due dates
-  Late proposals may not be accepted
- Plan early for how your proposal will be submitted and organized

## Special Terms and Conditions

- Special Contract Requirements
- Health and Safety Issues (e.g., hard hats, eye protection, safety shoes, safety vests)
- Environmental Concerns
- Security

## Mechanics of Offer Submission

- Offer must be signed by individual authorized to bind the Offeror (Sections A/L)
- Provide all information requested in the solicitation, including all representations and certifications (Section K)
- Adhere to page count, if any (Sections L/M)
- Provide number of copies requested (Section L)
- Submit offer on time and at place designated in the solicitation (Sections A/L/M)

##  On line representation and certification application “http://orca.bpn.gov/”

**Representation & Certifications Central Registration**

##  How to fill Out an RFP 

- Contracts Available @
- _[www.rebuilding-iraq.net](http://www.rebuilding-iraq.net/)__  _

- Esra Naama
- _[Esra.naama@pco-iraq.net](mailto:Esra.naama@pco-iraq.net)__ _

## The first two pages are the most important 

**The first two pages are the most important **

- Esra Naama
- _[Esra.naama@pco-iraq.net](mailto:Esra.naama@pco-iraq.net)__ _

## Solicitation/Contracts/

- _[Esra.naama@pco-iraq.net](mailto:Esra.naama@pco-iraq.net)__ _

**Solicitation/Contracts/**
**Order for Commercial/Supplies Items Form **
- Please Complete Blocks 12,17,23,24,&30
- Discount Terms (Government discounts your total amount by 2%  if paid within the specified time that you indicate here)
- * 17a. Contractor/Offeror (Your Name, Company Information, e-mail & Telephone Number, { *if you are a Iraqi based business then you don’t need a Code & Facility Code})*.
- * 17b. Check if address is different.
- * 23.  What is the Unit Price
- * 24. Amount (total amount)
- * 30a. Signature of
-    Offeror/Contractor
- * 30b. Name and Title (Position in Company) of Signer ( individual responsible)
- * 30c. Dated Signed (must be filled in)

## Government USE (Do not enter anything in this section) 

**Solicitation/Contracts/**
**Order for Commercial Items Form**** **
**Blocks 23 & 24 Continue **

- Government USE (Do not enter anything in this section)

- Esra Naama
- _[Esra.naama@pco-iraq.net](mailto:Esra.naama@pco-iraq.net)__ _

## Solicitation, Offer, And Award, Form 1442 

- _[Esra.naama@pco-iraq.net](mailto:Esra.naama@pco-iraq.net)__ _

**Solicitation, Offer, And Award, Form 1442 **
**Construction, Alteration, or Repair**
**Government USE (Do not enter anything in 1-13) **

## Solicitation, Offer, And Award, Form 1442 

- Solicitation, Offer, And Award, Form 1442
**Complete Blocks 14-20 (Please see next slide)**
- * 14. Print; Name, Company Address and e-mail of your company.
- * 15. Telephone NO (Include area code).
- * 16 Remittance Address *(****Include only if different than Item 14).***
- * 17. Indicate the number of calendar days that the total Price will remain in effect.
- * 18. This is not required, please leave blank.
- 19 Acknowledgment of Amendments-  During the bidding process sometimes amendments (RFP Changes) are executed.  If so, please note amendment number and date for each change. C*heck the web-site daily in order to acknowledge any changes to the RFP.  *
** 20a. Name and title of person authorized to sign offer (Type or Print) *
- *20b. Signature
- *20c. Offer Date

- Esra Naama
- _[Esra.naama@pco-iraq.net](mailto:Esra.naama@pco-iraq.net)__ _

## Contracting officer name and email address is provided to you if you have any technical questions regarding solicitation 

**Contracting officer name and email address is provided to you if you have any technical questions regarding solicitation **

- Esra Naama
- _[Esra.naama@pco-iraq.net](mailto:Esra.naama@pco-iraq.net)__ _

## Important points: 

The RFP’s need to be submitted via email (unless you are  instructed to do other wise). 
Complete the bid exactly as asked, do not include things that are not asked. 
If your company doesn't have history of past performance, include CV’s of experts that will be working on the project. 
Site-Visits are a success to your proposal.
Try to use the same manufacturer that you see at the site for equipment & machinery on rehabilitation proposals, it will keep your costs within your competitors. 
Provide detailed report on the materials & equipment that will be used at the site (warranty, manufacture etc). 
Safety & Security (delivering supplies, security of the site etc), Security plan is needed. 
Pay attention to the evaluation factors within the solicitation and write your proposal to satisfy those factors, specifically. 
If you have any questions contact the contracting officer in charge. 

- The RFP’s need to be submitted via email (unless you are  instructed to do other wise).
- Complete the bid exactly as asked, do not include things that are not asked.
- If your company doesn't have history of past performance, include CV’s of experts that will be working on the project.
- Site-Visits are a success to your proposal.
- Try to use the same manufacturer that you see at the site for equipment & machinery on rehabilitation proposals, it will keep your costs within your competitors.
- Provide detailed report on the materials & equipment that will be used at the site (warranty, manufacture etc).
- Safety & Security (delivering supplies, security of the site etc), Security plan is needed.
- Pay attention to the evaluation factors within the solicitation and write your proposal to satisfy those factors, specifically.
- If you have any questions contact the contracting officer in charge.

- If you have any questions please contact:
- Esra Naama
- Women’s Development Manager
- GRD/PCO Water-Sector
- _[Esra.naama@pco-iraq.net](mailto:Esra.naama@pco-iraq.net)__ _

## Example Offeror ProposalTeam Organization

## Offeror Proposal Review Teams Example

** **Blue Team – proposal team preparer
-  Green Team – “Is my planning pricing and cost strategy sound?” – Financial staff
-  Red Team – Critique and take apart proposal team efforts.  Role play government’s evaluation team.

## Pricing Your Proposal

- Competition is a fact of life
- Highlight your strengths (e.g., quality, delivery, knowledge of area)
- Who’s the competition and what are their strengths?
- Type of contract affects your performance risk
- Fixed Price
- Cost Reimbursement
- Indefinite Delivery/Indefinite Quantity (ID/IQ)
- How is price weighted relative to technical
- Must be able to perform

***Price your proposal high enough to make a profit, but low enough to win.***

## Source Selection Objective

***Best Value***:  “The expected outcome of an acquisition that, in the Government’s estimation, provides the greatest overall benefit in response to the requirement.”
**              ****	****	****	****	****FAR 2.101**

**Source Selection Objective**

## Example DoD Preparation and Planning

**Gather Team and Establish Ground Rules**

**Receive Process Training**

**Receive Legal Procurement Ethics Training**

**Source Selection Plan (SSP) approved, RFP Released, Source Selection Evaluation Guide (SSEG) signed**

**Receive Source Selection Tools**

## Read key Request for Proposals (RFP) documents
Government Executive Summary (If used)
RFP Sections A-K, especially: 
Statement of Work/Specification (Section C)
Delivery Schedule (Section F)
Special Contract Requirements (Section H)
Contract Data Requirements List (CDRL) (Data Item Descriptions (DIDs))
Fill in Representations and Certifications (Section K)

**Government Executive Summary (If used)**
**RFP Sections A-K, especially:**** **
**Statement of Work/Specification (Section C)**
**Delivery Schedule (Section F)**
**Special Contract Requirements (Section H)**
**Contract Data Requirements List (CDRL) (Data Item Descriptions (DIDs))**
**Fill in Representations and Certifications (Section K)**

**DoD Example Preparation and Planning**

## Read key Request for Proposals (RFP) documents
RFP Section L -  Instructions, Conditions, and  Notices to Offerors or Quoters 
Review proposal structure table 
Specifications and Technical Requirements Documents
Statement of Work (SOW) Instructions (if used) 
Cost/Price Instructions
Study Section M - Evaluation Factors/Criteria for Award
Understand how criteria relate
Understand the uniform baseline against which each Offeror is compared
Understand RFP/Proposal/Contract Document Linkage

**RFP Section L***** *****-  Instructions, Conditions, and  Notices to Offerors or Quoters **
**Review proposal structure table **
**Specifications and Technical Requirements Documents**
**Statement of Work (SOW) Instructions (if used) **
**Cost/Price Instructions**
**Study Section M***** *****- Evaluation Factors/Criteria for Award**
**Understand how criteria relate**
**Understand the uniform baseline against which each Offeror is compared**
**Understand RFP/Proposal/Contract Document Linkage**

**DoD Example Preparation and Planning**

## DoD Evaluation Team Example

**SSA**

**SSAC**
- As Required

**SSET**
**Chair**

**Solicitation**
**Team**

**Cost/Price**
**Analysis**
**Team**

**Past Performance  Assessment Team**

**Technical Team **
**& Advisors**

**Staff Advisors**

**DoD Evaluation Team Example**

**Notes:**
NOW...we focus on the MC/PR Team and their detailed responsibilities...

## Career Civilian and Military Personnel
Mixed Skill Set
Contracting
Technical
Cost and Price Analysis 
Non-Governmental Personnel May be Used as Advisors, but Not as Evaluators

- Mixed Skill Set
*Contracting*
*Technical*
*Cost and Price Analysis *
*Non-Governmental Personnel May be Used as Advisors, but Not as Evaluators*

**Source Selection Evaluation Team Membership**** **

##  DoD Initial Evaluation Example

***Repeat for each offeror***

## Clarifications and award without discussions
Communications with offerors before     establishment of the competitive range
Exchanges with offerors after establishment of the competitive range
Limits on exchanges

*Communications with offerors before     establishment of the competitive range*
*Exchanges with offerors after establishment of the competitive range*
*Limits on exchanges*

**Exchanges with Industry After Receipt of Proposals**** **

## DoD Example Decision Phase

**DoD Example Decision Phase**

**Source Selection Evaluation Team**

**SSA or Contracting Officer Calls Offerors**

## Source Selection Decision Documentation

**“**The source selection decision shall be documented, and the documentation shall include the rationale for any business judgments and tradeoffs made or relied on by the SSA, including benefits associated with additional costs.  Although the rationale for the selection must be documented, that documentation need not quantify the tradeoffs that led to the decision.”
- 	Federal Acquisition Regulation 15.308

## Contract Award

- Affirmative Responsibility Determination
- Contract award
- Notification of unsuccessful offerors
- Debriefings

***Not all solicitations result in contract award.  Solicitations may be cancelled prior to award.***

## Debriefings of Unsuccessful Offerors

- May be done orally or in writing
- Minimum information to be provided
- Government’s evaluation of significant weaknesses and deficiencies in the proposal
- Overall evaluation of cost/price and technical rating of successful and debriefed offerors
- Overall ranking of all offerors, if created
- Summary rationale for award
- Make and model of commercial items
- Reasonable responses to relevant questions

## No person or other entity may disclose contractor bid or proposal information or source selection information to any person other than a person authorized, in accordance with applicable agency regulations or procedures.
Contractor bid or proposal information and source selection information must be protected from unauthorized disclosure

- Contractor bid or proposal information and source selection information must be protected from unauthorized disclosure

**Release of Data**** **

## Federal Acquisition Regulation Based Protests

- Protests may be made to
- Agency
- Government Accountability Office
- Courts

## Additional Information

## Contents of CD-ROM

## Additional Sources of Information

**Federal Acquisition Regulation (FAR) and Defense Federal Acquisition Regulation Supplement at FARSite: **_**[http://farsite.hill.af.mil/](http://farsite.hill.af.mil/)**_

## Additional Sources of Information

-  _[http://orca.bpn.gov](http://orca.bpn.gov/)_
** **_[www.census.gov/epcd/naicod02.htm](http://www.census.gov/epcd/naicod02.htm)_
** **_[www.ccr.gov](http://www.ccr.gov/)_
** **_[http://ccr.dnb.com/ccrpages/ccrsearch.jsp](http://ccr.dnb.com/ccrpages/ccrsearch.jsp)_
** **_[www.dlls.dla.mil/cage_welcome.asp](http://www.dlls.dla.mil/cage_welcome.asp)_

## PRIME CONTRACTOR PROCESS CHART

**REGISTER**
**FOR DUNS NUMBER**

**CENTRAL CONTRACTOR REGISTRATION**

**ORCA**
**REPRESENTATION & CERTIFICATION**

**CHECK PCO/FEDBIZOPPS**

**READ**
**SOLICITATION THOROUGHLY**

**SET UP**
**PROPOSAL**
**PREPARATION TEAM**

**CHECK**
**EVALUATION FACTORS (M)**

**REVIEW**
**SOLICITATION SUBMISSION**

**SIGN AND SUBMIT SOLICITATION ON TIME**

**RESPONSIBILITY DETERMINATION BY GOVERNMENT**

**CONTRACT**
**AWARD**

**PERFORM, GET PAID & COMPLETE CONTRACT**

## SUBCONTRACTOR PROCESS FLOW CHART

**MARKET YOUR BUSINESS TO PRIME CONTRACTOR**

**CHECK PCO/FEDBIZOPPS SMALL BUSINESS**

**NEGOTIATE AGREEMENT WITH PRIME**

**PERFORM AS SUBCONTRACTOR AFTER AWARD**

**RECEIVE PAYMENT FROM PRIME & COMPLETE PERFORMANCE**

## Final Thoughts

- Each solicitation must be read thoroughly
- Focus on evaluation factors in section M
- Consider security costs
- Be timely
- Remember process is competitive and non-political

## CCR DIRECTIONS

**Click "start new registration" on top left**
**Click the link to the D&B website**
**Under #1, click the link to the webform**
**Choose your country**
**Fill out the short form to see if Dunn and Bradstreet have a match with an existing DUNS.    (This is a possibility because they have over 100 million entities in their database.) **
**If the match is correct - click the link to get the DUNS number**
**If the match is correct but an update is needed, click the link to modify**
**After this is completed, a contact form will be filled out and an email address is required.    The DUNS number will be sent to this email address.**
** **
**If there isn't a match, click "request new DUNS"**
**Fill out the webform and submit**
**Fill out the contact form and the appropriate fulfilment center will notify you of your DUNS within 48 hours by email.**

**CCR DIRECTIONS**

## CCR DIRECTIONS

** ****----------------------**
**After you receive the DUNS number you should wait 24 hours and then go back to **_[www.ccr.gov](http://www.ccr.gov/)_** to register at CCR.**
**Click "start new registration" **
**Click "continue"**
**Input your DUNS number in the small box**
**Fill out a short form which will then be compared to your D&B DUNS record**
**Click "yes" and move forward with the CCR registration**
**You will be given a temporary confirmation number by CCR.    This will allow you to save your CCR record and go back to it with updates until your registration is completed.    If one week passes and your record isn't completed, you will need another confirmation number.    The confirmation number when completed is replaced by the TPIN which is permanent.**
** ****-----------------------**
**When the entities want to update their CCR record, they need their DUNS and TPIN.    On the home page of **_[www.ccr.gov](http://www.ccr.gov/)_** they would click Update/Renew.**

**CCR DIRECTIONS**

## Questions?