# Presentation: 656697

## How to Prepare a Quality Offer

##  Topics Covered :

- Introduction to Schedules
- General Information
- Proposal Requirements
- Pricing Proposal
- Contract Data Proposal
- Technical Proposals

## What Is a Schedule?

**What Is a Schedule?**

- It is a simplified process for obtaining commonly used commercial supplies  and services at prices associated with volume buying.   (FAR 8.4)

## Advantages of Schedule

- Federal Supply Schedules Non-Mandatory, But Preference
- Unrestricted Procurements
- Speed
- Long-term Contract Up to 20 Years, with Price Adjustment
- No Maximum Order Limitations (Thresholds) on the Federal Agency
- Schedule is Marketed to Agencies by GSA & Contractor
- Visibility thru GSA Advantage, e-Library &
- e-Buy (orders placed directly on-line)

## General Information

## Where to Find the Solicitation

- On the PES web page, click on the word solicitation located in the upper left hand corner
- Download solicitation/amendments
- Register to receive notice of changes

## Preliminary Steps

- DUNS Number and TIN
- Register in ORCA
- CCR Registration
- Request Open Ratings Report Before Submitting Offer

## How to Submit an Offer:

- Read the Entire Solicitation
- Follow the Proposal Checklist and Solicitation Provisions
- Respond to All Requirements
- Review for Completion of Quality Offer
- Sign by Corporate Official
- Submit

##   Submit Completed Proposals To:

- GSA, Management Services Center
- ATTN:  Bid Custodian (10FT-BID)
- 400 15th Street SW, Room 2757
- Auburn, WA 98001-6599

## When We Receive Your Proposal:

- Contracting Officer/ Specialist Assigned
- Will be Contacted by Assigned CO/CS
- Clarifications/ Deficient Data Defined
- Timeframe for Response Established

##   Helpful Websites:

- View/Download the Solicitation:
- _www.fedbizopps.gov_
- Federal Acquisition Regulation (FAR):
- _www.arnet.gov/far_
- General Services Administration Acquisition Manual (GSAM)
- _www.arnet.gov/GSAM/gsam.html_
- Review other Contractors on Schedule:
- _www.gsa.gov/elibrary_

## GSA Determines If the Offeror Is:

- Responsible
- Viable Service
- History of Satisfactory Performance
- Financial Resources

## GSA Determines If the Prices Offered Are:

- Fair and Reasonable
- Commercial and Government Contracts
- Must Provide Supporting Documentation
- Looking for Most Favored Customer Pricing

## Method of Award

- Government will Evaluate All Technical Factors as Acceptable or Unacceptable
- If Unacceptable for a Particular SIN, that SIN will not be Awarded
- If proposal is Acceptable, Proposals will be Evaluated for Price Reasonableness
- Awards will be made on a continuous basis
- Standing solicitation-no closing date

##   Preparation for Award:

- Government May Award Without Discussion
- If Discussions Are Held, the Government Will Ask for Final Proposal Revision (FPR)
- When Ready for Award Be Sure Authorized Negotiator Is Ready to Sign!!!
- GSA Contract Number

## EVERGREEN CONTRACTS

- Schedule contracts with a Base Period of 5 years and 3 Separate 5-Year option periods
- Contract base period is 5 years from Date of Award (DOA)

## Proposal Requirements 

## Format

- Two Copies
- Completed Solicitation Document
- Technical Proposal
- Price Proposal
- Sequenced in Accordance with Checklist

**Format**

## A Completed Proposal Contains:

- Cover Page
- Proposal Checklist
- Signed SF1449 (Complete Blocks 17a, 30a, 30b, and 30c)
- Section I: Pricing Proposal
- Section II: Contract Data
- Section III: Technical Proposal

## Pricing Proposal

##   Pricing:

**A Complete Pricing Proposal includes**
- Pricing by proposed SIN
- Commercial Sales Practice Format
- Pricing Back-up / Supporting Documentation
- Pricing Narrative
- Professional Employees Compensation Plan
- If hourly rates:
- Uncompensated overtime policy
- Labor Category Descriptions

##   Pricing:

**Industrial Funding Fee**
- All proposed pricing must be inclusive of the Industrial Funding Fee (IFF):
- IFF reimburses GSA for cost of Schedules Program
- IFF _MUST BE_ included in awarded price
- _Add_ IFF to ODC’s final price
- IFF is 0.75% (Remitted Quarterly)

## Pricing:

**Commercial Services**
- Proposals are evaluated based on commercial business practices
- Price Reasonableness is evaluated based on the Offeror’s standard commercial pricing practices

##   Pricing: 

| Column 1 – Customer  | Column 2 –Price*(*Disclosures should be made on a separate sheet) | Column 3 – Quantity/Volume | Column 4 – Discounts, Concessions, Terms and Conditions  |
| --- | --- | --- | --- |
| Column 5 – Price Offered to GSA | Column 6 – Unit of Issue (e.g., per hour, per day) | Column 7 – Quantity/Volume | Column 8 – Discount, Concessions, Terms and Conditions Offered to GSA |

- Commercial Sales Practices Format

##   Pricing: 

**Supporting Documentation**
- Commercial Catalog/Price list
- Invoices Supporting Prices & CSP
- Forward Pricing Agreements/Other contracts
- Defense Contracting Audit Agency (DCAA) rate agreements
- Other cognizant audit reports
- Other Internal Documents

## Pricing:

**Information for Hourly Rates**
- Labor Category Descriptions must include:
- Experience
- -  Certification
- Education/Degrees
- Minimum Training
- Uncompensated Overtime Policy

##   Pricing & EPA 

- Methods of Economic Price Adjustment
- 1._Established Commercial Price List/Equivalent_
- 	*Requires a Modification Request from Contractor for*
*   **Increase to Take Effect*
- 	 2._Negotiated Escalation Prior to Award_
- A. Adjustments Based on Market Indicator (Yearly Mod)
- 	*Based on a Published Index, Survey or Market Indicator*
- B. Fixed Escalation for Term of Contract (20 Years)
- 	*Price Increases Are Automatically Effective on the *
*   **Anniversary of Contract **(No Modification) (Least preferred method)*

## Pricing Narrative
Information to help determine that prices are fair and reasonable.
Justification of proposed escalation factor.
Confirmation that the Industrial Funding Fee is included in the pricing.

- Information to help determine that prices are fair and reasonable.
- Justification of proposed escalation factor.
- Confirmation that the Industrial Funding Fee is included in the pricing.

## Contract Data Section

## Section C: Contract Clauses
Attachment X: Representations and Certifications
Subcontracting Plan (If Applicable)
Financial Statements From
   Previous 3 Years

**Attachment X:** Representations and Certifications
- Subcontracting Plan (If Applicable)
- Financial Statements From
-    Previous 3 Years

**Contract Data Section**

##   Small Business Subcontracting Plan (SBS PLAN):

- Who is required to submit subcontracting plan?
- Large business concerns based on the NAICS codes
- Why?
- Maximize use of small business concerns; a matter of national interest with both social and economic benefit

- Attachment X – Small Business Subcontracting Plan

##   SBS Plan:

- Small Business Under NAICS Code, No Subcontracting Plan Required
- Large Business for One NAICS Code, Vendor Is Required to Submit a Subcontracting Plan Under the Appropriate NAICS Code
- Subcontracting Plan Template Is Attached to
-     Solicitation (Attachment 3)
- Follow Far Part 19.704 to Complete the Subcontracting Plan

##   SBS Plan:

**Common Omissions**
- Estimated overall contract value for the base period
- Estimated subcontracting values for base period
- Estimated subcontract percentages and dollar values for the base period
- Types of goods/services to be subcontracted to the various small business concerns
- Subcontracting plan program administrator
- Personalize terms and conditions
- Sign and date by a person authorized to bind the firm

## Financial Statements:

- Financial Statements from previous
-    3 years
- Audited annual report or financial statement, or other information demonstrating company’s financial stability
- Prepared According to GAAP Standards
- Utilized to Assess Financial Stability

## Technical Proposal

## Four Evaluation Factors

- Understanding of Requirements
- Experience
- Past Performance
- Quality Control

## Understanding of Requirements

- Description of Services Offered for Each SIN
- Discuss PES Areas of Expertise
- Demonstrate Understanding of Requirements
- Limit 2 Pages Per SIN

## Experience

**Project Requirements**
- Two projects per SIN
- No more then two pages per SIN
- Projects must have been completed or substantially performed within two years of date of proposal submission
- Government or commercial projects are acceptable

## Past Performance

- Offerors Must Order a PPE from Dun & Bradstreet/Open Ratings
- Order Form
- Customer Reference Form
- Offerors Are Responsible for Payment to Open Ratings for PPE  ($125.00)
- Must Submit 1 Copy of Completed Order Form and Customer Reference Form with Proposal
- Include a Minimum of 10 Customer References (Government or Commercial)

## Quality Assurance Plan

**Describe quality control methods for:**
- Project Management Reviews
- Customer Relations
- Meeting Urgent Requirements
- Requirements for Security and Safeguarding Information

## THANK 

**THANK **
**YOU!**