Using Oral Proposals

Oral proposals allow you the opportunity to understand the contractor’s
proposals. As buying members, using oral proposals is strongly encouraged.
Communication is key to ensuring you get what you need. Refer to FAR
16.505(b)(3) www.arnet.pov/far.

The Advantages of Oral Presentations

Are more like the commercial sector

Promote efficient face-to-face communication
Increase satisfaction

Minimize massive technical proposals

Decrease proposal lead-times, resulting in shorter buying time

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Reduce proposal costs significantly, including fewer protests.

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Deliverables or Delivery Schedule
‘Y Describes what the contractor shall provide
Y Identifies the contractor’s responsibilities

¥ = Identifies any specialized expertise and services, training, and
documentation, as applicable

‘Y= Clearly states the deliverables required, the schedule for delivery, the
quantities, and to whom they should be delivered

Y Describes the delivery schedule in calendar days from the date of award

VY = Identifies the type of documentation (printed and electronic) to be
provided, as well as those quality indicators desired by the Government.

Government-Furnished Equipment and Government-Furnished
Information

Y= Identifies any Government-furnished equipment (GFE) and
Government-furnished information (GFI)

Y= Identifies any limitations to be provided to the contractor.

Security

Y — States the appropriate security requirements, as necessary, for the work to
be done

Place of Performance

VY Specifies whether the work is to be performed at a Government site or the
contractor’s site

Period of performance

V = Specifies the performance period, i.e., hours, days, weeks, or months, etc.

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Language Tips for Your Statement of Work

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4 4

Prefer simple words, phrases, and sentences.

Be concise, precise, and consistent. Keep sentences short and to the
point.

Use active verbs.
Avoid passive verbs.

Avoid “should” or “may” because they leave the decision for action up
to the Contractor.

Use “shall” when describing a provision binding on the contractor. Use
“will” to indicate actions by the Government.

Be consistent when using terminology.
Avoid redundancy.
Avoid vague or inexact words and generalizations.

Avoid catch-all and open-ended phrases, such as, “is common
practice in the industry,” “as directed,” or “subject to approval.”
Define technical terms.

Avoid using “any,” “either,” “and/or,” “etc.”

Use abbreviations or acronyms only after spelling them out the first
time they are referenced.

Make available any document referenced, including the date or
version.

Indicate, if appropriate, desired design output, verification, and how
design changes will be managed.

For additional information, refer to U-MAS (U-Multiple Award Schedules)

Virtual Campus at fss.gsa.gov/schedules/UMAS.

\

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Special Instructions

Understanding a Statement of Work

The Purpose of an SOW

A Statement of Work (SOW) is essential when purchasing commercial
services. SOWs are read and interpreted by Government and industry
personnel with diverse backgrounds, such as engineering, science, accounting,
law, contracting, and other business fields.

Power Buying Tip ‘

There are three primary objectives of the SOW:

¥ Be logical and readable.
¥ Identify and emphasize the critical elements.

¥ State exactly what is required — that is, the
deliverables, due dates, and basic requirements —
that constitute what the Contractor must do in order
to receive payment.

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Nuts and Bolts Tip

ay The following forms of communications may be used:

yt
y g ¥ electronic communications
Yv_ oral discussions
¥ ~~ written communications.

Note: A Request for Proposal, as defined by FAR 15,
may not be used.

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Nuts and Bolts Tip

A performance-based SOW is written to ensure that
contractors are free to determine how to meet the
Government's performance objectives. Using a
performance-based SOW:

VY __ should lead to more cost-effective acquisitions
and better value :

holds the contractor accountable for the end
results

Vv maximizes contractor contro! of the work i
processes and allows for innovation in approach-
ing various work requirements.

—

SEER

ey

Your SOW should contain the following elements:

Background

Objectives

Scope

Tasks or requirements

Selection criteria

Deliverables or delivery schedule

Government-furnished equipment and Government-furnished information
Security

Place of performance

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Period of performance.

These elements are explained on the following pages.

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Background
Y Describes the project in very general terms

VY Discusses the purpose of the project — in other words, why the project is
being pursued and how it relates to other projects

VY = Includes, as necessary, a summary of statutory authority or applicable
regulations

‘VY Provides copies of pertinent background materials, including them ina
Reference or Attachment.

Objectives

Y Provides a concise overview of the project and how the results or end
products will be used

¥ Includes your goals and objectives.

Scope

Y Covers the general scope of the work the contractor will be performing.

Tasks or Requirements
VY Describes detailed work and management requirements

VY = Spells out more precisely what is expected of the contractor in the
performance of the work.

Selection Criteria
VY ~~ Gives selection criteria

VY = Identifies objective standards of acceptable performance to be provided by
the contractor.

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