1 November 2017

Understanding the

Government’s Source

Selection Process – An

Industry Perspective

Presented By: Rodger D. PearsonProfessor of Services Acquisition

Presentation Purpose

• This presentation was developed for the Government AND industry in order

to eliminate some mystery from the source selection process

– Know the regulations

– Six of the seven steps within the acquisition process will be discussed

in a source selection context

Industry interjection at each of the six steps will be discussed

– A notional diagram (road map) of the source selection process will be

reviewed

– Discussion: Government/Industry impediments articulated – who

needs what?

Regulations – The playbook is on the Web!

• When Agencies within the Department of Defense (DoD) perform a source

selection, regulations must be adhered to:

– Federal Acquisition Regulation (FAR) (Primarily Part 15)

– Defense Acquisition Regulation Supplement (DFARS) (Primarily Part

215) to include the DFARS Procedures, Guidance and Information (PGI)

– Agency rules and regulations – read and understand them all!

• Most provide administrative process procedures and supplement the

FAR, DFARS/DFARs PGI and DoD Source Selection Procedures

(31 March 2016) (Part of DFARs PGI)

– Organization operating procedures

• Bottom Line – Know the rules, regulations, processes and definitions

Source Selection Procedures

• DoD Source Selection Procedures (31 March 2016)

– Source Selection Process Considerations

• Low Price Technically Acceptable (LPTA) – Contractors please add twice!

• Value Adjusted Total Evaluated Price (VATEP)

• Subjective Tradeoff

– Formal or not? - more dollars typically mean more people/more reviews/more time

• Source Selection Advisory Council (SSAC) if formal

• Peer reviews

– Source Selection Plan – Copy and paste!

– Evaluation Activities: Cost/Price, Technical, Past Performance, Small Business

• Does the adjectival rating equate to the definition?

– Source Selection Decision Document – The whole world will read

Playbook Examples!

• FAR 5.203 (c) & (e) – Response time - 30 calendar days from issuance of

solicitation if greater than simplified acquisition threshold, 45 days if

research and development

• FAR 15.208 (b)(1) – Send proposals in on time – late is late!

• FAR 15.506 – Request debrief within 3 days of notification of contract award

• FAR 15.304 (b) – Evaluation factors must represent key areas of

performance

• FAR 15.304 (d) – All factors and significant sub-factors that affect award and

their relative importance shall be stated clearly in the solicitation

Acquisition Steps: Defense Acquisition Guidebook

• Conduct Historical Analysis

• Define Stakeholder & Customer needs

2. Review Current Strategy

3. Market Research

• Analyze Market

• Identify suppliers

4. Requirements Definition

• Business Strategy

• Acquisition

Plan/Strategy

5. Acquisition

Plan/Strategy

• Select Right Contractor

• Award Contract

• Roll out strategy

6. Execute

Plan/Strategy

• Build & Manage

Relationship

• Assess Performance

7. Performance Management

Mission

Requirement • Leadership Support

• Build the Team

1. Form the Team

Mission

ResultsSB

Users

Tech

Legal

PEOs

PCO

Buyers

QA Reps

CORs

Resource Mgt

Proj. Mgr

Stakeholders

Acquisition

Team

• Draft Requirements Roadmap

• Build the SOW/PWS

Plan

ExecuteDevelop

The Roadmap and Contractor

Step 1 - Form the Team

a. Leadership Buy-In

b. Appoint Functional

Experts – Build Team

c. Build relationships

ahead of time

Step 2 – Review

Strategy

a. What works/what

doesn’t

b. New ideas or replicate

c. What is important?

Cro

w L

ou

dly

Interjection

Step 3 – Market Research

a. Number of Vendors in

Market Place

b. Large/Small Business

c. Contract Type/Incentives

d. Comment Disposition

Be Detailed

The Roadmap and Contractor

Step 4 – Requirements

Definitiona. Build the SOW or PWS

1. Acquisition

Requirements

Roadmap Tool

(ARRT)

b. Draft early or be late

c. The review is a time killer

1. Approval Chain

2. Legal

3. Contracts

Step 5 – Acquisition

Plan/Strategy

a. Regulations/Formats

b. Staffing

c. Cost Estimates

d. Source Selection

Factors

e. Link line item to PWS to

Sections L & M

f. Peer Reviews

g. Release Draft RFP

Interjection

Step 6 – Execute Plan

a. Source Selection Board

1. Eval/Discuss/FPR

b. Select Contractor

1. Briefs/Decision

c. Peer Reviews

d. Notifications

e. Award

f. Debriefs

g. Roll-out

The Roadmap – Start Early!!!

Draft Requirement

Documents

(PWS/PRS/QASP)

Appoint

Acquisition Team

Members

Conduct Market

ResearchIdentify Need

Conduct Risk

Assessment

(DAU SAW)

Establish Evaluation

Criteria

Draft Sections

L & M

Receive

Contract

Requirements

Package

Brief SSA and

Obtain Approval of

SSP

OSD Peer Review

Phase I If > $1B or local

Solicitation Review Board (SRB)

Prepare and Issue

Draft RFP

Respond to

Industry Questions

Receive Proposals

Identify and

Appoint SST

Conduct Industry

Day and

One-On-One

Sessions

Release Final RFP

Provide training to SSEB

The Roadmap

Conduct

DiscussionsOSD Peer Review

(Phase II) If > $1B

Initial Proposal Evaluations Prepare

Evaluation Notices (ENs)

PCO/SSEB Chair

Review of Proposals

(Affordability Cap Check)

Brief SSA/SSAC

(Competitive Range

Determination)

Receive/Evaluate

Interim Responses to ENs

Request/Receive

Final Proposal

Revisions

Brief SSAC SSAC Prepares

Comparative Analysis

Award

ContractNotifications

to Offerors

SSA Prepares

Source Selection

Decision Document

Evaluate

Final Proposal

Revisions

OSD Peer Review

Phase III or Contract

Review Board (CRB)

Debriefings to Offerors Manage Protest Post Award Conference

Discussion: Government/Industry Impediments

• Industry: What does the Government do that frustrates you?

– Communication – The RFP slipped again???

– CLINs/SOW/Section L/Section M do not line up?

– Factors not clear?

– Debriefs not beneficial?

• Government: What could industry do to help the process

– Answer RFIs

– Provide good detail: what works, what could work better

– Do not be “yes” men

– Provide concise proposals detailing how the objective will be accomplished

Government Source Selection Steps

• POC Information

– Rodger Pearson – 256-922-8042

– rodger.pearson@dau.mil

• Thanks to Carole Hubbard, ACC-Redstone, for her input on

the SSEB Process Flow Charts!