The SBTDC is a business advisory service of The University of ...

The SBTDC is a business advisory service of The University of North Carolina System

operated in partnership with the U.S. Small Business Administration.

www.sbtdc.org | [email protected]

ARCHIE D. BLACKPROCUREMENT COUNSELOR

[email protected]

mailto:[email protected]

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Small Business & Technology Development Center (SBTDC)

• Confidential one-on-one counseling• General Business - planning, marketing, financing, human

resources & operations• Management Education Services• Export Financing Assistance• Technology Development and Commercialization• Boating Industry Services• Government Procurement Assistance

– Procurement Technical Assistance Center (PTAC)

www.sbtdc.org

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PTAC assists you in. . .

• Understanding government rules and regulations• Completing mandatory registrations and certifications• Researching award histories• Identifying contracting opportunities• Reviewing bids and proposals• GSA Contracts and schedules• Selling to the federal, state and local government

http://www.sbtdc.org/services/gov_procurement.asp

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TOPICS

• RFP Defined

• Structuring the RFP

• Developing the Proposal

• Evaluation of RFP

• Proposal Challenges

• Summary

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Request for Proposal vs

Invitation For Bid

• Invitation For Bid (solicitation > $100,000)– Lowest responsible bidder– Public opening

• Request for Proposal (solicitation > $100,000)– Negotiated Acquisition (Government may award w/o discussions)– Award Evaluation Process

• Evaluation of Technical Proposal• Evaluation of Price Proposal

– Award to offeror that provides “best over all value” – Price secondary -- lowest responsible offeror not guaranteed award

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Structuring the RFP

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RFP Purpose

• Solicitation advertised – to acquire systems, equipment, supplies, and/or services

• Potential offerors given a defined narrative of the government’s requirements and needs to fix a problem

• Competition baseline is clearly defined– Total small business set aside– 8(a) set aside, HUBZone set aside, SDVOSB set aside, etc

• Objective – award a contract to the lowest responsible offer that provides the “best overall value”

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The SOLICITATION

• Four Parts– Part I – The Schedule

– Part II - Contract Clauses

– Part III – List of Documents, Exhibits and Other Attachments

– Part IV – Representations and Instructions

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The Solicitation cont’d

• Part I – The Schedule

Section

• A – Solicitation/Contract Form

• B - Supplies/Services and Prices/Cost

• C - Description/Spec/Sow

• D - Packing and Marking

• E – Inspection and Acceptance

• F – Deliveries or Performance

• G – Contract Administration Data

• H – Special Contract Requirements

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The Solicitation cont’d

• Part II – Contract Clauses

Section

• I – Contract Clauses

• Part III – List of Documents, Exhibits, and Other Attachments

• J – List of Attachment (i.e., Specifications or SOW)

• Part IV – Representation and Instructions

• K – Representation and Certifications

• L – Instruction to Offerors

• M – Evaluation Factors for Award

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Part I – The Schedule

• Section A – Solicitation Document– SF 1449 and in some cases SF 33 (solicitation and contract document)

• Provides critical information (contracting agency and contact information, closing date, type of acquisition, were to mail the offeror, NAICS code)

• Offeror name and address must be included on form when proposal is submitted

• Must provide printed name, signature, date of individual authorized to sign

• Complete all blocks as instructed

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Part I The Schedule cont’d

• Section C – Description/Specs/SOW– Tells the offeror what the government wants

– Tells the offeror the minimum standards the government will accept

– Driver of the proposal price/cost

• Section F – Deliveries/Performance– Gives offeror delivery date or performance period

– Gives offeror place of delivery or performance

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Part IV Representations and Instructions

• Section L – Instructions, Conditions, and Notices to Offerors– Tells the offeror what is required in the proposal

– Tells the offeror how the proposal should be formatted

– Tells the offeror about Pre-Proposal conferences and/or site visits

• PROVIDES ESSENTIAL INFORMATION TO HELP OFFERORS PREPARE AND SUBMIT A RESPONSIVE PROPOSAL

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Part IV Representations and Instructionscont’d

• Section M – Evaluation Factors For Award– Tells the offeror how the proposal will be evaluated and rated

• Technical Proposal

• Price Proposal

• PROVIDES ESSENTIAL INFORMATION TO HELP OFFERORS DECIDE IF THEY HAVE THE CAPACITY NEEDED TO COMPETE FOR THE CONTRACT

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Summary of Critical Sections

• Section A – Solicitation Document

• Section C – Descriptions/Specs/Sow

• Section L – Instructions, Conditions and Notices to Offerors

• Section M – Evaluation Factors For Award

NOTE: Every section of the solicitation is vital to preparing a responsive proposal

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DEVELOPING THE PROPOSAL

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Proposal Development - Getting Started

• TACT

– Truthfulness

– Accurate

– Concise

– Thorough

• Give the government what they need, not what you want to give them!!!!!

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Proposal Writing - Getting Started

Appoint a Proposal Team Now- Don’t Wait for the Opportunity

Team Leader

Technical/ResearchExpert

Proposal Writer

Pricing/CostLeader

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Proposal Development - Getting Started cont’d

• Read the Solicitation

– Determine what type of contract will be awarded?• FFP – Firm Fixed Price

• CPFF – Cost Plus Fixed Fee

• T&M – Time and Materials

• IDIQ – Indefinite Delivery/Indefinite Quantity

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• Read the Performance Work Statement (PWS)

– Key in getting started

• What does the government want?

• What work standards are required?

• What are the elements of work?

• Basis for determining price…

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• Make Go or No Go Decision– Do you have the capacity that meets the Evaluation Factors

included in Section M?

– Do you have time to provide a quality proposal?

– Do you have the financial capacity?

– Do you or can you obtain the resources (equipment, labor, materials, etc)

– Is the place of performance within your target range?

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• Decision to Go

– Begin writing first draft to RFP

• RFP Section L – Format Information

– Margins, font size, number of pages, etc

– Binding requirements

– Overall proposal layout

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• Decision to Go

• RFP Section M – Evaluation Content

–Vital topics

–Narrative requirement listed for each topic

–Proposal has to respond to the Evaluation Criteria

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• Section M – Evaluation Topics– Management and staffing plan – approach to managing and staffing the

project

– Transition Plan – transition approach if recurring contract

– Technical Capability – understanding of the contract requirements through approach/methodology to completing the work identified in the PWS

– Past Experience – references for relevant projects

– Past Performance – record of relevant projects completed or ongoing

– Quality Control Plan – approach to ensuring quality is maintained through out the project performance

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• Section M – Evaluation Topics– Management and staffing plan – approach to managing and

staffing the project

– Transition Plan – transition approach if recurring contract

– Technical Capability – understanding of the contract requirements through approach/methodology to completing the work identified in the PWS

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• Section M – Evaluation Topics– Past Experience – references for relevant projects

– Past Performance – record of relevant projects completed or ongoing

– Quality Control Plan – approach to ensuring quality is maintained through out the project performance

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Government Evaluation of RFP

FAR Subpart 15.305

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Government Evaluation Team

Contracting Officer

Technical Evaluation Team

Chair

Evaluators

Cost/Price TeamChair

Analyst

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RFP Analysis

EVALUATION NOTICES• Communications {FAR 15.306(b)} – occur prior to

establishment of a competitive range. Used when past performance may be a factor denying an offeror from being placed in the competitive range

• Clarifications {FAR 15.306(a)} - exchanges that may occur when award w/o discussions is contemplated.

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RFP Analysis

EVALUATION NOTICES• Deficiencies – must be clearly stated. Allows offeror to make

revisions to their proposal to address significant weaknesses or deficiencies

• Discussions {FAR 15.306 (c)} – used to maximize the Government’s ability to obtain the best overall value, based on the requirement and evaluation criteria included in the request for proposal

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RFP Evaluation

● Proposal Evaluation

– Assessment of the proposal and offeror’s ability to perform the prospective contract responsibility

• Cost or Price Evaluation

• Past Performance Evaluation

• Technical/Quality evaluation

• Cost information

• Small business subcontracting evaluation

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RFP Evaluation

● Past Performance

– Relevant information regarding a contractor’s actions under previously awarded contracts: It includes the following:

• record of conforming to contract requirements and to standards of good workmanship

• record of forecasting and controlling costs

• adherence to contract schedules, including the administrative aspects of performance

• history of reasonable and cooperative behavior and commitment to customer satisfaction

• business-like concern for the interest of the customer

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RFP Evaluation cont’d

• Two Part Process– Part I - Technical Evaluation

• Rating factors/process and measures will be identified in the solicitation

• Technical proposal are ranked from most acceptable to least acceptable

• Technical approach and past performance carry more weight than price

– Part II – Price Analysis

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RFP Evaluation cont’d

• Competitive Range refers to the range of proposals that are identified as the most highly rated

– Competitive range is determined on the basis of the ratings of each proposal against all evaluation factors.

– The contracting officer might limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

– The Government must then indicate to, or discuss with, each offeror still being considered for award, significant weaknesses, deficiencies, and other aspects of its proposal. The contracting officer notifies all contractors eliminated from the competitive range.

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Proposal Award

• Unsuccessful Offeror – FAR 15.506(e)– May request a postaward debriefing by submitting a written

request for debriefing to the Contracting Officer within 3 days after receipt of notice

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Proposal Challenges

• Lack of Thoroughness in Reading Contract: Not paying attention to detail

• Lack of Thoroughness in submitting proposal• Not Realizing Capabilities/Limits• No Prior Experience• Inadequate breakdown of cost proposal

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Performance Challenges

• Poor tracking of deliverables; not tracking deliverables of subcontractors

• Communication• Inadequate Project Management• Poor infrastructure/Accounting System• Damaging or Destroying relationships with your customer

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Summary

• 5 C’s of proposal writing– Coherence – Does the proposal make sense? Is there too much use of

technical jargon? Is every section clearly written? The coherence review is also the time to remove unnecessary language and make the proposal as streamlined as possible.

– Completeness – Is every requirement in the RFP fully addressed? Are there any gaps in strategy? The completeness review is also the time to discuss modifying strategy to make sure the proposal is providing the best possible value.

– Compliance – Do all sections conform to relevant guidelines and regulations? Is proper legal language in place to protect proprietary information?

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Summary

• 5 C’s of proposal writing– Consistency – Are all sections formatted the same way and in the same

font? Does the proposal appear to be a unified whole? Are units, terms of measurement, etc. consistent throughout, and consistent with the RFP requirements?

– Correctness – Are there any grammar or spelling errors? Keep a special eye out for “numerical typos.” They’re harder to see, but an error in pricing or units could lose the contract for you – or worse, commit you to a contract that won’t be profitable to fulfill.

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The Small Business and Technology Development Center (SBTDC) is partially funded by the US Small Business Administration.

The SBTDC is a business advisory service of The University of ...

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