355th Contracting Squadron

CONTRACTING 101

Current as of Dec 2012

Overview

• Contract Regulations• Contracting Process• Competition• Strategic Sourcing Contracts• Small Business• Tips…• Q&A

Contract Regulations

• Federal Acquisition Regulation (FAR)• Based on Federal Law (Congress)• Foundation of contract policy/procedures

• Defense Federal Acquisition Regulation Supplement (DFARS) http://www.acq.osd.mil/dpap/dars/index.html

• Air Force Federal Acquisition Regulation Supplement (AFFARS)

• Other Federal, DoD, AF, & ACC policies

http://farsite.hill.af.mil

Best Value = Lowest Cost

Contracting Process

Contracting professionals combine funding with

detailed requirements and potential suppliers/service providers to provide the goods or services that support the warfighter

Contracting Process

• Three Broad Categories of purchases

• Micro-purchase (GPC) - < $3,000 (supplies); $2,500 (services); $2,000 (construction)

• Simplified Acquisition – Micro-purchase < $150,000 (almost always reserved for small business)

• Large Purchases – Over $150,000

Competition

• Competition Requirements: • > Micro-purchase threshold• Competition is required by law (CICA)• Exceptions

• AbilityOne; some Small Business Set-A-Sides; Sole Sources

• Publicizing Contract Actions > $10,000 • Published on internet via FedBizOpps• Exceptions

• National Security• Urgent & Compelling• 8(a) Disadvantaged Small Business • Mandatory Sources (AbilityOne, FPI, AFWAY, etc)• GSA

Competition: Exemptions

FAR 6.302 list exceptions• Commonly Cited authorities:

• Only One Responsible Source: 10 U.S.C. 2304(c)(1)• Demonstrates a unique and innovative concept• Offers a concept or services not otherwise available to the

Government

• Unusual and Compelling Urgency: 10 U.S.C. 2304(c)(2)• Government would be seriously injured• Limited time of performance

• Authorized/Required by Statute• AbilityOne; 8(a) Program

Sole Source is the exception…Competition is the NORM

AF Strategic Sourcing Contracts

AF Strategic Sourcing Contracts

• Led by Enterprise Sourcing Group, Wright-Patterson AFB

http://www.wpafb.af.mil/units/enterprisesourcinggroup.asp

• Active Contracts: • Office Supplies; Seating; Dorm Furnishings; Taxiway Lighting;

Medical Services

• Developing Contracts: • CE: Elevator Maintenance; Flooring; Roofing• Furniture: Modular Furniture; Files & Storage; Case Goods

AF Strategic Sourcing Contracts Contracting Offices

Areas Supported DoDAAC ESG Contracting Site

AFCESA- Civil Engineering Support FA8051 Tyndall Air Force Base, Florida

AFCEE - Air Force Center for Engineering and the Environment FA8903 Port San Antonio, Texas

AFMSA - Air Force Medical Support Agency FA8052 Port San Antonio, Texas

AFMOA - Air Force Medical Operations Agency FA8052 Port San Antonio, Texas

DTIC - Defense Technical Information Center FA8075 Offutt Air Force Base

MSCC - Medical Service Commodity Council FA8053Wright Patterson Air Force Base, Ohio

FPCC - Force Protection Commodity Council FA8054Lackland Air Force Base, Texas and Wright Patterson Air Force Base, Ohio

ITCC - Information Technology Commodity Council FA8055 Maxwell Gunner Annex, Alabama

CECC - Civil Engineering Commodity Council FA8056Wright Patterson Air Force Base, Ohio

FCC - Furnishings Commodity Council FA8057Wright Patterson Air Force Base, Ohio

KBSCC - Knowledge Based Services Commodity Council FA8059Wright Patterson Air Force Base, Ohio

DMAFB Strategic Contracts

• Multiple Award Construction Contract (MACC)• Four (4) contractors – compete on design/build construction projects

• Simplified Acquisition of Base Engineering Requirements (SABER)• Multi-discipline construction projects under $750K

• Medical Service Contract• 82 FTEs; 60 Different Positions

355 CONS exceeded 100% their FY11 SB Goals

• Small Business Program • DoD Policy: Maximum opportunities to small business• Goals set for different categories

• Small Business • Small Disadvantaged Business • Women-Owned Small Business • HUBZone Small Business• Service-Disabled Veteran Owned

• Congressionally Mandated• AF Numbers reported to DoD and then Congress

Small Business

1) Do you have experience or are you willing to work as a subcontractor to build experience?

2) Are you willing to adhere to the government acquisition regulations (FAR/DFAR/AFFARS; http://farsite.hill.af.mil)?

3) Can your business financially support the execution of a Federal contract that may involve significant start up costs?

Tips…First Questions

1) TIN- Federal Tax ID Number

2) State/ Local and contracting Licenses if applicable

3) Dunn and Bradstreet Number

www.fedgovdandb.com or 1-866-705-5711

4) North American Industry Classification System (NAICS)/ SIC Codes:

http://www.census.gov/eos/www/naics/

Know your size and certification status

5) Current: Central Contract Registry (CCR) & Reps and Certs

Applications (ORCA) in System for Award Management (SAM)

https://www.sam.gov

6) Federal Business Opportunities: www.fbo.gov

Tips…First Have/Know

Tips of the Trade

• Respond to Requests for Information and Sources Sought

• Attend Pre-Award Site Visits

• Read the solicitation…all of it (clauses and PWS)

• How to Propose – Sections L (52.212-1) and M (52.212-2)• What we look for…reliable contractor

• Do what you say you are going to do at the price you propose• Do not try and make up margins in ‘change’ orders

• Past Performance is vitally important…CPARS/CCAS

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Tips…Marketing Capabilities

• Capability and marketing briefings

• Should be presented at the functional level

• Functional directorates have resident subject matter expertise

• Alternative methods for providing technical information:• Participate in Industry Days• Provide Detailed Capability Statements• Respond to Requests for Information/Sources Sought

Limitations on CommunicationsSpecific Information on an Upcoming Requirement

• We can’t provide one contractor information that their potential competitors don’t yet also have

• Risk of protest in subsequent source selection due to real, or perceived, unfair advantage

• We have ways to provide all interested contractors the same information at the same time, and entertain their questions and comments

• Industry days, FedBizOpps postings, Long Range Acquisition Estimates (LRAE)

• Pre-solicitation notices (FAR 14.205/FAR 36.213-2)• Synopses of proposed contract action (FAR 5.201)• Long-range acquisition estimates (FAR 5.404)

Take Away

• Central Contractor Registration (CCR)• https://www.sam.gov - must be renewed annually• Register will all appropriate NAICS codes

• Only way we will find you during market research

• Federal Business Opportunities (FedBizOps)• https://www.fbo.gov• Set-up notifications alerts, by NAICS codes

• Southern Arizona Procurement Fair• DMAFB, Pima County Procurement, and City of Tucson• Business booths, workshops, networking• Annual – 5 April 2013

QUESTIONS?

BACK-UP SLIDES

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ESG Spiral Update

Commodity Council Spiral Description

Spend Addressed FY11- FY16

Target Implementation Date

CE Taxiway Lighting

Conversion of current incandescent taxiway lighting fixtures in use on airfield with Light-Emitting Diode (LED) fixtures.

$11MAug 2011

Awarded!

CE Elevator Maintenance

Freight/passenger elevator, repair, and inspection services. $12M Mar 2012

CE FlooringCommodities such as tile, carpet, vinyl comp tile, laminate, etc., and the associated replacement and repair labor.

$71M Oct 2012

CE Paint & Protective Coatings

Materials such as interior and exterior building paint, protective and corrosive-resistant coatings, caulk, finishes, etc., the related application equipment, and associated labor.

$110M Oct 2012

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ESG Spiral Update

CE Roofing

Materials such as shingles, flashing, gutters, etc., and the related labor involved in maintenance, repair, replacement, and inspection of roofing.

$284M Feb 2013

CE HVAC

Includes repair and replacement of chilled water systems (chillers, pumps, piping, filters, and condensing towers) , and air handling systems

$431M Jan 2014

CEEnergy Management Controls

Repair and replacement of HVAC control systems with modern energy efficient systems

$111M Jan 2014

CE Rubber Removal Airfield joint repair, sealant, and maintenance $50M Jan 2015

CE Tank, Trap, and Duct

Cleaning, repair, maintenance, and servicing of tanks (commercial and septic), traps (plumbing), hood (air exhaust units) and ducts (HVAC)

$17M Jan 2015

22

ESG Spiral Update

CEFire Protection and Suppression Equipment

Monitoring, testing, maintenance of controls (fire alarm panels and detectors) and fire suppression systems

$123M Jan 2015

CE Automatic Gates and Doors

Install, maintain, repair and replace gates and doors (includes hanger doors) $14M Oct 2015

CE

Dormitory Appliance Maintenace, and Repair Services

Dormitory appliance service contracts, rentals and replacements $3M Oct 2015

CE Paved Surface Striping

Striping (incl. sweeping) of base roads, parking lots, and airfields $7M Oct 2015

CE Generators Purchase, install, maintain and repair real property generators $39M Oct 2015

Furnishings Dorm Furnishings

Includes beds, mattresses, box springs, linens, kitchen furnishings, appliances, laundry room and day room furnishings and accessories, outdoor furniture, window treatments, artwork and installation.

$95M Jun 2011 – Awarded!

Furnishings Seating Wood and non-wood upholstered seating and other seating applications for executive and task oriented environments.

$81M Jul 2011 – Awarded!

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ESG Spiral Update

Furnishings Seating Wood and non-wood upholstered seating and other seating applications for executive and task oriented environments.

$81M Jul 2011 – Awarded!

Furnishings System and Modular Furniture

Panel systems furniture along with all work surfaces and storage components, freestanding modular furniture and moveable walls to include related design and installation.

$187M Apr 2012

Furnishings Filing & StorageLateral sys files, modular filing sys, high density filing/storage, filing/storage furniture.

$47M Dec 2012

Furnishings Case GoodsCredenzas,

tables, conference room furniture, lounge and reception area furniture, accessories.

$26M Jan 2013

Furnishings

Consolidated Furniture Management Services

Reconfigurations and moves, logistics, furnishings management, refurbishing, other related services.

$40M Jan 2014

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ESG Spiral Update

Commodities Expedited Shipping

Overnight small package (under 150 pounds) shipping. $66M

Sep 2011 (will leverage existing DoD BPAs)

Commodities Fitness Equipment

Fitness program equipment such as treadmills, elliptical machines, strength training equipment and exercise bikes.

$23M Apr 2012

Office Supplies Office SuppliesLeverage the Federal Strategic Sourcing Initiative (FSSI) for purchase of office supplies.

$115M

May 2011SAF/AQC policy approved Mar 2011 (mandatory 1 Oct 2011)

IT Client Computing and Servers

Covers all mainstream desktops, laptops, monitors and client-level servers and monitors.

$727M

Jul 2010

Awarded!

BPAs in-place

IT Cellular Service Devices

Consolidated one-stop shopping point for cellular services and devices. $231M

Aug 2011

Awarded!

BPAs in place

IT Digital Printers and Information

Multi-Functional Devices/Printers…MFD’s or MFP’s and Toner consumables. $105M

Jan 2008

BPAs in-place

Medical ServiceClinical Acquisition Support

Provide all direct-care, clinical service positions under personal services contracts to the medical service.

$992M Dec 2011

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ESG Spiral Update

Medical ServiceMedical Administrative Support Svs

Provide medical support (non-patient) positions and services to the medical service.

$494M Jan 2012

Medical ServiceConsultant Advisory and Technical Svs

Provide management and professional support services, studies, analysis and evaluations, and engineering and technical services to meet medical service Advisory & Assistance (A&AS) requirements.

$985M Dec 2011

Force Protection

Load Carrying System

Purchase of all Security Force load carrying system and accessory items. $29M

Jan 2009

Contract Awarded

Force Protection

DoD Civilian Police/Guard Uniform Items

AbilityOne contract to provide primary duty uniform items, utility uniform items, outerwear and accessories (belts, caps, patches, badges, etc.) for 4,000 Civilian Police/Guard

$19M Nov 2011