PART III: Going After Jobs

Who Provides the Offer & Who Accepts

How Are Contracts Awarded?

Lowest Price

Solicitation serves notice that the award will made based on lowest price.

• Request for Quotes – written or oral• Invitation for Bid (IFB)

The business providing the lowest price must still be responsive and responsible in order to be awarded a contract.

The Concept of “Best Value” in Negotiated Procurement

• The entire effort involved in the acquisition process is directed toward the goal of obtaining “best value”.

• “Best value” means the expected outcome of an acquisition that, in the Government’s estimation, provides the greatest overall benefit in response to the requirement.

Best Value: Two Approaches• Tradeoff• Allows tradeoffs among cost or price and

non-cost factors and allows the Government to accept other than the lowest priced proposal.

• Lowest Price/Technically Acceptable• Proposals are evaluated to determine

whether they are technically acceptable and award is made to the lowest priced technically acceptable offer.

Responsiveness/Responsibility

Responsible vs. Responsive Contractor

• Responsible– Meet Criteria of Part 9 of the Federal Acquisition

Regulation (FAR)

• Responsive– Meet Criteria of a Particular Solicitation

What is a Responsible Contractor?• FAR Part 9• Determination of Contractor

Responsibility:– Formal document, signed by Contracting Officer

– Responsibility determined by the following:• Adequate financial resources to perform contract

• Able to comply with required delivery or performance schedule

• Satisfactory performance record (past performance)

• Satisfactory record of integrity and business ethics

Responsible Contractor (cont) • Have the necessary organization, experience, accounting and

operational controls, and technical skills, or the ability to obtain them

• Necessary facilities and equipment to perform contract requirements

• Be otherwise qualified and eligible to receive an Award under applicable laws and regulations (i.e. not currently debarred)

• Contracting Officer also checks System for Award Management (SAM):

• Representations & Certifications

• Active Exclusions (Excluded Parties List)

OK…So What is a Responsive Contractor?

• Completes all requirements of the solicitation • Follows directions• Submits the proposal on-time• Price is fair and reasonable• Meets requirements of the set-aside, if it applies

Proposals: Uniform Contract Format

Uniform Contract Format (UCF)

• FAR specifically requires the RFPs be prepared in accordance with the uniformed contract format.

• Though the UCF is not required for all solicitations, (for example RFQ’s and construction) there is basic information that must be provided regardless of the method of solicitation.

Uniform Contract FormatPart I -- The Schedule

A Solicitation/contract formB Supplies or services and prices/costsC Description/specifications/statement of workD Packaging and markingE Inspection and acceptanceF Deliveries or performanceG Contract administration dataH Special contract requirements

Part II -- Contract ClausesI Contract clauses

Part III -- List of Documents, Exhibits and Other AttachmentsJ List of attachments

Part IV -- Representations and InstructionsK Representations, certifications, and other statements of offerors or respondentsL Instructions, conditions, and notices to offerors or respondentsM Evaluation factors for award

From an SF 33: Example of Uniform Contract Format

Key Elements of a Request for Proposal

• Closing Date of Solicitation – UCF A• Delivery Date or Start Date/Completion Date – UCF F• Liquidated Damages – UCF I• Bonds – UCF I• Description/Specification/Statement of Work – UCF C• Instructions, Conditions, and Notices to Offerors –

UCF L• Evaluation Factors for Award – UCF M

Note:• L and M info may be stated elsewhere if a

Simplified Contract Format (SCF) is used.

What Should I Focus On?• Read all documents and forms included in the solicitation

package (including attachments) • If you do not understand a portion of the application, contact

the Point of Contact• Reading sections C through K will help you have a firm

understanding of the specific needs and requests required by the government agency

• Pay special attention to Sections L and M of the application, as these outline the evaluation process of the solicitation

RFP Section L• Information required to be submitted by offerors• Data needed to evaluate offeror’s proposal

• Format information • Margins, font size, headers, footers, etc. • Binding • General layout

RFP Section M • Evaluation Criteria• Most important section to the source selection • Basis for how offeror’s proposal will be evaluated through use of

factors and subfactors• Relationship between acquisition documents• Requirements set forth in Statement of Objectives,

Statement of Work, Performance Work Statement, etc.

Evaluation Factors and Significant Subfactors

• Factors will be listed in order of relative importance• Past Performance will be an evaluation factor• It must be stated whether all factors other than price

when combined are –• significantly more important than price• approximately equal to price, or• significantly less important to price

• Agency rating method need not be disclosed in the solicitation

Rating Methods

Agency Rating Methods of Evaluating Your Proposals

• Colors

• Adjectives

• Numerical

One BIG Don’t• Do not simply “mimic” the language in the RFP• Express an understanding of the RFP by specifying HOW

you will perform the work

• Example: The RFP’s Statement of Work is, “…the planned treatment is to mechanically treat vegetation within the boundaries of the identified units by chopping, mulching, and/or shredding the existing vegetation.”

• Don’t just repeat this statement in your proposal. Tell them how you will address this need.

Getting Paid

How Do I Get Paid?

• The invoice payment due date is the later of either the 30th day after the designated billing office has received a proper invoice from the contractor, or the 30th day after the government acceptance of supplies delivered or services performed by the contractor.

• Note: 30 days applies only to supplies and services. 14 days applies to construction.

How Do I Get Paid?

• The invoice payment due date is the later of either the 30th day after the designated billing office has received a proper invoice from the contractor, or the 30th day after the government acceptance of supplies delivered or services performed by the contractor.

• Note: 30 days applies only to supplies and services. 14 days applies to construction.

Tips for Success

What Can I Do?

• Be patient• Build a balanced, successful business• Attend networking events and prepare

capabilities statements • Practice and make it part of your routine• Work with your PTAC!

Brett Housholder300 S. Wolcott, Ste. 300Casper, WY 82601brett.housholder@uwyo.edu307-234-3203

Andi Lewis1400 E. College Dr.Cheyenne, WY 82007amlewis@uwyo.edu307-637-5029

Alyssa Lozier213 W. Main St, Ste. CRiverton, WY 82501alozier@uwyo.edu