Prepared by: ACC-R Source Selection Support Center of Excellence (S3COE) - PowerPoint Presentation

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Prepared by:ACC-R Source Selection Support Center of Excellence (S3COE)

Source Selection Overview to Industry

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Source Selection Support Center of Excellence(S3CoE) Team Members

Ginger Rosacia, S3CoE Chief/ Advocate for CompetitionDiana McCown, Senior Procurement Analyst

Sarah Schlapman, Senior Procurement

Analyst

Charles Miller, Senior Procurement AnalystKamisha Holloway, Senior Procurement Analyst

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Objective/DisclaimersObjective: Provide Industry better understanding of the DoD source selection process

Government takes source selection seriously

Focus is on ensuring fair and transparent process

Always room for improvement

No discussion of specific acquisitions/source selections today.

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Source Selection ObjectiveGovernment selects the contractor who provides the best value to the Government at a fair and reasonable

priceObtain best value through use of a comprehensive evaluation process, providing fair and consistent evaluation of proposals

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Formal vs. Informal Source Selection

Formal source selection:

>

$100 M

Can be used for complex acquisitions below $100MSource Selection Authority (SSA) other than the Contracting Officer

Requires use of a Source Selection Advisory Council (SSAC)

Informal source selection:

Generally less complex

More flexible structure

SSA can be the Contracting Officer

Source Selection Process May Be

“Formal” Or “Informal”

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Policy: DoD Source Selection Procedures

Guides formal FAR 15.3 source selection processApplies to all programs >$10MStructured processTraining from Source Selection Support Center of Excellence (S3COE)

Advice/Review from Legal and

S3COE

Multiple oversight/review levels at multiple pointsCompetitions under FAR Parts 8 and 16 are streamlined; generally, same overarching concepts apply but FAR 15.3 does not apply to Parts 8 and 16

FAR, Supplements, DoD Source Selection Procedures and Army Supplement are available to Industry

at https://www.acquisition.gov/content/regulations

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It Takes a TeamGovernment tries to include mix of people independent of program to ensure level playing field

Government encourages planning time to ensure thorough communication with industry

Government works to avoid preferential treatment of any potential offeror

Requirement

Owner

Contracting

S3COE

DCMA/DCAA

Property

Administration

Program Management Technical

and End-User Organizations Budget/Logistics/IT

Office

of Counsel

Small

Business

Cost/Pricing Advisors (Government and Non-Government) Direct and Indirect StakeholdersIndustry

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Typical Formal Source Selection Team

Structure And Communication Lines

Advisors: Legal, S3COE, SMEs, Spt Ktrs

Source Selection Authority (SSA)

Technical

Past Performance

Small Business Participation

Subfactor 1

Subfactor 2

Subfactor 3

Contracting Officer

≥ $100M

Source Selection Advisory Council (SSAC)

Cost/Price

Source Selection Evaluation Board (SSEB) Chairman

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Components of the Formal SST

Formal Source

Selection Team

(

SST) Model

Source Selection Authority (SSA)

Source Selection Advisory

Council (SSAC)

Source Selection Evaluation

Board (SSEB)

Advisors and Others

Selecting Official

Compares Proposals

Supports

SSA

Evaluates Proposals

Supports SSA

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Typical Informal Source Selection Team

Structure And Communication

Lines

Source Selection Evaluation Board (SSEB) Chairman

Legal Advisor, S3COE

Source Selection Authority (SSA)

Typically the PCO

Technical

Past Performance

Small Business Participation

Subfactor 1

Subfactor 2

Subfactor 3

<$100M

Cost/Price

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…and

achieved!

If discussions are necessary, SSA will approve the Competitive Range Determination

SSEB Chair will then appoint the SSEB members

SSP and Evaluation Criteria are consistent with Requirements

Team:

Right experience

Training

Team Consistency

Conflict of Interest

Security

Document the rationale in the Source Selection Decision Document

Source Selection Authority

Ensure milestones are realistic

Appoint SSEB Chair and SSAC

Ensure Proper conduct of the process

Make the source selection decision

Determine if discussions needed

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Identity of the Source Selection Authority

Per AFARS 5115.303 and the DoD Source Selection Procedures:The appointment of the SSA shall be commensurate with the complexity and dollar value of the acquisition. 

For

acquisitions with a total estimated value of $100 million or more, the SSA shall be an individual other than the

KO.For all other acquisitions, the KO may

serve as the SSA

unless

the agency head appoints another individual.

Per Local Policy:

At a minimum, the SSA will be at or above the grade level of the KO signing the order.

The

identity of the SSA shall be

considered Source Selection Sensitive until

contract award and

shall not be disclosed to anyone who has not

signed a non-disclosure agreement for that procurement.

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The Source Selection Advisory Council (SSAC)

Establishment and RoleThe SSA establishes the

SSAC to gain access to functional area expertise to provide required support throughout the source selection

process.

The SSAC is composed of a Chairperson and Members; membership should represent the specific functional areas from which the SSA may require expertise; typically senior Government personnel including a person from the cognizant Contracting Office.

For ACAT I/II source selections involving organizations from across Army or from other services, the SSAC must include representatives from all significant requirements organizations and be at an organization/grade level commensurate with other members of the SSAC.

When established, it will provide oversight to the

SSEB and provide the SSA with a written comparative analysis and recommendation.

The SSAC is

required

at a dollar value of ≥ $100M

and

optional

for lesser values.

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The Source Selection Evaluation Board

Consists of a Chairperson and Evaluators; frequently organized into functional teams corresponding to the specific evaluation criteria or factors (e.g., Technical, Past Performance, Small Business Participation, and Cost/Price).

Responsibilities:

Conduct

a comprehensive review and evaluation of proposals based solely on the evaluation criteria outlined in the

RFP

Assist

the SSEB Chairperson in documenting the SSEB evaluation

results

Support

any post-source selection activities, such as debriefings and post-award reviews/meetings, as required.

Brief

the SSAC/SSA (as requested), and respond

to comments/instructions from the SSAC/SSA. 5) Prepare the evaluation notices (ENs).

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Pre-Solicitation Process

Market Research

Risk Assessment

Planning/

Strategy

Solicitation Development

Release Solicitation

Industry engagement is important throughout this process.

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Evaluation Process

“We’ve submitted our proposal- now what happens?”

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Factors Driving Procurement Schedules

Each program is unique so even though the process is consistent and standardized, there is sufficient flexibility to address those unique aspects

The more complex and higher value of the requirement, the longer it can take to complete acquisition planning and get required approvals

It’s important to do draft solicitations but also to address industry questions and send out answers prior to release of final solicitation; adds time

Poor quality solicitations and proposals add time also

ACC-RSA is continuously researching opportunities for innovative techniques to streamline source selection process and reduce procurement schedules

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Early and Frequent Engagement with Industry for Best ResultsHow Can Industry Help?

Respond to Requests for Information/CommentsAttend Industry DaysProvide Capability BriefingsNotify KO early of any potential issues (such as OCIs)Provide input on Draft RFPs & Final RFPs

Attend Pre-Proposal Conferences

Verify Proposal Adequacy/Compliance with all solicitation instructions

Consistency between Technical and Cost ProposalProvide adequate supporting detail in Cost ProposalConsistency between Prime Proposal and Subcontract InformationAttend Post-Award Debrief with Goal of How to Improve

Importance of Industry Throughout Process

Source Selection Process

ALT

PALT

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In Summary

Government follows a structured source selection process. The appointment of the SSA is commensurate

with the complexity and dollar value of the acquisition. 

SSA makes independent decision using input from evaluation team, SSAC, and other advisors.

Checks and balances are in place to ensure integrity of the process.

There are multiple ways in which industry can affect evaluation timelines and better outcomes.

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QUESTIONS?

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