SPS Spotlight Series February 2015 Overview Provide Overview of the DoD Contracting Process as it relates to PD 2 Discuss the Solicitation and Award Phase Correlate the Contracting Solicitation and Award Process with Functionality of PD ID: 808823
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Slide1
PD2 Contracting 101Solicitation and Award
SPS Spotlight Series
February 2015
Slide2Overview
Provide Overview of the
DoD
Contracting Process as it relates to PD
2
Discuss the Solicitation and Award Phase
Correlate the Contracting Solicitation and Award Process with Functionality of PD
2
Slide3Sequence of Events
About Solicitations
Solicitation Phase
PD
2
Demonstration of Solicitation Functionality
About Awards
Award Phase
PD
2
Demonstration of Award Functionality
Slide4About Solicitations
Solicitation means:
Any request to submit offers or quotations to the Government
Submitted by either “Large” or “Small” businesses
The Small Business Administration (SBA) has established numerical definitions of small businesses, or “size standards,” for all for-profit industries. If a business meets these standards, they are considered small. If they do not, they are generally considered large.
Solicitations are categorized into types of procedures
Slide5About Solicitations
Solicitations under “Sealed Bid” procedures are called “Invitations for Bids
.” (See FAR Part 14)
Solicitations under “Negotiated” procedures are called “Requests for
Proposals.” (See FAR Part 15)
Solicitations under “Simplified Acquisition ” procedures may require submission of either a quotation or an offer
. (See FAR Part 13)
Generally, Sealed Bid and Negotiated procedures are used for solicitations over the Simplified Acquisition Threshold
Slide6About Solicitations
WHAT DOES A SOLICITATION NUMBER LOOK LIKE?
Slide7About Solicitations
Slide8About Solicitations
Specific letters or “PIINs” are used in the 9
th
position of the solicitation number.
Slide9About Solicitations
Slide10The Solicitation Phase
The Solicitation Phase
Slide11The Solicitation Phase
Putting the Solicitation Together
Inclusion of all Line Items
Attachments Pertinent to the Solicitation
Format of the Solicitation
Slide12The Solicitation Phase
A. Solicitation/Contract Form (Cover Page(s))
B. Supplies or Services and Prices (CLINS)
C. Description/Specifications/SOW
D. Packaging and Marking
E. Inspection and Acceptance
F. Deliveries and Performance
G. Contract Administration Data
H. Special Contract Requirements
I. Contract Clauses
J. List of Documents, Exhibits/Other Attachments (As Required)
K. Representations, Certifications and Other Statements of Offerors
L. Instructions, Conditions and Notices to Offerors
M. Evaluation Factors For Award
Usually, the Uniform Contract Format (UCF) is used in solicitations that are for Supplies or Services. It “may” be used in Construction, and Commercial. Sections K,L, and M are only used in the solicitation and are removed in the award.
Slide13The Solicitation Phase
Clause Requirement and Selection
FAR Requirement and Organizational Requirement
Selection can be “Manual” or done through PD
2
Clause Logic
Clauses may be prescribed by regulation or created locally
Slide14The Solicitation Phase
WHAT FORMS MAY BE USED?
Slide15The Solicitation Phase
SF 33 Solicitation Offer and Award
SF 1449 Commercial Item Acquisition
SF 1442 Construction
SF 18 Request for Quotation
Slide16The Solicitation Phase
Small Business Determination
Solicitations are sometimes automatically “set aside” for small business participation if within a certain dollar amount.
Other Socio-Economic Programs (8(a), SDB, Hub Zone, etc.)
Government advertises (called Synopsis) for the supplies or services needed
FedBizOpps
Prior to Solicitation Per FAR Part 5.2
Specified amount of time that this must remain synopsized or “on the street”
Request bids or proposals from vendors based on the requirements in the specific solicitation
Slide17The Solicitation Phase
The Use of Simplified Acquisition Procedures
Includes Supplies, Services, and Construction
The aggregate of which does not exceed the Simplified Acquisition Threshold (Currently $150,000.00)
Commercial Item Acquisition may exceed this with certain exceptions (See FAR Part 12)
Slide18The Solicitation Phase
Slide19The Solicitation Phase
Begin by highlighting the PR which is to be used. This PR will have all of the pertinent information for the solicitation.
Slide20The Solicitation Phase
Go to the menus Procurement →Pre-Award → Solicitations, then select the form to be used. We selected the RFP/IFB (SF 33).
Slide21The Solicitation Phase
The Create New Solicitation, Offer, and Award window displays. If this is to be an “IFB,” change the “R” to a “B.” If it is to remain an “RFP,” leave the “R.” The Format may also be selected here using the Format ID: dropdown arrow.
Slide22The Solicitation Phase
Fill in information on the various tabs per your agency’s direction.
Slide23The Solicitation Phase
Remember to include Clauses per your
a
gency’s requirements, either manually or using Clause Logic.
Save and close your solicitation.
Slide24The Solicitation Phase
Once all information concerning this Solicitation is complete, follow your agency’s directives for the creation of a CAR.
Slide25The Solicitation Phase
Once released by your Contracting Officer, your Solicitation is ready for the Award Phase.
Slide26About Awards
Award means:
A legally enforceable commitment on the part of the Government, and an agreement to perform a particular task on the part of the Contractor or Vendor.
Signatures Binding the terms of the Contract
Signed by the Government only, Signed by the Government and the Contractor, or Signed by the Government, the Contractor and a third party. (The Small Business Administration or SBA)
Subject to an evaluation process before the Award is final.
Slide27About Awards - Evaluation
Evaluation performed by the Government
Final result must be “Fair and Reasonable” to both parties
Lowest Price not always the determining factor:
Low Price in simple or Commercial Awards
Best Value in complex Awards
Other factors when dealing with particular awards such as “Sole Source” evaluations
Slide28About Awards - Evaluation
SAP Procedures
Informal, Much Simpler
IFB – Bid Opening Date
Evaluate Bids for Prices and Delivery
Award to Lowest, Responsive, Responsible Bidder
Bid prices are revealed at Public Bid Opening to all present
RFP – Closing Date
Prices are not revealed until award
Evaluate Proposals for Prices, Delivery and /or Best Value
Award or Negotiate with Responsible
Offeror
(s)
Slide29Award Phase
In the Award Phase, a “Type of Contract” must be chosen in accordance with FAR Part 16:
Fixed Price
Cost Reimbursement
Indefinite Delivery
Time and materials
Incentive
Please consult your activity for the correct contract type to use.
Slide30Award Phase
Several Contract Forms are available for use such as:
SF 33/SF26 (Supplies / Services
SF 252 (Architect-Engineering)
SF1442 (Construction)
SF 1449 (Commercial)
DD 1155 (Small Purchase)
Slide31The Award Phase
WHAT DOES A CONTRACT NUMBER LOOK LIKE?
Slide32The Award Phase
Slide33The Award Phase
DESCRIPTION
PIIN
BLANKET PURCHASE AGREEMENT
A
INVITATION FOR BID
B
CONTRACTS MOST TYPES
C
INDEFINITE DELIVERY CONTRACTS
D
RESERVED
E
GSA/NIB/NISH/UNICOR
F
BASIC ORDERING AGREEMENTS
G
AGREEMENTS EXCLUDING BPAs
H
DO NOT USE
I
RESERVED
J
SHORT FORM RESEARCH CONTRACT
K
LEASE AGREEMENT
L
PURCHASE ORDERS (MANUALLY ASSIGNED)
M
Slide34The Award Phase
DESCRIPTION
PIIN
NOTICE OF INTENT TO PURCHASE
N
DO NOT USE
O
PURCHASE ORDER (AUTOMATICALLY ASSIGNED)
P
REQUEST FOR QUOTATION (MANUAL)
Q
REQUEST FOR PROPOSAL
R
SALES CONTRACT
S
REQUEST FOR QUOTATION (AUTOMATIC)
T
USE WHEN YOU RUN OUT OF “T s”
U
USE WHEN YOU RUN OUT OF “P s”
V
USE WHEN YOU RUN OUT OF “M s”
W
RESERVED FOR DEPARTMENTAL USE
X
Slide35The Award Phase - PD
2
Functionality
Slide36The Award
Phase - PD
2
Functionality
Highlight the Solicitation that the Award will be made from.
Slide37The Award
Phase - PD
2
Functionality
Go to the menus Procurement →Pre-Award
/
Award,
t
hen
select the form to be used. We selected the Large Purchase (SF 33)
Slide38The Award
Phase - PD
2
Functionality
The Create New Large Purchase Award window displays. If the award is to be an “Indefinite Delivery Contract”, change the “C” in position 9 to a “D”. If not, leave it as it is. Then click the “OK” button.
Slide39The Award
Phase - PD
2
Functionality
The actual Large Purchase Award form will appear. Fill in information on the various tabs per your agency’s direction. Now navigate to the “CLINS” tab and open one of the line items.
Slide40The Award
Phase - PD
2
Functionality
The Line Item Detail window displays. Click on the “Funding” tab.
Slide41The Award
Phase - PD
2
Functionality
This is the area where the Line of Accounting (LOA) will display. The LOA was pulled forward from the Purchase Request.
Slide42The Award Phase
The Line of Accounting (LOA) is the funding associated with an organization’s budget. Here is an example of a Navy LOA. This is recognized by the “Service Designator” of 17.
Slide43The Award Phase
Other Service Designators include but are not limited to:
57 – US Air Force
21 – US Army
17 – US Navy and US Marine Corps
97 – Other Defense Agencies
Slide44The About Awards
Funding is derived by one of several means but primarily are:
Appropriated; Funds that are set aside by Congress that are derived from sources such as tax dollars
Non Appropriated; Funds that are generated by
DoD
military and civilian personnel and their dependents and used to augment appropriated funds
Slide45The Award Phase
Once all information concerning this Award is complete, follow your agency’s directives for the creation of a CAR. This document must now be Generated, Approved, and Released by a Contracting Officer
Slide46Conclusion
The Award may now be transmitted via whatever means is appropriate to the organization.
Any attachments may be transmitted with the actual award document.
Please see the next Contracts 101 Outreach presentation entitled Post Award
(available March 2,
2015).
Slide47Visit the
https://spssite.caci.com/spotlight/
page of the SPS website to access other available self-paced customer outreach material on additional topics
To register for an upcoming SPS Spotlight Series webinar session, visit the
https://spssite.caci.com/spotlight/
page
and login to register
Additional Information