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NCM A   BOSTO N   WORKSHOP NCM A   BOSTO N   WORKSHOP

NCM A BOSTO N WORKSHOP - PowerPoint Presentation

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Uploaded On 2019-11-20

NCM A BOSTO N WORKSHOP - PPT Presentation

NCM A BOSTO N WORKSHOP Integrit y Servic e Excellence DEVELOPLING THE CONTRACT B r e a k i n g B a r r i e r s S i n c e 1 9 4 7 1 Overview B r e a k i n g B a r r i e r s ID: 766028

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NCMA BOSTON WORKSHOP Integrity – Service - Excellence DEVELOPLING THE CONTRACT B r e a k i n g B a r r i e r s … S i n c e 1 9 4 7 1

OverviewB r e a k i n g B a r r i e r s … S i n c e 1 9 4 72 DefinitionContract Structure Contract TypesThe Art of CLIN Structure How Clauses Define a Contract Alignin g Section s L an d M Examples Best Practices Lessons Learned Conclusion

ContractB r e a k i n g B a r r i e r s … S i n c e 1 9 4 73 A “Contract” is a mutually binding legal relationship obligating the seller to furnish supplies or services and the buyer to pay for them…A contract includes all types of commitments that obligate the Government to an expenditure of appropriated funds. Contracts include several types of commitments: Bilateral instruments and modifications Awards and notices of award Letter contracts Task, Delivery, and Purchase orders issued under Basic Ordering Agreements or Indefinite Contracts FAR 2.101

Contract StructureB r e a k i n g B a r r i e r s … S i n c e 1 9 4 74 Uniform Contract Format as prescribed in FAR Part 15.204Part I (The Schedule): A: Solicitation/Contract Form B: Supplies or Services and Prices/Costs C: Description/Specification/Work Statement D: Packaging and Marking E: Inspection and Acceptance F: Deliveries or Performance G: Contract Administration Data H: Special Contract Requirements

Contract Structure ContinuedB r e a k i n g B a r r i e r s … S i n c e 1 9 4 75 Part II (Contract Clauses): Section I Contract clausesPart III (List of Documents, Exhibits, and Attachments): Section J List of attachments Part IV (Representations and Instructions): K Representations, certifications, and other statements of offerors or respondents Section K is incorporated into the contract by reference L Instructions, conditions, and notices to offerors or respondents M Evaluation factors for award Sections L, and M do not become part of the contract upon award

Contract TypesB r e a k i n g B a r r i e r s … S i n c e 1 9 4 76 Fixed Price ContractsContractor assumes highest risk; Used when the requirements are: Wel l defined Production contracts, and the Purchase of commercial items Firm Fixed Price – price not subject to adjustment Firm Fixed Price with EPA – upward or downward adjustment based on specified contingencies Fixed Price Incentive Firm – profit rate adjusts based on cost performance

Contract Types ContinuedB r e a k i n g B a r r i e r s … S i n c e 1 9 4 77 Cost Reimbursable Contracts Government assumes highest risk; Used when requirements are: Research and Development Uncertain Emerging Canno t b e wel l defined Cost – costs are reimbursed with no profit or fee Cost Plus Incentive Fee – fee rate adjusts based on cost performance Cost Plus Fixed Fee – costs are reimbursed, contractor entitled to fixed fee upon completion of work Cost Plus Award Fee – costs are reimbursed, base fee; rest of fee is earned based on variou s criteri a (technical , schedul e an d cost)

Other Contract TypesB r e a k i n g B a r r i e r s … S i n c e 1 9 4 78 Time & MaterialsProvide s for acquiring supplies or service s o n th e basi s of: Direct labor hour s a t fixe d hourl y rate s that include: Wages Overhead Genera l an d administrativ e expenses Profit Material s a t cost , includin g material handlin g costs Labor-Hour Variatio n o f th e time-and-material s contract; materials are not supplied May onl y b e use d whe n i t i s no t poss i ble to estimate (at time of award) Th e exten t or duratio n o f th e wor k OR Anticipate costs with any reasonabl e degre e o f confidence

What is a Contract Line Item (CLIN)B r e a k i n g B a r r i e r s … S i n c e 1 9 4 7 9 DFARS 204.103 / PGI 204.1 requires contracts to identify the items or services to be acquired as separate contract line items DFARS 204.103 / PGI 204.1 A Contract Line Item (CLIN) is: A method of describing supplies/services on a contract Located in Section B Referenced throughout the contract CLINs shall have all four of the following characteristics: Singl e Uni t Price Separatel y Identifiable Separat e Deliver y Schedule Single Accounting Classification Citation Informatio n sublin e ite m number s v s Separatel y identifie d sublin e items

The Art of CLIN Structure B r e a k i n g B a r r i e r s … S i n c e 1 9 4 7 10Factor s to Consider:Fixed Price vs Cost CLIN descriptions and language Incremental funding SubCLINs and Info SubCLINs Colors of money Separate CLINs for different colors of money Differing periods of performance How to structure CLINs with different PoPs

How Clauses Define a Contract B r e a k i n g B a r r i e r s … S i n c e 1 9 4 711 Options Used to extend the ter m of th e contract Warranties Protect Government interest b e yon d th e lif e of th e contract Change s clause Use d t o modif y contracts Allo w s fo r unilateral change s t o contract s for Administrativ e changes Issu e chang e orders Mak e change s authorize d b y clause s othe r tha n a change s clause Issu e terminatio n notices Dat a Rights Influence s Government decision s fo r th e lif e of a w eapon s syste m (60 + year s B-52) Mandator y Clauses Ensur e U S Government i s protecte d fro m certai n contracto r activities Giv e guidance, instruction, an d promot e social standards

Evaluation Factors/SubfactorsB r e a k i n g B a r r i e r s … S i n c e 1 9 4 712 Factors must address: Cost/price Quality of product or service Non-cost factors (i.e., technical, technical risk , smal l busines s participation , past performance) Evaluation Factors and their relative importa n ce are within the discretion of the agency and must: Be stated clearly in the solicitation IAW 15.304(d) Represent the key areas of importance to be considered in the source selection decision Provide meaningful comparison for discrimination among competing proposals

Aligning Sections L and M with Evaluation FactorsB r e a k i n g B a r r i e r s … S i n c e 1 9 4 7 13 Section L - Instructions to Offerors Sectio n L tell s th e Offero r ho w t o prepar e th e proposa l s o tha t th e Offero r submits informat i o n tha t ca n b e evaluate d i n acc o rdanc e wit h Sectio n M , th e Evaluation Criteria Sectio n M - Evaluatio n Criteria ; Factor s an d Subfactors Sectio n M mus t b e specifi c t o an y requirement s documen t (Syste m Requirements Documen t (SRD ) o r Statemen t o f Wor k (SOW ) a n Offero r i s expecte d t o propos e to Governmen t i s require d t o adher e t o th e criteri a identifie d i n Sectio n M Governmen t tell s Offero r ho w the y wil l b e evaluate d an d mus t follo w it s ow n directions Requirin g a cros s referenc e matri x t o trac k SRD/SO W requirement s t o proposa l will ensur e tha t th e evaluato r know s wha t informatio n i n th e proposa l track s t o the requirement s document ; eliminate s “guessing ” i f al l area s hav e bee n addresse d i n the Offeror’ s proposal

ExamplesB r e a k i n g B a r r i e r s … S i n c e 1 9 4 714 PEITSS Source Selection- 16 month s long- NO Protests Constant communication with Industry/Offerors Changes, quality of submissions, schedule, issues, upcoming events Debrief Unsuccessful Offerors in person: Offerors appreciate the Government’s effort and are grateful for the personal feedback Post Award performance- $53M delivery order with 14 month design/integration PoP extended to 21 months Small business awardee; unprepared for the Air Force level of documentation First Cost Reimbursable contract for company; Government educated contractor

Best PracticesB r e a k i n g B a r r i e r s … S i n c e 1 9 4 715 CommunicationIndustry Days Very beneficialGives Industry “Head’s Up” on Government needs Draft RFP Solici t Industr y inpu t o n everything Release drafts of RFP documents as early as possible Notify Industry of updates made to RFP documents Industry Q&As Ensure all potential vendors have access to Q&As Answer Industry questions quickly, accurately, with concise and specific answers

Best Practices ContinuedB r e a k i n g B a r r i e r s … S i n c e 1 9 4 716 Source SelectionTeam Administration Require assistance from members of a current/recently concluded source selection Draft templates and examples for use during evaluation Includ e role s an d responsibilitie s o f AL L functions Anticipate a schedule; remain flexib l e and prepare the team for work cycles Conduct telecoms with offeror (during discussions; once Competitive Range has bee n established) G o ove r directions , explai n technical/cos t issues Answer questions thoroughly and ensure mutual understanding Inform the Offerors on schedule updates frequently

Best Practices ContinuedB r e a k i n g B a r r i e r s … S i n c e 1 9 4 717 Post Award Debriefs Conduct debriefs as quickly as possible Conduct all telephonic debriefs on the same day Offer in-person debriefings for unsuccessful offerors Face- to-face interaction is more personal; unsuccessful offerors appreciate the effort expended by the Government

Lessons LearnedB r e a k i n g B a r r i e r s … S i n c e 1 9 4 718 CommunicationDon’t assume that the Offeror understands the Government expectation Ask questions of Offerors to verify mutual interpretat i on of a conversation or direction Request written confirmation of Government teleconferences Listen: To the Offerors; To fellow team members; To Leadership Organization Be organized- make sure all team members know what is expected of them Set schedule goals as a team and revise as a team when necessary Respect Team members have different levels of kno w ledge , expertise , experience , wor k styles Everyon e i s critica l t o achievin g a successfu l en d result

Conclusion B r e a k i n g B a r r i e r s … S i n c e 1 9 4 719 No single “right” way to develop a contract Not a one size fits all Use the structure that makes the most sense for the acquisition Engage with industry when appropriate I f needed , pursu e a deviation You have wide latitude to do what makes sense Da t a provi d e d by a n d is curre nt as of

QuestionsB r e a k i n g B a r r i e r s … S i n c e 1 9 4 720