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 Format
Part I -- The Schedule
A Solicitation/contract form
B Supplies or services and prices/costs
C Description/specifications/statement of work
D Packaging and marking
E Inspection and acceptance
F Deliveries or performance
G Contract administration data
H Special contract requirements
Part II -- Contract Clauses
I Contract clauses
Part III -- List of Documents, Exhibits and Other Attachments
J List of attachments
Part IV -- Representations and Instructions
K Representations, certifications, and other statements of offerors
or respondents
L Instructions, conditions, and notices to offerors or respondents
M 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 Housholder
Alyssa Lozier
Andi Lewis
300 S. Wolcott, Ste. 300
Casper, WY 82601
brett.housholder@uwyo.edu
307-234-3203
213 W. Main St, Ste. C
Riverton, WY 82501
alozier@uwyo.edu
1400 E. College Dr.
Cheyenne, WY 82007
amlewis@uwyo.edu
307-637-5029