Contracting Basics
Agenda
 Sources for obtaining tenders.
 https://www.JCCS.gov/olvr
 http://www.fbo.gov
The Solicitation.
 Regulations.
 Uniform Contract Format (UCF).
 Forms SF1449 & SF1442.
 Solicitation Questions?
 Response Deadline.
 Amendments.
 Responsive and Responsible Proposals.
 Discussions After Submission of Proposal
 Evaluation Criteria
 Helpful Hints
DD250
Joint Contingency Contracting
System and how to register your
company
Ethics
•
Integrity and Conflicts of Interest
Cannot favor a particular vendor
 Cannot direct a requirement to a particular vendor
 Cannot provide source selection information to
vendors
 Cannot accept gifts or services of any kind from
vendors
 Cannot use your position for gain of any kind (gifts,
future employment, discounts)
 Cannot do anything that gives even the appearance of
favoring a particular vendor

Sources on the Internet
Sources
There are several sources for obtaining business opportunities from the
US Government.
Dun and Bradstreet
http://www.dnb.com
Central Contractor Registry
https://www.bpn.gov
Joint Contingency Contracting System
https://www.jccs.gov/olvr
Federal Business Opportunities
https://www.fbo.gov/
What is the Central Contractor Registry (CCR)?
The Central Contractor Registration (CCR) is a web-enabled
government-wide application that collects, validates, stores, and
disseminates business information about the federal
government's trading partners in support of the contract award,
grants, and the electronic payment processes. Anyone (sole
proprietors, corporations, partnerships, and governmental
organizations) desiring to do business with the government must
register in CCR.
Here are the steps on how to register for the registry--
Step OneDUNS Number: If you need a DUNS number, visit D&B at
http://fedgov.dnb.com/webform to obtain a DUNS number.
Step TwoTIN/EIN: Ensure your organization has a Taxpayer Identification
Number or Employer Identification Number (TIN/EIN), and know the
organization's taxpayer name associated with that TIN. To obtain an
EIN, visithttp://www.irs.gov/businesses/small/article/0,,id=102767,00.html
Step ThreeKnow your organization’s statistical information. You will be required
to provide the receipts and number of employees on a world-wide basis
for your organization.
Step FourEFT Information: Know your Electronic Funds Transfer (EFT) banking
information.
Step 1: Access the CCR online registration through the CCR
home page.
Click on "Start New Registration." You must have a Data Universal
Numbering System (DUNS) number in order to begin the
registration process.
Step 2: Complete and submit the online registration.
If you already have the necessary information on hand, the online
registration takes approximately one hour to complete, depending
upon the size and complexity of your business or organization
::Terms Defined::


Cage Code or Nato Cage Code - The Commercial And
Government Entity (CAGE) Code is a five-character ID number
used extensively within the federal government. The NCAGE Code
can be obtained directly from the Codification Bureau in their
country
DUNS Number- Dun & Bradstreet (D&B) provides a D-U-N-S
Number, a unique nine digit identification number, for each physical
location of your business.
D-U-N-S Number assignment is FREE for all businesses required to
register with the US Federal government for contracts or grants.
Visit http://fedgov.dnb.com/webform/pages/CCRSearch.jsp to
request your D-U-N-S Number via the Web. If one does not exist
for your business location, it can be created within 1 business day.
Now let’s talk about
DoD Solicitations
Solicitations
Regulations
The CENTCOM Joint Theater Support Contracting Command
(CJTSCC) uses the following regulations. All clauses referenced
within the solicitation or resulting contract are taken from one of these
regulations.
Note: Please use these web links as a tool to familiarize yourself with the Governments regulations.
Federal Acquisition Regulations (FAR)
 https://www.acquisition.gov/comp/far/index.html
Defense Federal Acquisition Regulation Supplement (DFARS)
 http://www.acq.osd.mil/dpap/dars/dfars/html/current/tochtml.htm
Army Federal Acquisition Regulation Supplement (AFARS)
 http://farsite.hill.af.mil/VFAFAR1.HTM
Solicitations
Uniform Contract Format (UCF)
The contract provisions in Parts I, II, and III of the Uniform Contract Format (UCF) will
constitute a complete contract except for the prices or costs and fee in Part B. The
offeror must fill out Part B when the offer is submitted. Solicitations for basic contracts,
as well as solicitations on existing contracts must be in the following order: Once a
contract has been awarded, sections A-K of the solicitation will become a part of the
basic contract, while sections L & M will not be part of the resulting contract, but will
remain in the pre-award documentation.
Part I – The Schedule
A - Solicitation / Contract Form
B - Products 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
(L) Provides instructions to contractors
on how to submit their proposal
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 and Certifications, and Other
Statements of Offerors
L - Instructions, Conditions, and Notice to Offerors
M - Evaluation Factors for Award
(M) Identifies how the contractor’s
proposal will be evaluated
For more information on the UCF, visit: www.uscourts.gov/procurement/Appendix_A.pdf
Solicitations
Solicitation/Contracts/
Order for
Commercial/Supplies
Items -- SF 1449
Please Complete Blocks
12,17,23,24,& 30
Discount Terms (Government
discounts your total amount by a
certain percentage if paid within the
specified time that you indicate here).
* 17a. Contractor/Offeror (Your
Name, Company Information, e-mail
& Telephone Number.
* 17b. Check if address is different.
* 23. What is the Unit Price?
* 24. Amount (total amount)
* 30a. Signature of
Offeror/Contractor
* 30b. Name and Title (Position in
Company) of Signer ( individual
responsible)
* 30c. Dated Signed (must be filled in)
Solicitations
Solicitation/Contracts/
Order for
Commercial/Supplies
Items – SF 1449
(continued)
Blocks 23 & 24
Continue
Government
Use Only
(Do not enter
anything in this
section)
Solicitations
SF 1449
Solicitations
Solicitation, Offer,
and Award
SF 1442
Construction,
Alteration, or Repair
Government Use
Only
(Do not enter
anything in 1-13)
Solicitations
Solicitation, Offer, and
Award -- SF 1442
Complete Blocks 14-20 (Please
see next slide)
* 14. Print; Name, Company
Address and e-mail of your
company.
* 15. Telephone NO (Include area
code).
* 16 Remittance Address (Where to
send payment) -- Include only if
different than Item 14.
* 17. Indicate the number of
calendar days that the total Price
will remain in effect.
* 18. This is not required, please
leave blank.
* 19 Acknowledgment of
Amendments –
During the bidding process
amendments (RFP Changes) are
sometimes executed. If so, please
note amendment number and date
for each change.
Check the web-site daily in order
to acknowledge any changes to
the RFP.
* 20a. Name and title of person
authorized to sign offer (Type or
Print)
*20b. Signature
*20c. Offer Date
Solicitations
Section B - Products or
Services and Prices / Costs
Identifies the products or
services required.
Ensure you understand the
description of the requirement.
References are often made to
the Statement of Work (SOW) or
Performance Work Statement
(PWS). Read these!
Use two decimal places for dollar
values.
All proposals are to be submitted
in US Dollars.
Verify all calculations.
Do not round values in the
‘Amount’ column.
Solicitations
Section C - Description / Specifications / Statement of Work
 Statement of Work (SOW)
FAR 8.405-2(b) All Statements of Work shall include the work to be performed; location
of work; period of performance; deliverable schedule; applicable performance
standards; and any special requirements (e.g., security clearances, travel, special
knowledge). To the maximum extent practicable, agency requirements shall be
performance-based statements (see Subpart 37.6)
 Performance Work Statement (PWS)
(1) Describe the work in terms of the required results rather than either “how” the work
is to be accomplished or the number of hours to be provided (see 11.002(a)(2) and
11.101);
(2) Enable assessment of work performance against measurable performance
standards;
(3) Rely on the use of measurable performance standards and financial incentives in a
competitive environment to encourage competitors to develop and institute innovative
and cost-effective methods of performing the work.
The SOW covers the work requirements and in conjunction with
applicable performance/design requirements contained in
specifications is used for contractual agreements.
Thoroughly read Section C of the solicitation.
Solicitations
Section D - Packaging and Marking
 Identifies special packaging and marking requirements for delivery of products
Section E - Inspection and Acceptance
 Identifies inspection criteria for products being delivered or services being
performed
 Identifies whether a Quality Assurance Plan is required
Section F - Deliveries or Performance
 Identifies the period of performance, place of performance, and location for
deliveries
Section G - Contract Administration Data
 Points of contact for the contract (e.g., contracting officer, contracting officer’s
representative (COR), etc.)
 Payment office and Invoicing instructions
Section H - Special Contract Requirements
 Special provisions required in the contract
 It is very important to read and understand these requirements
Solicitations
Section I - Contract Clauses
 This section includes the clauses required by the federal and
agency regulations mentioned earlier.
 Clauses are incorporated
 in full text – the entire clause in included in the solicitation
 by reference – only the clause number and title are included
in the solicitation
It is the responsibility of the contractor to understand all
clauses in the solicitation, whether it is in full text or by
reference. Ask for clarification if there is something you
don’t understand.
Solicitations
Section J - List of Attachments
 Lists all attachments included in the solicitation
Section K - Representations and Certifications, and Other Statements of
Offertory
 The contractor is required to complete this section and submit with their
proposal
 The contractor is providing representations and certifications about their
company.
 Have they been debarred?
 Company size
 etc.
Section L - Instructions, Conditions, and Notice to Offerors
 Provides instructions to contractors on how to submit their proposal
 It is important for all contractors to read this section
Section M - Evaluation Factors for Award
 Identifies how the contractor’s proposal will be evaluated
Solicitations
Solicitation Questions
Section L of the solicitation will normally provide a deadline for
submitting questions. The responses will be provided in an
amendment to the solicitation.
What should you ask?
 Do you understand the requirement?
 Does something not make sense?
 Do you feel something is missing from the requirement?
If you do not understand, ask the question.
Solicitations
Response Deadline
 The response deadline is identified in block #8 of the SF 1449 and block
#13a of the SF 1442.
 Section L of the RFP may also indicate the response deadline.
 Section L will indicate where to submit your proposal.
 Submit your proposal on time. Do not be late!
Amendments
Be aware of amendments to the solicitation. Amendments may
 Change the response deadline
 Change other provisions within the solicitation
Check each of the sources from which you obtained the solicitation to ensure
an amendment has not been issued.
** Even if it’s the day before the solicitation is due, check it out.
Solicitations
Responsive Quote


Must be submitted by the date and time requested; if there is no time listed,
the time is 5:00 pm on that day
If late, the offer may not be considered
Responsible Proposal or Quote


Pricing needs to be realistic; we do not always award to the lowest bidder
so make sure you are giving us your best price possible
Need to include more than just the price

Demonstrate how you will perform actual work

Define company’s available resources and skill sets to do the work
Discussions After Submission of Proposal


Submit a complete proposal package
The Government may award without discussions
Solicitations
Evaluation Criteria



Experience/Past Performance – covered on next slide
Technical – See ‘Helpful Hints’ below
Cost/Price

Price competitively, but ensure that you can do the work for the price you propose
Helpful Hints





Read through the entire Statement of Work (SOW)
If there is an attachment or reference mentioned, read this also
Make a list of (or highlight) the important points in the SOW
Identify all deliverables/requirements and reports
When preparing your technical proposal, ensure that you answer each of
these points
Solicitations
Past Performance/Experience


Past performance is a very important evaluation factor.
Provide previous Government and Commercial contracts with work that is
relevant to the requirement for which you are submitting a proposal.




Contract Number, Agency/Company, Contact Information
Verify information submitted in your proposal
Contact your references
Subcontracts, Teaming Agreements, and Joint Ventures count also.
Contact Information

Please provide a primary and alternate contact when submitting your
proposal. Name, address, E-mail, and phone number.
We need to know how to contact you!
Proposal Identification

Put your company name on all pages of your proposal.
Solicitations
Business Relationships

Contracting Officer (the person who signs the award document)



Provides direction for work to be performed
May direct changes to the scope of work in the contract. It is
recommended that the contractor first obtain a modification to the
contract
Contracting Officer’s Representative (COR)


Provides direction for work to be performed
May not direct changes outside the scope of work in the contract.
Always communicate
in writing!
Performance

Compliance with Statement of Work (SOW)

Successful or unsuccessful performance is evaluated for future
contract awards
DD250
The purpose of this form is to prove that the product has been delivered to the
appropriate delivery destination. Payment cannot be rendered without this form being
endorsed by a US Military member a the location of acceptance. Vendors may speed up
the payment and acceptance process by sending a filled out version of this form to the
delivery point of contact named in the contract document.
Here is how to fill out the DD Form 250.
DD250
Instructions for Completing the DD Form 250
Block 1 13 digit contract number, and four digit call/order number,
where applicable.
Block 2 Shipment number. Example: ABC0001 or ABC0001Z.
Block 3 Actual or estimated shipment date.
Block 4 Government or commercial bill of lading transportation
control number.
Block 5 Discount terms in percentages and days allowed.
Block 6 Invoice number and actual or estimated date of submission.
Block 7 Consecutive page numbers.
Block 8 Enter “S” for source acceptance point or “D” for destination
acceptance point.
Block 9 Contractor name, address and CAGE code.
Block 10 Contract Administration Office address and DoD Activity
Address Directory (DoDAAC) code number.
Block 11 Address, FOB and code of “Shipped from” location.
Block 12 Payment office name, address and code as stated in contract.
Block 13 “Shipped to” address and code from contract.
Block 14 “Marked for” address and code from contract.
Block 15 CLIN, SUBCLIN, and ELIN item number as cited in contract.
Block 16 Item name, stock and/or part number and description.
Block 17 Quantity Shipped.
Block 18 Abbreviated unit of measure.
Block 19 Unit Price.
Block 20 Extended amount.
Block 21 To be completed by Quality Assurance Representative.
Block 22 To be completed by receiving activity.
Block 23 Contractor use only.
JCCS Website
Web Site: JCCS
Register Your Company
Visit www.jccs.gov/olvr
Register your company
OR
LOGON (if you’re registered)
PUBLIC WORKS & WATER
Web Site: JCCS
Register Your Company
Select “Next” to continue
with registering your
company
PUBLIC WORKS & WATER
Web Site: JCCS
Register Your Company
Fill the
information
for the
Company
Required Data Fields:
You cannot proceed
until all required fields
are filled in. A red
asterisk identifies
unfilled, required fields
when you click [SAVE].
PUBLIC WORKS & WATER
ID & Classification Codes
If applicable,
specify an ID
Type and
Number, then
click [SAVE]
To add
Classification
Code, click
[SEARCH]. Select
a code from list,
then click [SAVE]
Note: You will not be able to enter
the Cage Code or Duns number.
After you have completed your
JCCS registration, e-mail your
company ID, Cage Code, and Duns
Number to
jccs.support@gmail.com.
Click [SAVE] after editing the
entire page
PUBLIC WORKS & WATER
Web Site: JCCS
If EFT is Preferred Payment Method…
Fill in the EFT Bank
information and
click [SAVE] at the
bottom of the
screen
PUBLIC WORKS & WATER
Web Site: JCCS
Point of Contact Information
Fill the required
information for
the POC.
Note: Email
address will be
used to log in
to JCCS
PUBLIC WORKS & WATER
Create a Password
JCCS Password Questions
Select and enter the answers to each of your three (3) questions
Question
1:
Answer
1:
Question
2:
Answer
2:
Question
3:
Answer
3:
Select and
answer
three
questions
What city w ere you born in?
*
What is the name of your favorite childhood friend?
*
In w hat city or tow n did your mother and father meet?
*
Specify a
password that
Password
Password must have at least 15 characters including 1 number, 1 special character (!,@,#,$,%,^,&,+,=),
1
conforms
to the
lower-case letter, and 1 capitalized letter.
specified rules.
New Password:
*
Click [SUBMIT]
Confirm New Password:
*
PUBLIC WORKS & WATER
Web Site: JCCS
Search for Solicitations
Click Search
Solicitations
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Web Site: JCCS
Search for Solicitations
Search by
typing:
Title or
Number
Search by:
Classification
Code, Province,
Sector/RCC
and/or Keyword
Search by Close
Date
Click [SEARCH]
PUBLIC WORKS & WATER
Web Site: JCCS
Search for Solicitations
Click on a
solicitation to view
details
Number of result
pages
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View the Solicitation
details
PUBLIC WORKS & WATER
Web Site: JCCS
Search for Solicitations
View amendments, files to
download, and submitted
proposals