Office of Government
Contracting
Understanding Simplified Acquisition
Procedures &
Combined Synopsis/Solicitation
Prepared by
Ms. Marichu N. Relativo
Procurement Center Representative (PCR) - Alaska
Office of Government Contracting (GC)
-- advocates on behalf of small business in the federal procurement world.
10/20/2010
www.sba.gov
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Key to Success
 Any business, regardless of size, has the potential to
get a contract with the government
 Best chance are any vendors that sells a product or
service & are:
 Responsible
 Competitive
 Patient in dealing with the bureaucratic process
 Committed to use all resources needed to market to
the Government
 Technologically proficient and adaptable to changes
 Communicate/understand the contracting language
10/20/2010
www.sba.gov
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Small Business
Programs & Goals
 8(a)/Small Business Development (SDB) – 5%
 Certification requires SBA approval
 HUBZone Small Business – 3%
 Certification requires SBA approval
 Service-Disabled Small Business (SDVOSB) – 3%
 Self-certification in CCR
 Small Women-Owned Small Business (SWOSB) – 5%
 Self-certification in CCR
 Small Business (SB) – 23%
 Self-certification in CCR
10/20/2010
FAR Part 19, Public Laws, Code of Federal
Regulations (13 CFR)
www.sba.gov
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FY2009 Small Business Procurement
Scorecard Report
http://www.acq.osd.mil/osbp/statistics/goals.htm
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www.sba.gov
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Purpose of Federal
Government-Wide Goals
 To help small and disadvantaged businesses
 Federal contracts is not a guarantee
 Level the playing field for small business
 Agencies must TRY to meet these goals
 Contracts are awarded on price, quality and
performance
 Contracts are not handouts or giveaways
 SBA Scorecards each agency – Report card
Agency report cards posted in the SBA website
http://www.sba.gov/aboutsba/sbaprograms/goals/index.html
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Acquisition Regulations
 Federal Acquisition
Regulation (FAR)
Department of Defense (DFARS)
Department of the Army (AFARS)
U.S. Army Corps of Engineers (EFARS)
Department of the Air Force (AAFARS)
Department of the Interior (DIARS)
National Park Service (NPS)
Bureau of Land Management (BLM)
Fish & Wildlife Services (FWS)
Websites: www.arnet.gov/far or http://farsite.hill.af.mil/
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Order of Preference
 Parity among the following:
 8(a) BD
 HUBZone
 SDVOSB
 WOSB – Preference status – effective February 5, 2011
 Underrepresented NAICS codes set aside to WOSB/EDWOSB
 General Rule: “Once 8(a) – Stays 8(a)”
 Per FAR 19.8/13CFR 124
 Exception: New requirement or requirement increased by 25%
 Construction requirement – considered new requirement
 Same applies to the other Small Business Programs
 Geographic Restriction on set aside:
 None
 Exception: Alaska ANC/8(a) firms
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www.sba.gov
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Acquisition Methods
Simplified
Acquisition
Request For
Quotation (RFQ)
-Under $100K
-Informal $150K
-Simplified
(SAP)
-Supplies
-Services
-Construction
-FAR 13
-SF 18, 1449 or
DD 2555
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Commercial Buy
(Combined Synopsis/
Solicitation)
Sealed Bidding
Acquisition
Invitation For Bid
(IFB)
Negotiated
Acquisition
Request For
Proposal (RFP)
-Under $5.5M
-Informal $6.5M
-Formal
-Supplies
-Services
-FAR 12
-FAR 14
-FAR 15
-SF 1449
- Above $100K
-Formal $150K
-Seal Bid
-Price Only
-Supplies
-Services
-Construction
-FAR 14
-SF 33, 1442
-Above $100K
-Formal $150K
-Negotiated
-Best Value
-Supplies
-Services
-Construction
-FAR 15
-SF 33, 1442
www.sba.gov
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Simplified vs. Commercial
Acquisition
Simplified Acquisition Procurement (SAP)
Under $100,000
$150K
Supplies, Services, Construction procurement
Reserved for small business
Commercial Acquisition
$6.5M
Up to $5.5 Million
Supplies & services only
Can be formal or informal acquisition
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www.sba.gov
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Types of Commercial
Acquisition
One-time requirements
Gym equipment, purchase/install carpets, cameras, etc.
On-going requirements
Janitorial, grounds maintenance, laundry service, etc.
Follow-on requirements
IT upgrades/training
Exceptions
Non GSA or FSS procurement
Utilizing existing regional/agency requirements
contracts (AFWay, MATOC, ERS)
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MICRO PURCHASE
Micro Purchase – Credit Card
One-time purchase
Supplies: $3,000 or below
Services: $2,500 or below
Construction: $2,000 or below
Unrestricted (full/open)
Informal (end-user allowed to use)
Penalty for splitting requirements to
keep under the threshold amount
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www.sba.gov
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Publicizing Actions
Government Point of Entry (GPE)
Below $10,000 – Not required
$10,000 – $25,000
 Display in public place or electronic means
Above $25,000 – GPE Required
Federal Business Opportunities website (FBO)
EBuy website for GSA requirements only
Recovery Act (ARRA) funded requirements
Exceptions
8(a) Sole Source requirements
FAR PARTS 5 & 8
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www.sba.gov
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Publicizing Actions
Government Point of Entry (GPE)
Transfer Data Back/Forth
Dept of Interior GPE
NPS, BLM, FWS, BIA,
MMS, BR, NBC, etc…
Transfer Data Back/Forth
Stand alone GPE
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www.sba.gov
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Federal Business
Opportunities (FBO)
Government Point of Entry or GPE (+$25,000) = See FAR Part 5
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ARMY ‘s
GPE
AFSI Website: https://acquisition.army.mil/asfi/
10/20/2010
www.sba.gov
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Dept of
Interior’s
GPE
DOI Website: http://ideasec.nbc.gov
10/20/2010
www.sba.gov
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Current Requirements in Guam
10/20/2010
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Sample Notification from FBO
Title:
Sol. #:
Agency:
Office:
Location:
Posted On:
Base Type:
Link:
Watch video in
Polar Bear Telemetry Tags
FBO for
70181AQ017
instructions to set
Department of the Interior
up automatic
Fish and Wildlife Service
CGS-WO
notification
Nov 13, 2009 3:01 pm
Combined Synopsis/Solicitation
https://www.fbo.gov/spg/DOI/FWS/CGSWO/70181AQ017/listing.html
Title:
Sol. #:
Agency:
Office:
Location:
Posted On:
Base Type:
Link:
RECOVERY 3 Lakes Bridge Replacement
AG-0489-S-10-0057
Department of Agriculture
Forest Service
EROC Northwest
Nov 13, 2009 2:44 pm
Presolicitation
https://www.fbo.gov/notices/1242321ba7d2eded9c2f97c0140f069c
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Type of Notices in FBO
Pre-solicitation Advance Notice that a solicitation is forthcoming. This is posted
Notice
15 days prior to the solicitation being available. Used in formal
acquisition (RFP & IFB)
Solicitation
Changes to the Pre-solicitation notice or Solicitation (due date,
specifications, etc)
Combined
Synopsis/
Solicitation
Informal/formal solicitation used for commercial items/buys.
Complete scope of work/specification provided in the
announcement. Solicitation copy is provided. Evaluation - price
alone and/or other factors. Response time: 10–30 days.
Sources Sought Gathering information/Market Research. No solicitation
available. Agency will make a determination on procurement
based of information received (i.e., set aside for HUBZone,
SDVOSB, 8(a), or full/open). Request information (statement of
qualification) or list of questions. The response time is between
10 – 45 days.
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Type of Notices in FBO Con’t
Special Notice
Used for Information Purpose Only, Sources Sought, Notice of
a sole source procurement, and Recovery Act procurement.
Provide information of a vendor fair/industry day; upcoming
specific event, pending new requirements/changes.
Award
Notice of award and information pertaining to the award above
$3.5 million (with exceptions at 5.303(a)). Only formal
solicitation the award notice is posted. There is no requirement
to post or notify firms/vendors of informal solicitation. All
Recovery Act Funded projects will be posted for subcontracting
opportunities.
Cancellation
Announcement/solicitation has been canceled
Modification/
Amendment
Changes to the Pre-solicitation notice or Solicitation (due date,
specifications, etc)
10/20/2010
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Federal Supply Codes (FSC)
10 -- Weapons
26 -- Tires and tubes
11 -- Nuclear ordnance
28 -- Engines, turbines & components
12 -- Fire control equipment
29 -- Engine accessories
13 -- Ammunition & explosives
30 -- Mechanical power transmission
equipment
14 -- Guided missiles
31 -- Bearings
15 -- Aircraft & airframe structural
components
32 -- Woodworking machinery and equipment
16 -- Aircraft components & accessories
34 -- Metalworking machinery
17 -- Aircraft launching, landing & ground
35 -- Service and trade equipment
handling equipment
36 -- Special industry machinery
18 -- Space vehicles
37 -- Agricultural machinery & equipment
19 -- Ships, small craft, pontoons & floating
38 -- Construction, mining, excavating &
docks
highway maintenance equipment
20 -- Ship and marine equipment
39 -- Materials handling equipment
22 -- Railway equipment
40 -- Rope, cable, chain & fittings
23 -- Ground effects vehicles, motor vehicles,
41 -- Refrigeration, air-conditioning & air
trailers & cycles
circulating equipment
24 -- Tractors
42 -- Fire fighting, rescue & safety equipment
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25 -- Vehicular equipment components
Federal Supply Codes (FSC)
43 -- Pumps & compressors
44 -- Furnace, steam plant & drying
equipment; & nuclear reactors
45 -- Plumbing, heating, & sanitation
equipment
46 -- Water purification & sewage treatment
equipment
47 -- Pipe, tubing, hose & fittings
48 -- Valves
49 -- Maintenance & repair shop equipment
Hand tools
52 -- Measuring tools
53 -- Hardware & abrasives
54 -- Prefabricated structures and scaffolding
55 -- Lumber, millwork, plywood & veneer
56 -- Construction & building materials
58 -- Communication, detection, & coherent
radiation equipment
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59 -- Electrical and electronic equipment
components
60 -- Fiber optics materials, components,
assemblies & accessories
61 -- Electric wire & power & distribution
equipment
62 -- Lighting fixtures & lamps
63 -- Alarm, signal & security detection
equipment
65 -- Medical, dental & veterinary equipment
& supplies
66 -- Instruments & laboratory equipment
67 -- Photographic equipment
68 -- Chemicals & chemical products
69 -- Training aids & devices
70 -- General purpose information technology
equipment
71 -- Furniture
www.sba.gov
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Federal Supply Codes (FSC)
72 -- Household & commercial furnishings &
appliances
73 -- Food preparation and serving equipment
74 -- Office machines, text processing systems
& visible record equipment
75 -- Office supplies and devices
76 -- Books, maps & other publications
77 -- Musical instruments, phonographs &
home-type radios
78 -- Recreational & athletic equipment
79 -- Cleaning equipment and supplies
80 -- Brushes, paints, sealers & adhesives
81 -- Containers, packaging, & packing
supplies
10/20/2010
83 -- Textiles, leather, furs, apparel & shoe
findings, tents & flags
84 -- Clothing, individual equipment &
insignia
85 -- Toiletries
87 -- Agricultural supplies
88 -- Live animals
89 -- Subsistence
91 -- Fuels, lubricants, oils & waxes
93 -- Nonmetallic fabricated materials
94 -- Nonmetallic crude materials
95 -- Metal bars, sheets & shapes
96 -- Ores, minerals & their primary products
99 -- Miscellaneous
www.sba.gov
Access the complete list: http://www.dlis.dla.mil/H2/default.asp
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Classification Codes
Services & Construction
10/20/2010
www.sba.gov
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ARMY ANNOUNCEMENT IN FBO
When you click this, it will take
you to the Agency’s website
Announcement Breakdown
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List of
additional
documents
for this
requirement
NOTE: AFS utilized by the Dept of Defense
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List of additional
documents for this
requirement
NOTE: NBC is utilized by the Dept of Interior (NPS, BLM, FS, BR)
http://ideasec.nbc.gov/j2ee/opportunities.jsp
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List of additional
documents for this
requirement
NOTE: NBC is utilized by the Dept of Interior (NPS, BLM, FS, BR)
http://ideasec.nbc.gov/j2ee/opportunities.jsp
10/20/2010
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For
Simplified
Acquisition and
Commercial
Form can be used as:




Solicitation
Quote Sheet
Award
Receiving Report
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Main Commercial Clauses &
Provisions
 52.212-1 -- Instructions to Offerors -- Commercial Items.
(removed after award)
 52.212-2 -- Evaluation -- Commercial Items
(removed after award)
 52.212-3 -- Offeror Representations and Certifications -Commercial Items (filed)
 52.212-4 -- Contract Terms and Conditions -- Commercial
Items (part of the award)
 52.212-5 -- Contract Terms and Conditions Required to
Implement Statutes or Executive Orders -Commercial Items (part of the award)
Website: http://farsite.hill.af.mil
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52.212-1 -- INSTRUCTIONS TO
OFFERORS






NAICS Code & Small Business Size Qualification
Submission of Offers (include in the offer, proposal, quote)
Period of acceptance of offers - “Prices is good for 30 days”
Product Samples (i.e., video/movie, design/artwork, etc)
Multiple offers (allowed - will be evaluated separately)
Late Submission, modification, revisions/withdrawal of offers




Late is Late – consider the contracting office physical location/time zone
Calendar days used in the bidding period
Acknowledge all amendments/revision of the solicitation
Electronic commerce may/may not be authorized
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52.212-1 -- INSTRUCTIONS TO
OFFERORS (cont)
 Contract Awards
 Multiple Awards
 DUNS/CCR requirement
 Debriefing
Strengths/weakness of the proposal
Understand the process
Improve future proposal/acquisitions
The Govt followed the solicitation requirement/evaluation
factors
Determine if a protest is valid to pursue
Pick your battles
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52.212-2 -- Evaluation
Evaluation Factors Identified
Relative Order of Importance of the Evaluation
factors, such as in Descending Order of
Importance:
Technical Capability
Price
Experience (What you did)
Past Performance (How well you did)
Small Disadvantaged Business Participation
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Examples of Evaluation
Criteria/Factors
1) Low Price
2) Other Factors to Considered (agency should identify these
factors)
a) Delivery/Discounts
b) ORCA – Online Representations & Certifications
Application
c) Technical – “Ability and understanding of requirements”
d) Experience – “What you did”
e) Past Performance – “How well you did”
f) Key Personnel – Project Managers, Safety Officer, QC
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ACTUAL EVALUATION FACTORS
“Award will be made to the offeror whose offer conforming to the solicitation is
determined to be most advantageous to the Government, price and other factors
considered.”
“Award will be made
to the responsible
offeror whose
quote/offer represents
the best value in terms
of technical
(capability of item(s)
offered to meet the
government need),
and price.”
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“52.212-02, Evaluation-Commercial Items.
The specific criteria to be used for evaluation,
listed in declining importance, shall be as
follows:
1) Ability to meet salient characteristics
2) Best value to the Government
3) Any warranties and price discounts
4) Price
All other evaluation factors other than price,
when combined, are significantly less
important than price.”
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Brand Name or Equal
Product
“The following provisions apply to this acquisition:
52.211-6 Brand Name or Equal; FAR 52.212-1 is
supplemented per following addenda: "Contractor
shall submit their quote on company letterhead,
delivery time, name, address, and telephone number of
the offeror, terms of any express warranty, unit price,
and overall total price;”
If providing “an equal” product – ensure to include product
information (specifications, product literature) & state in your quote
that you are providing “an equal product”
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52-212-3 – Offeror
Representation and Certifications
Require with quote/proposal
Require to complete on-line registration
On Line Representations and Certifications
Application (ORCA)
https://orca.bpn.gov/
https://www.bpn.gov/ccr/default.aspx
Not part of the final award document
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52.212-4 – Contract Terms &
Conditions






Inspection/Acceptance
Assignment (of claims)
Changes (terms/conditions)
Definitions
Excusable Delays
Invoices Instruction
 Wide Area Work Flow (WAWF)
 WAWF – used by Dept of Defense
 Patent Indemnity
 Payment





Items accepted (receiving report)
Prompt payment Act (Interest)
Supplies/Services – 30 days
Construction – 14 days
Can request payment within 7 days
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 Risk of Loss
 Taxes
 Termination for the Govt
Convenience
 Termination for Cause
 Title
 Warranty
 Limitation of Liability
 Other Compliances
 Compliance with laws unique to Govt
contracts
 Order of Precedence
 Central Contractor Registrations
(CCR)
 Alternate (instructions)
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52.212-5—Contract Terms &
Conditions to Implement Status or
Executive Orders
 52.233-3 – Protest After Award
 Contracting Officer shall check the clauses as appropriate
 52.203-15 -Whistleblower Protection under the American
Recovery & Reinvestment Act (ARRA)
 52.219-4 - HUBZone Set Aside
 52.219-6 - Notice of Total Small Business Set Aside
 52.219-14 - Limitations on Subcontracting
 52.219-27- Total Service Disabled Veteran Owned Set Aside
 52.225-1 - Buy American Act – Supplies
 52.222-41 - Service Contract Act (SCA) – for service
requirements
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Self – Perform Rule
Small Business (including 8(a) ANC) firms as
Prime contractors must self perform a percentage
of work
Percentage is based on labor only
52.219-14—Limitations on Subcontracting (SelfPerform by Prime)
Supplies – 50%
Services – 50%
Construction – 15%
Construction Special Trade - 25%
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Dept of Labor - Wage Rates
Service Contract Act (SCA) – Applies to services above $2,500
Davis Bacon Act (DB) – Applies to construction above $2,000
Website: http://www.wdol.gov/
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Contract Award
 Are you Responsive?
The solicitation requirements
 Are you Responsible?
 Pre-Award Survey: Technical capability





10/20/2010
& production capability
Quality Assurance (QA)
Financial: accounts receivable, net worth, cash flow
Accounting System
System for Qualifying Suppliers
Packaging, Marking, Shipping
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Contract Performance
 Read & understand the contract
 Communicate with all players
 Contingency Plans
 Anticipating potential problems
 On-Time delivery/performance
 Establish a good track (written) record
For Past Performance evaluation
The Contracting Officer is the only person with the
authority to act as agent of the Government (FAR 1.602-1)
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Getting Paid
 Know the paperwork process
 Keep good records
 Know your options
Progress payments
Prompt Payment Act
 EFT (electronic funds transfer)
 Accept government credit cards
 Dept of Defense Agencies -- Wide Area Workflow-Receipt
& Acceptance (WAWF-RA)
https://wawf.eb.mil
http://www.wawftraining.com
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Helpful Tips
The Contracting Officer- only authoritized person to
bind the Government (FAR 1.602-1)
Obtain clarification in writing regarding solicitation
Email subject line: reference solicitation
number/project title
Include alternate point of contact
After award, information is public knowledge
Agency allowed to release the vendor name/price
Inquiry “or equal” product if it did not meet specs
FOIA – Freedom Of Information Act (formal
request )
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Lost in Translation
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Questions?
Ms. Marichu Relativo
Tel: 907-271-2297
Fax: 907-271-2262
Email: marichu.relativo@sba.gov
http://www.sba.gov/aboutsba/sbaprograms/gcbd/index.html
http://www.sba.gov/
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