ACTIVITY NAME

Preparing Successful Proposals for NAVFAC HawaiiService Contracts

July 24, 2008

2 .

Pre-solicitation Phase

•The Government will synopsize the solicitation. You can find the projects at the following websites:

•Federal Procurements – •https://www.fbo.gov

•NAVFAC Procurements – https://www.neco.navy.mil

3 .

Solicitation Phase

•Pre-proposal site visit/conference

–We conduct site visits for majority of the solicitations.

–We hold pre-proposal conferences for all competitive solicitations.

4 .

Solicitation Phase

Our competitive procurements use best value, source selection procedures where offerors are required to submit technical and price proposals to be considered eligible for award.

5 .

Solicitation Phase

•Proposal preparation

–Follow the instructions/format specified in the solicitation

•CONTENT OF PROPOSALS (SECTION L)

–Organize your proposal in the same order as the content of proposals

–Use it as a checklist

6 .

Solicitation Phase

•Our expectations

– Submit a complete proposal which includes everything listed in the Content of Proposals. Proposal should contain only what is requested. Address each evaluation factor/subfactor completely.

– Ensure all forms completely filled out (e.g., Section K - Representations, Certifications, and Other Statements of Offerors, Past Performance Surveys, Experience Lists).

– Do not submit other information (e.g., the entire solicitation package, letters of appreciation).

7 .

Solicitation Phase

•Technical factor includes, at a minimum:

•Past Performance/Experience•Safety

8 .

Solicitation Phase

•Past Performance/Experience (Example):

–Submit no more than three contractor performance surveys, similar to the subject solicitation considering size and scope, completed during the past three years or currently in progress.

–Provide three completed Contractor Performance Survey Forms for each subcontractor that will perform major or critical aspects of the requirement.

9 .

Solicitation Phase

•Past Performance/Experience (continued)

–Offerors that do not have past performance/experience on similar contracts shall state and provide an explanation in the proposal.

–If an offeror does not provide three completed past performance surveys on similar contracts and does not provide an explanation, it will be construed that the offeror does not have three references.

–Use the forms provided in the solicitation.

10 .

Solicitation Phase

•COMMON DEFICIENCIES

Past Performance/Experience

–Offerors submit more than three surveys. (The Government will only consider three surveys.)

–Offerors submit surveys or projects on the experience list that were completed over three years ago. (The Government will not consider projects completed over three years ago.)

11 .

Solicitation Phase

•COMMON DEFICIENCIES (continued)  Past Performance/Experience (continued):

– Offerors submit surveys or experience lists for projects that are not relevant to the solicitation. (The Government will not consider information on projects that are not similar to the solicited work in terms of size and scope. (E.g., if the solicitation is for grounds maintenance, do not submit surveys for a janitorial project.))

12 .

Solicitation Phase

•COMMON DEFICIENCIES (continued)  Past Performance/Experience (continued):

–Offerors don’t submit surveys or experience lists for the subcontractors that will perform a major part of the contract. (The Government does not know your intent on subcontracting unless you submit the information.)

ￚOfferors will submit performance surveys which they completed themselves. (The Government will not accept surveys completed by the offeror for the offeror.)

13 .

Solicitation Phase

•SAFETY - Site Safety and Health Officer (SSHO)

––10-hour OSHA Construction Safety Class OR 30-hour OSHA Construction Safety Class (depending on the safety hazards of the project). Classes are available on-line.

–Up to 5 years of satisfactory experience in preparing and enforcing the contractors safety program on projects of similar size and complexity.

–Up to 24 hours of safety training per year for the past five years.

14 .

Solicitation Phase

•COMMON DEFICIENCIES

Safety:

–Offerors submit resumes for two SSHOs, hoping the combined experiences of both will suffice. (The Offeror’s SSHO must all requirements in the solicitation.)

–Offeror does not submit evidence of having the required years of safety experience on similar projects.

15 .

Solicitation Phase

•COMMON DEFICIENCIES (continued)•SAFETY (continued)

–Offeror fails to submit certificates for the required classes (e.g., 10 Hour or 30 Hour OSHA certificate) for the SSHO or the required certificates for competent training.

–The certificates are expired or was completed prior to the years designated in the solicitation.

16 .

Solicitation Phase

•Proposal preparation

–Initial proposal should contain your best terms from a price and technical standpoint. You may not have the opportunity to make revisions to your proposal if award is made without discussions.

–If you don’t understand what is required, ask questions at the pre-proposal conference or prior to proposal receipt date.

17 .

Solicitation Phase

Submitting your proposal (Section L – Instructions, Conditions, and Notices to Offerors)

 – Proposal Delivery Requirements - Mail or hand carry to the address identified in Section L.

–Must be received no later than the time/date specified for receipt.

–No public bid opening.

18 .

Evaluation Phase (Section M)

•The Government will review all timely received proposals to determine whether offerors completed and submitted all required documents.

• Evaluate Price and Technical factors.– Generally, price = technical

•Pay close attention to the evaluation factors – it tells you what we will be evaluating and what is important to us.

19 .

Evaluation Phase

•Intent is to award on initial proposals.–No discussions

 •The Government will select the proposal(s) that represents the best value to the Government, considering both price and technical factors.

20 .

OTHER PRE-AWARD REQUIREMENTS

• ORCA - Online Representations and Certifications Application at www.bpn.gov/orca

– Additional provisions included in RFP •One pay - Electronic Funds Transfer Payment

– Invoices paid electronically– Verify your Contractor Central Registration (CCR) account is complete and accurate at http://www.ccr.gov

 

21 .

OTHER PRE-AWARD REQUIREMENTS

•Federal Contractor Veterans' Employment Report (VETS-100 Report)

– Contracts subject to FAR clause 52.222-38, Compliance with Veteran’s Employment Reporting Requirements require submission of the VETS-100 Report

– http://vets100.cudenver.edu or helpdesk at 301-306-6752

– No award to a contractor who has not submitted a required annual report