u.s. general services administration how to prepare a quality offer
TRANSCRIPT
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U.S. General Services Administration
How to Prepare a Quality Offer
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Topics Covered :
• Introduction to Schedules
• General Information
• Proposal Requirements– Pricing Proposal
– Contract Data Proposal
– Technical Proposals
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What Is a Schedule?
• It is a simplified process for obtaining commonly used commercial supplies and services at prices associated with volume buying. (FAR 8.4)
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Advantages of Schedule
• Federal Supply Schedules Non-Mandatory, But Preference
• Unrestricted Procurements
• Speed
• Long-term Contract Up to 20 Years, with Price Adjustment
• No Maximum Order Limitations (Thresholds) on the Federal Agency
• Schedule is Marketed to Agencies by GSA & Contractor
• Visibility thru GSA Advantage, e-Library &
• e-Buy (orders placed directly on-line)
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General Information
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Where to Find the Solicitation
• On the PES web page, click on the word solicitation located in the upper left hand corner
• Download solicitation/amendments
• Register to receive notice of changes
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Preliminary Steps
• DUNS Number and TIN
• Register in ORCA
• CCR Registration
• Request Open Ratings Report Before Submitting Offer
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How to Submit an Offer:
• Read the Entire Solicitation• Follow the Proposal Checklist and Solicitation
Provisions • Respond to All Requirements• Review for Completion of Quality Offer• Sign by Corporate Official • Submit
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Submit Completed Proposals To:
GSA, Management Services Center
ATTN: Bid Custodian (10FT-BID)
400 15th Street SW, Room 2757
Auburn, WA 98001-6599
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When We Receive Your Proposal:
• Contracting Officer/ Specialist Assigned
• Will be Contacted by Assigned CO/CS– Clarifications/ Deficient Data Defined
• Timeframe for Response Established
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Helpful Websites:View/Download the Solicitation: www.fedbizopps.gov
Federal Acquisition Regulation (FAR): www.arnet.gov/far
General Services Administration Acquisition Manual (GSAM)www.arnet.gov/GSAM/gsam.html
Review other Contractors on Schedule:www.gsa.gov/elibrary
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GSA Determines If the Offeror Is:
• Responsible – Viable Service– History of Satisfactory Performance– Financial Resources
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GSA Determines If the Prices Offered Are:
• Fair and Reasonable – Commercial and Government
Contracts– Must Provide Supporting
Documentation– Looking for Most Favored
Customer Pricing
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Method of Award
• Government will Evaluate All Technical Factors as Acceptable or Unacceptable
• If Unacceptable for a Particular SIN, that SIN will not be Awarded
• If proposal is Acceptable, Proposals will be Evaluated for Price Reasonableness
• Awards will be made on a continuous basis• Standing solicitation-no closing date
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Preparation for Award:
• Government May Award Without Discussion
• If Discussions Are Held, the Government Will Ask for Final Proposal Revision (FPR)
• When Ready for Award Be Sure Authorized Negotiator Is Ready to Sign!!!
• GSA Contract Number
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EVERGREEN CONTRACTS• Schedule contracts with a Base Period of 5
years and 3 Separate 5-Year option periods• Contract base period is 5 years from Date of
Award (DOA)
Base 1st Option
3rd Option
2nd Option
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Proposal
Requirements
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Format
Two Copies
– Completed Solicitation Document
– Technical Proposal
– Price Proposal
Sequenced in Accordance with Checklist
Format
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A Completed Proposal Contains:
• Cover Page• Proposal Checklist• Signed SF1449 (Complete Blocks 17a, 30a, 30b,
and 30c)• Section I: Pricing Proposal• Section II: Contract Data• Section III: Technical Proposal
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Pricing Proposal
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Pricing:A Complete Pricing Proposal includes• Pricing by proposed SIN• Commercial Sales Practice Format• Pricing Back-up / Supporting Documentation• Pricing Narrative• Professional Employees Compensation Plan
• If hourly rates: – Uncompensated overtime policy– Labor Category Descriptions
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Pricing:
Industrial Funding Fee
• All proposed pricing must be inclusive of the Industrial Funding Fee (IFF):– IFF reimburses GSA for cost of Schedules
Program– IFF MUST BE included in awarded price – Add IFF to ODC’s final price
• IFF is 0.75% (Remitted Quarterly)
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Pricing:Commercial Services• Proposals are evaluated based on commercial
business practices• Price Reasonableness is evaluated based on the
Offeror’s standard commercial pricing practices
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Pricing:
Column 1 – Customer
Column 2 –Price*(*Disclosures should be made on a separate
sheet)
Column 3 – Quantity/Volume
Column 4 – Discounts,
Concessions, Terms and Conditions
Column 5 – Price Offered to GSA
Column 6 – Unit of Issue (e.g., per hour, per day)
Column 7 – Quantity/Volume
Column 8 – Discount, Concessions, Terms and Conditions Offered to GSA
Commercial Sales Practices Format
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Pricing:
Supporting Documentation• Commercial Catalog/Price list• Invoices Supporting Prices & CSP• Forward Pricing Agreements/Other contracts• Defense Contracting Audit Agency (DCAA)
rate agreements• Other cognizant audit reports• Other Internal Documents
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Pricing:
Information for Hourly Rates
• Labor Category Descriptions must include:
- Experience
- Certification - Education/Degrees - Minimum Training
• Uncompensated Overtime Policy
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Pricing & EPA Methods of Economic Price Adjustment
1.Established Commercial Price List/Equivalent
Requires a Modification Request from Contractor for
Increase to Take Effect
2.Negotiated Escalation Prior to Award
A. Adjustments Based on Market Indicator (Yearly Mod)Based on a Published Index, Survey or Market Indicator
B. Fixed Escalation for Term of Contract (20 Years)Price Increases Are Automatically Effective on the
Anniversary of Contract (No Modification) (Least preferred method)
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Pricing Narrative
• Information to help determine that prices are fair and reasonable.
• Justification of proposed escalation factor.
• Confirmation that the Industrial Funding Fee is included in the pricing.
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Contract Data Section
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• Section C: Contract Clauses
• Attachment X: Representations and Certifications
• Subcontracting Plan (If Applicable)
• Financial Statements From
Previous 3 Years
Contract Data Section
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Small Business Subcontracting Plan (SBS PLAN):
Who is required to submit subcontracting plan?– Large business concerns based on the NAICS
codes
Why?– Maximize use of small business concerns; a
matter of national interest with both social and economic benefit
Attachment X – Small Business Subcontracting Plan
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SBS Plan:• Small Business Under NAICS Code, No Subcontracting Plan
Required
• Large Business for One NAICS Code, Vendor Is Required to Submit a Subcontracting Plan Under the Appropriate NAICS Code
• Subcontracting Plan Template Is Attached to Solicitation (Attachment 3)
• Follow Far Part 19.704 to Complete the Subcontracting Plan
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SBS Plan:Common Omissions
•Estimated overall contract value for the base period •Estimated subcontracting values for base period •Estimated subcontract percentages and dollar values
for the base period •Types of goods/services to be subcontracted to the
various small business concerns•Subcontracting plan program administrator•Personalize terms and conditions•Sign and date by a person authorized to bind the firm
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Financial Statements:
• Financial Statements from previous 3 years
– Audited annual report or financial statement, or other information demonstrating company’s financial stability
• Prepared According to GAAP Standards• Utilized to Assess Financial Stability
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Technical Proposal
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Four Evaluation Factors
• Understanding of Requirements• Experience• Past Performance• Quality Control
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Understanding of Requirements
• Description of Services Offered for Each SIN
• Discuss PES Areas of Expertise
• Demonstrate Understanding of Requirements
• Limit 2 Pages Per SIN
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Experience
• Project Requirements– Two projects per SIN– No more then two pages per SIN– Projects must have been completed or
substantially performed within two years of date of proposal submission
– Government or commercial projects are acceptable
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Past Performance• Offerors Must Order a PPE from Dun & Bradstreet/Open
Ratings• Order Form • Customer Reference Form • Offerors Are Responsible for Payment to Open Ratings for
PPE ($125.00)• Must Submit 1 Copy of Completed Order Form and
Customer Reference Form with Proposal• Include a Minimum of 10 Customer References (Government
or Commercial)
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Quality Assurance Plan
• Describe quality control methods for:– Project Management Reviews– Customer Relations– Meeting Urgent Requirements– Requirements for Security and
Safeguarding Information
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THANK YOU!