NAVFAC SMALL BUSINESS PROGRAM TRAINING MODULE Topic Improving

NAVFAC SMALL BUSINESS PROGRAM TRAINING MODULE Topic: Improving Your Proposal Estimated time: 60 minutes Mark A. Brock NAVFAC SE ]Small Business

AGENDA • Contracting Terms • Responding to Sources Sought • Responding to Solicitations • SF 330 2 2

Contracting Terms • Experience - The distinction between experience and past performance is that experience pertains to the volume of work completed by a contractor that are comparable to the types of work described under the definition of recent, relevant projects, in terms of size, scope, and complexity. ØNote: At times the solicitation will allow for the prime to use the experience of subs to fulfill the experience requirements, however, it has to specify so. Example: Teaming arrangements—what does each party bring to the table • Past performance - pertains to both the relevance of recent efforts and how well a contractor has performed on the contracts. In other words, what did your customer say about you? Where they satisfied or not satisfied with all or some parts of the work performed. 3 3

Contracting Terms Continued • Recent – work completed within a given number of years; last 3 or 7 years • Relevant – Relevant projects include those that are related to the solicitation that demonstrate self-performance on design/construction projects of similar size, scope, and complexity, (i. e. : unique features, area, construction methods). 4 4

Contracting Terms Continued • Size and Magnitude – is expressed in terms of physical requirements and estimated price range. Example – HVAC replacement with a magnitude of construction $500 K to $1 M. • Scope – defines the project and states the Governments requirements. The scope of work may include criteria and preliminary design, budget parameters, and schedule or delivery requirements • Complexity – is driven by the number of parts, material, schedule, price, and interaction. The Relevant Past Performance in your proposal should have a complexity that is very similar as the project described in the solicitation. 5 5

Responding to Sources Sought • Tailor your capabilities to meet the Source Sought notice. ØUse the Contracting terms to help develop your capabilities. • Past Performance ØInclude customer letters of commendation, and any other forms of performance recognition. ØInclude Contractor Performance Assessment Report (CPARS) 6 6

Responding to Solicitations • Know 52. 215 -1 Instructions to Offerors—Competitive Acquisition • CSI Division 00 (Section K, L, & M)— Procurement and Contracting Requirements. In this section be familiar with the instructions to offerors and the evaluation factors. • CSI Division 700 (Section I) – Clauses are in the solicitation by reference or by full text – be sure to read all full text clauses – some are informational and some are required to be filled in and returned. 7 7

Responding to Solicitations • The relative order of importance of the non-cost/price evaluation factors Ø Example: As stated in the solicitation, all technical factors when combined are of equal importance to the performance confidence assessment (past performance) rating; and all technical factors and the performance confidence assessment (past performance) rating, when combined are approximately equal to price. Ø Basically the solicitation will state how all factors are rated as is importance with each other and whether technical factors and/or past performance is more important than, less important than, or equal to price. • Know page limits within the solicitation. 8 8

Responding to Solicitations • Past Performance ØInclude customer letters of commendation, and any other forms of performance recognition for subcontracting plans and for the past performance factor when requested. ØIn addition to the above, the Government may review any other sources of information for evaluating past performance. Other sources may include, but are not limited to, past performance information retrieved through: q Past Performance Information Retrieval System (PPIRS) using all CAGE/DUNS numbers of team members (partnership, joint venture, teaming arrangement, or parent company/subsidiary/affiliate) identified in the offeror’s proposal, inquiries of owner representative(s), q FAPIIS - Federal Awardee Performance and Integrity Information System q Electronic Subcontract Reporting System (e. SRS), and any other known sources not provided by the offeror. 9 9

Responding to Solicitations • Price Evaluation Ø Ø 10 10 Comparison of proposed prices received in response to the RFP. Comparison of proposed prices with the IGE. Comparison of proposed prices with available historical information. Comparison of market survey results.

Responding to Solicitations • Subcontracting Plans and Participation Plans Ø NAVFAC Subcontracting Plans (LB Only) (hit return after each comma) q Para 4: The following method was used to develop the above subcontracting goals. Include a statement explaining how the products and services to be subcontracted were established, how the areas to be subcontracted to SB, SDB, WOSB, HUBZone, VOSB, SDVOSB concerns, HBCU/MIs, Ability. One program participants, ANCs and Indian Tribes were determined, and how their capabilities were determined. (See FAR 19. 704(a)(4)) q Para 5: Source lists utilized in making the determinations in paragraph 4 Ø Participation Plans (SB’s Only) q We use this plan to determine that the SB contractor is performing 15% of the work for construction and 25% of the work that involves specialty trades. (Ref FAR Clause 52. 21914) 11 11

Responding to Solicitations • VOSB and DSVOSB – Vets - 4212 Registration/Update Ø Ensure report has been submitted to the Department of Labor: website http: //www. dol. gov/vets 4212. htm Ø The bid bond, SAM, and VETS-4212 registrations must be in the name/CAGE/DUNS of the offeror identified on the SF 1442. Ø Note: Just because you registered does not mean the system updated. Not sure how often the system updates, but if you cannot see yourself then we cannot either, so submit the VET- 4212 as a precaution. 12 12

Responding to Solicitations • Bid Bonds Ø Make sure the bonds are filled out correctly and stamped (raised seal). Know the difference between single project bonding and aggregate. • Safety Ø Explain a high EMR/Dart Rate for safety and what steps were taken to prevent this type of injury in the future. (i. e. 6 person SB, where a team member was in a car accident. The team member was rear-ended at a stop sign. Power Point training was given on defensive driving. ) Ø Note: when proposing as partnership/joint venture, EMR / DART/ TRC rates are required for both Contractors who are as part of the partnership/joint venture. 13 13

Responding to Solicitations • Experience: Ø In the experience factor don’t forget to give the completion date, $ amount, and other key words that make the project similar to solicitation project in your narrative. Ø Do not provide pictures for the experience factor; this does not tell us how relevant the project was to the solicitation project. In this case a picture is not worth a thousand words. Ø A Task order under the IDIQ contract counts a single project (don’t use the "whole" IDIQ contract for experience) Ø Cannot break up CLINs/Phases under a single award (contract/task order) to count as single project for experience Ø Note: Do not just look at the submittal requirements for a factor, but also look at the basis of evaluation for a factor. Mirror these two together, which will give the Government what they are looking for. 14 14

Keys to the SF 330 1. Read project information paragraph. Hit return after every period answer each sentence – create a checklist – assemble response in the same order (Same for Sources Sought). 2. Tie your proposal to relevancy 3. Relevant Experience 4. Team has worked together before on relevant projects Note: The SF 330 revolves around the relevant people you are proposing and the relevant projects they worked on. 5. Ask yourself if your business is positioned for that type of work. 6. Ideally, you want to list projects that are just like the one you are proposing on. 7. Resumes need to speak to size complexity and scope 15

SF 330 – Section A, B, C, & D • Section A, B, and C are self explanatory – please fill in the blank spaces • Section D – is your Org Chart. ØGive a single POC ØDo you have enough personnel to handle the requirement? ØEnsure there is a clear management structure ØWho are you specialist on your team? 16

SF 330 – Section E – The Resumes • Section E ØKey Personnel – actual team members only please q. Block 13 v. What was your role in the contract? v. Role should match project. v. If this person is a project engineer, then ensure the role is labeled as project engineer. Giving information that was not asked for will not count or be compliant. v. Information needs to be detailed with proof (provide licenses and certifications) q. Block 18 – go wild – give the extra – what other experiences does this key person have. 17

SF 330 – Section F (Projects) • Section F - Projects ØRelevant projects please – meet the minimum asked for – anything less makes you less competitive. Ø 10 year rule – anything older shows your age! ØRelevant projects – try to mirror what we are asking for. ØDid I say relevant? This is includes sub-consultants… 18

SF 330 – Section H • Section H ØGive what the client asked for…hit the return button! q. Respond to all areas q. Demonstrate understanding – give examples of your experience, business approach, quote regs, instructions, etc…. q. Give CAPACITY – provide examples of multiple projects done concurrently. Describe bench depth. q. Past performance, cost controls, schedules, quality, CPARS, PPQs q. If nothing specified in Section H; ask? q. If the client leaves it up to you just be RELEVANT! (what would be helpful to the client) 19

SF 330 – Final Tidbits • Know your client!!! Ø(Geographical; Dry air of TX, Frosty TN, Humid FL, Hurricane Prone Gulf Coast States)(We are the Navy so we have water fronts and airfields; i. e docks, wharfs, and runways) ØMeet the specific experience requirements we are looking for. ØIf you have any questions on the Governments interpretation of the requirements, you need to ask prior to the proposal due date through the pre-proposal inquiry (PPI) process laid out in the solicitation………. . and adhere to the timelines. 20

Workload Link - NAVFAC Public Portal - http: //www. navfac. navy. mil - NAVFAC Southeast / Small Business Office - Deputy Small Business, Mark Brock @ 904 -542 -6624 - Assistant Deputy Small Business, Dawn Brown @ 904 -542 -6629 21 21 11/1/2020