Office of Government Contracting Understanding Simplified Acquisition Procedures

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 1

Key to Success Ø Any business, regardless of size, has the potential to get a contract with the government Ø Best chance are any vendors that sells a product or service & are: Ø Responsible Ø Competitive Ø Patient in dealing with the bureaucratic process Ø Committed to use all resources needed to market to the Government Ø Technologically proficient and adaptable to changes Ø Communicate/understand the contracting language 10/20/2010 www. sba. gov 2

Small Business Programs & Goals Ø 8(a)/Small Business Development (SDB) – 5% Ø Certification requires SBA approval Ø HUBZone Small Business – 3% Ø Certification requires SBA approval Ø Service-Disabled Small Business (SDVOSB) – 3% Ø Self-certification in CCR Ø Small Women-Owned Small Business (SWOSB) – 5% Ø Self-certification in CCR Ø Small Business (SB) – 23% Ø Self-certification in CCR 10/20/2010 FAR Part 19, Public Laws, Code of Federal Regulations (13 CFR) www. sba. gov 3

FY 2009 Small Business Procurement Scorecard Report http: //www. acq. osd. mil/osbp/statistics/goals. htm 10/20/2010 www. sba. gov 4

10/20/2010 www. sba. gov 5

Purpose of Federal Government-Wide Goals Ø To help small and disadvantaged businesses Ø Federal contracts is not a guarantee Ø Level the playing field for small business Ø Agencies must TRY to meet these goals Ø Contracts are awarded on price, quality and performance Ø Contracts are not handouts or giveaways Ø SBA Scorecards each agency – Report card Ø Agency report cards posted in the SBA website http: //www. sba. gov/aboutsba/sbaprograms/goals/index. html 10/20/2010 www. sba. gov 6

Acquisition Regulations Ø Federal Acquisition Regulation (FAR) ØDepartment of Defense (DFARS) ØDepartment of the Army (AFARS) §U. S. Army Corps of Engineers (EFARS) ØDepartment of the Air Force (AAFARS) ØDepartment of the Interior (DIARS) ØNational Park Service (NPS) ØBureau of Land Management (BLM) ØFish & Wildlife Services (FWS) Websites: www. arnet. gov/far or http: //farsite. hill. af. mil/ 10/20/2010 www. sba. gov 7

Order of Preference Ø Parity among the following: Ø 8(a) BD Ø HUBZone Ø SDVOSB Ø WOSB – Preference status – effective February 5, 2011 Ø Underrepresented NAICS codes set aside to WOSB/EDWOSB Ø General Rule: “Once 8(a) – Stays 8(a)” Ø Per FAR 19. 8/13 CFR 124 Ø Exception: New requirement or requirement increased by 25% Ø Construction requirement – considered new requirement Ø Same applies to the other Small Business Programs Ø Geographic Restriction on set aside: Ø None Ø Exception: Alaska ANC/8(a) firms 10/20/2010 www. sba. gov 8

Acquisition Methods Simplified Acquisition Request For Quotation (RFQ) -Under $100 K -Informal $150 K -Simplified (SAP) -Supplies -Services -Construction -FAR 13 -SF 18, 1449 or DD 2555 10/20/2010 Commercial Buy (Combined Synopsis/ Solicitation) Sealed Bidding Acquisition Invitation For Bid (IFB) Negotiated Acquisition Request For Proposal (RFP) -Under $5. 5 M -Informal $6. 5 M -Formal -Supplies -Services -FAR 12 -FAR 14 -FAR 15 -SF 1449 - Above $100 K -Formal $150 K -Seal Bid -Price Only -Supplies -Services -Construction -FAR 14 -SF 33, 1442 -Above $100 K -Formal $150 K -Negotiated -Best Value -Supplies -Services -Construction -FAR 15 -SF 33, 1442 www. sba. gov 9

Simplified vs. Commercial Acquisition ØSimplified Acquisition Procurement (SAP) ØUnder $100, 000 $150 K ØSupplies, Services, Construction procurement ØReserved for small business ØCommercial Acquisition $6. 5 M ØUp to $5. 5 Million ØSupplies & services only ØCan be formal or informal acquisition 10/20/2010 www. sba. gov 10

Types of Commercial Acquisition ØOne-time requirements ØGym equipment, purchase/install carpets, cameras, etc. ØOn-going requirements ØJanitorial, grounds maintenance, laundry service, etc. ØFollow-on requirements ØIT upgrades/training ØExceptions ØNon GSA or FSS procurement ØUtilizing existing regional/agency requirements contracts (AFWay, MATOC, ERS) 10/20/2010 www. sba. gov 11

MICRO PURCHASE ØMicro Purchase – Credit Card ØOne-time purchase ØSupplies: $3, 000 or below ØServices: $2, 500 or below ØConstruction: $2, 000 or below ØUnrestricted (full/open) ØInformal (end-user allowed to use) ØPenalty for splitting requirements to keep under the threshold amount 10/20/2010 www. sba. gov 12

Publicizing Actions Government Point of Entry (GPE) ØBelow $10, 000 – Not required Ø$10, 000 – $25, 000 Ø Display in public place or electronic means ØAbove $25, 000 – GPE Required ØFederal Business Opportunities website (FBO) ØEBuy website for GSA requirements only ØRecovery Act (ARRA) funded requirements ØExceptions Ø 8(a) Sole Source requirements FAR PARTS 5 & 8 10/20/2010 www. sba. gov 13

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 10/20/2010 www. sba. gov 14

Federal Business Opportunities (FBO) Government Point of Entry or GPE (+$25, 000) = See FAR Part 5 10/20/2010 www. sba. gov 15

ARMY ‘s GPE AFSI Website: https: //acquisition. army. mil/asfi/ 10/20/2010 www. sba. gov 16

Dept of Interior’s GPE 10/20/2010 DOI Website: http: //ideasec. nbc. gov www. sba. gov 17

Current Requirements in Guam 10/20/2010 www. sba. gov 18

Sample Notification from FBO Title: Sol. #: Agency: Office: Location: Posted On: Base Type: Link: Watch video in Polar Bear Telemetry Tags FBO for 70181 AQ 017 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/70181 AQ 017/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/1242321 ba 7 d 2 eded 9 c 2 f 97 c 0140 f 069 c 10/20/2010 www. sba. gov 19

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. 10/20/2010 www. sba. gov 20

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 www. sba. gov 21

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 32 -- Woodworking machinery and equipment components 34 -- Metalworking machinery 16 -- Aircraft components & accessories 35 -- Service and trade equipment 17 -- Aircraft launching, landing & ground 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 10/20/2010 www. sba. gov 22 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 10/20/2010 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 23

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/H 2/default. asp 24

Classification Codes Services & Construction 10/20/2010 www. sba. gov 25

ARMY ANNOUNCEMENT IN FBO When you click this, it will take you to the Agency’s website Announcement Breakdown 10/20/2010 www. sba. gov 26

List of additional documents for this requirement NOTE: AFS utilized by the Dept of Defense 10/20/2010 www. sba. gov 27

List of additional documents for this requirement NOTE: NBC is utilized by the Dept of Interior (NPS, BLM, FS, BR) http: //ideasec. nbc. gov/j 2 ee/opportunities. jsp 10/20/2010 www. sba. gov 28

List of additional documents for this requirement NOTE: NBC is utilized by the Dept of Interior (NPS, BLM, FS, BR) http: //ideasec. nbc. gov/j 2 ee/opportunities. jsp 10/20/2010 www. sba. gov 29

For Simplified Acquisition and Commercial Form can be used as: Ø Ø Solicitation Quote Sheet Award Receiving Report 10/20/2010 9 4 4 1 F S E L P M A S www. sba. gov 30

Main Commercial Clauses & Provisions Ø 52. 212 -1 -- Instructions to Offerors -- Commercial Items. (removed after award) Ø 52. 212 -2 -- Evaluation -- Commercial Items (removed after award) Ø 52. 212 -3 -- Offeror Representations and Certifications -Commercial Items (filed) Ø 52. 212 -4 -- Contract Terms and Conditions -- Commercial Items (part of the award) Ø 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 10/20/2010 www. sba. gov 31

52. 212 -1 -- INSTRUCTIONS TO OFFERORS Ø Ø Ø 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 Ø Ø 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 10/20/2010 www. sba. gov 32

52. 212 -1 -- INSTRUCTIONS TO OFFERORS (cont) Ø Contract Awards Ø Multiple Awards Ø DUNS/CCR requirement Ø Debriefing ØStrengths/weakness of the proposal ØUnderstand the process ØImprove future proposal/acquisitions ØThe Govt followed the solicitation requirement/evaluation factors ØDetermine if a protest is valid to pursue ØPick your battles 10/20/2010 www. sba. gov 33

52. 212 -2 -- Evaluation Ø Evaluation Factors Identified Ø Relative Order of Importance of the Evaluation factors, such as in Descending Order of Importance: ØTechnical Capability ØPrice ØExperience (What you did) ØPast Performance (How well you did) ØSmall Disadvantaged Business Participation 10/20/2010 www. sba. gov 34

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 10/20/2010 www. sba. gov 35

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. ” 10/20/2010 “ 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. ” www. sba. gov 36

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” 10/20/2010 www. sba. gov 37

52 -212 -3 – Offeror Representation and Certifications Ø Require with quote/proposal Ø Require to complete on-line registration Ø On Line Representations and Certifications Application (ORCA) Øhttps: //orca. bpn. gov/ Øhttps: //www. bpn. gov/ccr/default. aspx ØNot part of the final award document 10/20/2010 www. sba. gov 38

52. 212 -4 – Contract Terms & Conditions Ø Ø Ø Inspection/Acceptance Assignment (of claims) Changes (terms/conditions) Definitions Excusable Delays Invoices Instruction Ø Wide Area Work Flow (WAWF) Ø WAWF – used by Dept of Defense Ø Patent Indemnity Ø Payment Ø Items accepted (receiving report) Ø Prompt payment Act (Interest) Ø Supplies/Services – 30 days Ø Construction – 14 days Ø Can request payment within 7 days 10/20/2010 Ø Risk of Loss Ø Taxes Ø Termination for the Govt Convenience Ø Termination for Cause Ø Title Ø Warranty Ø Limitation of Liability Ø Other Compliances Ø Compliance with laws unique to Govt contracts Ø Order of Precedence Ø Central Contractor Registrations (CCR) Ø Alternate (instructions) www. sba. gov 39

52. 212 -5—Contract Terms & Conditions to Implement Status or Executive Orders Ø 52. 233 -3 – Protest After Award Ø Contracting Officer shall check the clauses as appropriate Ø 52. 203 -15 -Whistleblower Protection under the American Recovery & Reinvestment Act (ARRA) Ø 52. 219 -4 - HUBZone Set Aside Ø 52. 219 -6 - Notice of Total Small Business Set Aside Ø 52. 219 -14 - Limitations on Subcontracting Ø 52. 219 -27 - Total Service Disabled Veteran Owned Set Aside Ø 52. 225 -1 - Buy American Act – Supplies Ø 52. 222 -41 - Service Contract Act (SCA) – for service requirements 10/20/2010 www. sba. gov 40

Self – Perform Rule ØSmall Business (including 8(a) ANC) firms as Prime contractors must self perform a percentage of work ØPercentage is based on labor only Ø 52. 219 -14—Limitations on Subcontracting (Self. Perform by Prime) ØSupplies – 50% ØServices – 50% ØConstruction – 15% ØConstruction Special Trade - 25% 10/20/2010 www. sba. gov 41

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/ 10/20/2010 www. sba. gov 42

Contract Award Ø Are you Responsive? ØThe solicitation requirements Ø Are you Responsible? Ø Pre-Award Survey: Technical capability Ø Ø Ø 10/20/2010 & production capability Quality Assurance (QA) Financial: accounts receivable, net worth, cash flow Accounting System for Qualifying Suppliers Packaging, Marking, Shipping www. sba. gov 43

Contract Performance Ø Read & understand the contract Ø Communicate with all players Ø Contingency Plans Ø Anticipating potential problems Ø On-Time delivery/performance Ø Establish a good track (written) record ØFor Past Performance evaluation The Contracting Officer is the only person with the authority to act as agent of the Government (FAR 1. 602 -1) 10/20/2010 www. sba. gov 44

Getting Paid Ø Know the paperwork process Ø Keep good records Ø Know your options ØProgress payments ØPrompt Payment Act Ø EFT (electronic funds transfer) Ø Accept government credit cards Ø Dept of Defense Agencies -- Wide Area Workflow-Receipt & Acceptance (WAWF-RA) https: //wawf. eb. mil http: //www. wawftraining. com 10/20/2010 www. sba. gov 45

Helpful Tips ØThe Contracting Officer- only authoritized person to bind the Government (FAR 1. 602 -1) ØObtain clarification in writing regarding solicitation ØEmail subject line: reference solicitation number/project title ØInclude alternate point of contact ØAfter award, information is public knowledge ØAgency allowed to release the vendor name/price ØInquiry “or equal” product if it did not meet specs ØFOIA – Freedom Of Information Act (formal request ) 10/20/2010 www. sba. gov 46

Lost in Translation 10/20/2010 www. sba. gov 47

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/ 10/20/2010 www. sba. gov 48