PROCUREMENT PROCESS How Small Businesses Can Improve their

PROCUREMENT PROCESS “How Small Businesses Can Improve their Proposals” Rosetta Rodwell, Contracting Officer 1

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FY 17 Acquisition Awards (M&O)

FY 17 Acquisition Awards (Non-M&O)

Types of Solicitation • An RFQ is used to obtain information and quotations on pricing. This solicitation type is used when the estimated value of the government’s need is less than $150, 000. • An RFP is used to communicate government requirements to prospective contractors and solicit proposals. The RFP will describe the government’s requirements, anticipated terms and conditions, information required and factors that will be used to evaluate the proposal. • An IFB is often referred to as a sealed bid solicitation. Typically there will not be any discussions or negotiations following the IFB response. Price is the key consideration during this bid process.

Understand Federal Government Contracting Process What YOU understand… • • • Pre-Solicitation Evaluation Award Administration What to Avoid…. . • • Not fully understanding the solicitation and governing regulations Submitting an incomplete or late submission Not providing specificity or focus Highlighting too much fluff and not enough substance Not understanding best value considerations Unrealistic pricing Failure to address evaluation factors Errors in submission

Did you know? • Small Business Set-Aside: Each acquisition of supplies or services that has an anticipated dollar value exceeding $3, 500 (micro-purchase threshold) but not exceeding the Simplified Acquisition Threshold (SAT) of $150, 000 ($300, 000 for contingency operations) is reserved exclusively for small business concerns and should be set aside per FAR 19. 5. • Purchases from required sources of supply under FAR 8 are exempt from small business set-aside requirements. • However, if the CO is recommending that the acquisition should not be set-aside for small business, the CO must obtain the OSDBU approval.

How are you marketing your company? Market Research: • • Conducted first by the Customer/Project Officer and again by the Contracting Officer before soliciting offers. Extent of market research will vary depending on such factors as urgency, estimated dollar value, and complexity of the requirement, and past performance. • Market research objectives: • • Identify products and technologies, particularly to determine if a commercial item can meet the Government’s requirements Identify the size and status of potential vendors Assess the competitiveness of the market Identify commercial practices 8

PLANNING 9

SOLICITATION 10

DOE/Government Points of Entry for Announcements: • • • Fed. Biz. Opps - www. fbo. gov Fed. Connect - www. fedconnect. net/ e-buy - www. ebuy. gsa. gov/advantage/ebuy/start_page. do Grant Opportunities – www. grants. gov ARPA-E funding opportunities – www. arpa-e-foa. energy. gov/ DOE Laboratories business opportunities (Oak Ridge, Sandia, NETL, NREL, etc. )

EVALUATION 12

Evaluation of Non-Price/Cost Factors The government applies a rating to each category for each proposal received on the following factors: Factor 1: Factor 2: Factor 3: Factor 4: Factor 5: Technical Approach Past Performance Management Approach Experience Quality Control Approach

When developing a technical proposal: Include past performance to show that you have successfully completed projects that are similar to the one in the solicitation. Create a high level sketch of how the project will be managed then drill down to specific tasks, timelines, and deliverables. Develop a team with adequate experience to meet the requirements—this might require you to develop a strategic alliance or bid with a partner. Use a quality assurance process that includes Plan, Do, Check, Act, and Improve.

How to Get Technical Did you consider? Did you review? • List past performance of individuals • Team with others. • Personal vs non-personal services • All service contracts, whether performance-based or not, requires the use of a QASP in accordance with FAR 46. 103(a) to measure performance. • Performance Work Statement (PWS) that provides required outcomes and quality standards. • Place of performance • Period of performance or delivery schedule for supplies • Key experience or skills required of Contractor personnel

How to win! • The government evaluates the proposals it gets and decides which represent the “best value. ” Best value is not simply about price but is a judgment concerning several factors including capability, capacity, past performance, and price. • The technical aspects of a proposal are often more important than those involving price. • Proposal evaluation is an assessment of the proposal and your ability to perform the prospective contract successfully. The technical evaluation of a proposal is made by technical specialists who are deliberately kept in ignorance of the bid cost of the several proposals. • When developing a proposal, confine the text to essential matters; the quality of the information is significantly more important than the quantity. • The government evaluates all proposals on the same non-price/cost factors: Technical Approach, Past Performance, Management Approach, Experience, and Quality Control Approach.

Building a winning strategy! • • Be prepared Start small Understand your market place Demonstrate your strengths Meet the scope Ask for feedback Learn from mistakes

Research Tools • Register With the System for Award Management https: //www. sam. gov/portal/SAM/ • Team up With Other Organizations https: //www. sba. gov/tools/events#events-page • Small Businesses Can Contact Local PTACs http: //www. aptac-us. org/ • Find Government contractor jobs on Sites Like Tenders. Page https: //tenderspage. com • How the Government buy from Small Businesses https: //tenderspage. com/government-contracting-tips-federalgovernment-buys-small-businesses/

Questions? Name: Rosetta Rodwell Title: Contracting Officer Email address: Rosetta. Rodwell-Bisiriyu@hq. doe. gov Phone: 202 -587 -1556 19