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US Army Corps of Engineers AE Selection Process. Rosemary Gilbertson, PE Chief, Army & Air Force Section Louisville District. In Louisville District…. Avg number of A/Es selected per year = 18 Avg number of submittals per solicitation = 40

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US Army Corps of EngineersAE Selection Process

Rosemary Gilbertson, PE

Chief, Army & Air Force Section

Louisville District


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In Louisville District…

  • Avg number of A/Es selected per year = 18

  • Avg number of submittals per solicitation = 40

  • Number of individuals who sit on Pre-selection & Selection Boards = 70 & 30

  • Hours devoted to selection procedure per solicitation on average = 160


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Indefinite Delivery Contracts

  • Main A-E contracting tool >90%

  • Multiple awards preferred:

    • All firms must be considered.

    • Price can’t be a factor!

  • District limits: $3M over 3 years; $5M over 5 years if SB set-aside.

  • Minimum quantity:

    • 2%/1% rule eliminated. KO has discretion.

    • Not a minimum guarantee! A-E must prove costs.


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A-E CONTRACTING PROCESS

Selection

004-D-1


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Standard Form 330

Part I: Contract-Specific Qualifications

  • Corporate team members and roles

    • Including organization chart

  • Resumes of key personnel

  • Examples of relevant projects

  • Key personnel participation in example projects

  • Other relevant qualifications

    GSA forms website has PDF, FormNet, & Word formats:

    http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?viewType=DETAIL&formId=21DBF5BF7E860FC185256E13005C6AA6


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Standard Form 330

Part II: General Qualifications

  • Ownership and small business status

  • Number of personnel in each discipline

  • Profile of firm’s experience

  • Annual revenues

  • Firms can submit and update (at least annually) through Online Representations and Certifications Application (ORCA) https://ORCA.bpn.gov/


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A-E Evaluation Boards – Preselection and Selection (FAR 36.602)

  • Engineering Division oversees the A-E selection process and chairs all boards

  • Boards are composed of registered professional personnel with experience in engineering, architecture, construction and acquisition

  • Compare firms' qualifications using criteria in the synopsis

  • Using agency invited, but must be qualified

  • Must be rational, consistent and fair

004-D-7


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General Selection Criteria

FAR 36.602-1 / DFARS 236.602-1

  • Professional Qualifications

  • Specialized Experience and Technical Competence

  • Capacity

  • Past Performance

  • Knowledge of Locality

  • Location of Firm*

  • Volume of Recent DOD Work*

  • Participation of Small Businesses and Small Disadvantaged Businesses*

    * Secondary factors per DFARS


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A-E Preselection Board

Optional

  • Recommends to the selection board the highly qualified firms which have a reasonable chance of being considered as most highly qualified

  • Does not consider secondary criteria:

    • Geographic proximity

    • Equitable distribution of DOD contract awards

    • Participation of SB and SDB

  • Report submitted to selection board. No separate approval required

  • Example preselection report: EP 715-1-7, Appendix S


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A-E Selection Board

  • Initial phase conducted like preselection board if preselection board not held

  • Determines most highly qualified firms, in order of preference (minimum of 3)

  • Conducts interviews with most highly qualified firms

  • Applies secondary criteria as tie-breaker in ranking if needed

  • Report provides clear rationale for ranking of most highly qualified firms and reasons other firms were eliminated. Details in EP 715-1-7, Appendix T.


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What A-E Evaluation Boards Primarily Look For

  • Adequate depth in all disciplines cited in synopsis

  • Key personnel have:

    • Degree and registration

    • Pertinent experience

    • Worked on example relevant projects

  • Prime and subs have:

    • Relevant recent experience in the required type of work

    • Worked together recently on similar projects

    • Clear roles

  • Established quality management program

  • Unsatisfactory or excellent past performance


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Architect-Engineer Contract Administration Support System (ACASS)

  • Sub-component of Navy’s CPARS system

  • Managed by USACE Portland District

  • Mandated for use by DoD Agencies

    • FAR 36.604(C)

    • DFARS 236.604(C)

004-D-5


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How Performance Evaluations (ACASS)Are Used

  • Excellent or unsatisfactory past performance can be pivotal in selections.

  • ACASS is the primary source of past performance information (PPI), but any other credible, documented PPI can be used.

  • Boards must consider relevancy of PPI: similarity of work, role in contract, which office, recentness.

  • Firm can submit PPI with SF 330, and explain any past problems.

  • No PPI = neutral rating.


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Approval of A-E Selections (ACASS)

  • Selection authority is at a level appropriate for the dollar value and nature of the proposed contract.

  • In USACE, MSC Commanders are delegated unlimited A-E selection authority and may redelegate to districts as appropriate. (EFARS 36.602-4 (a))


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Notification of Unsuccessful Firms (ACASS)

(FAR and EFARS 36.607(a))

  • All firms should be notified of their selection status within 10 days after approval of selection report.

    • No notifications after preselection

  • A simple letter is sent; no reasons provided

  • Advises firm they have 10 days to request a debriefing

  • Name of firm with which a contract

    will be negotiated may be released

    (FAR 36.607)


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A-E Debriefing (ACASS)

(FAR and EFARS 36.607(b))

  • A-E must request in writing or electronically

  • Debrief within 14 days of A-E's request

  • Based on preselection/selection report

  • Discuss significant weak or deficient qualifications

  • Do not discussother firms

  • Summaryfor contract file


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A-E CONTRACTING PROCESS (ACASS)

Selection

004-D-1


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“Selection” of Firms (ACASS)for an IDC Task Order

  • If an order can be awarded under more than one IDC, document basis for issuing order under a particular IDC, such as:

    • Performance and quality of deliverables under the current IDCs

    • Current capacity to accomplish the order in the required time

    • Uniquely specialized experience

    • Equitable distribution of work

  • PRICE IS NOT A CONSIDERATION IN DECIDING WHICH IDC TO USE FOR A-E SERVICES


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USACE A-E (ACASS)Contracting Policy

  • Engineer FAR Supplement (EFARS):

    • Subpart 16.5: Indefinite Delivery Contracts

  • Subpart 36.6: Architect-Engineer Services

    • http://www.hq.usace.army.mil/cepr/asp/main/parc.asp

  • EP 715-1-7 - Architect-Engineer Contracting:

    • Detailed guidance and procedures for A-E contracting

    • http://www.usace.army.mil/inet/usace-docs/eng-pamphlets/ep715-1-7/toc.htm

  • Engineering and Construction Bulletins:

    • Quick method to issue information and directives

    • http://www.hnd.usace.army.mil/techinfo/ECbull.htm


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FY07 Louisville District ID/IQ Contract Opportunities (ACASS)

Type # Length Value Award Date


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