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Contracting Basics

Contracting Basics. Joint Contracting Command - Iraq. HNBA Team. Agenda. Where are We? Do you need help? Registration & Forms Sources for obtaining tenders. www.jccs.gov/olvr www.fbo.gov The Solicitation. Regulations. Uniform Contract Format (UCF). Forms SF1449 & SF1442.

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Contracting Basics

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  1. Contracting Basics Joint Contracting Command - Iraq HNBA Team

  2. Agenda • Where are We? • Do you need help? • Registration & Forms • Sources for obtaining tenders. • www.jccs.gov/olvr • www.fbo.gov • The Solicitation. • Regulations. • Uniform Contract Format (UCF). • Forms SF1449 & SF1442. • Solicitation Questions? • Response Deadline. • Amendments. • Responsive and Responsible Proposals. • Discussions After Submission of Proposal • Evaluation Criteria • Helpful Hints • Electronic Fund Transfer (EFT). • Payment Process Chart. • Standard Steps for EFT Payment. • EFT- Capable Iraqi Banks. • EFT – Data Sheet & Benefits. • Time Line. • DD250. • Questions.

  3. Registration & Forms

  4. Registration & Forms After you registration in the web site (www.jccs.gov/olvr) we need the following document to approve you application. 1 – Registration With Ministry of Trade.

  5. Registration & Forms 2 – First Co-Operation Meetings Papers.

  6. Registration & Forms 3 – Jenssya or the Passport copy.

  7. Sources in the Internet

  8. Sources There are several sources for obtaining tenders from the US Government. • Joint Contingency Contracting System • http://www.jccs.gov/olvr • Federal Business Opportunities • http://www.fbo.gov/ • Baghdad Business Center • http://www.baghdadbusinesscenter.org/

  9. JCCS Website

  10. Web Site: JCCS Register Your Company Visit www.jccs.gov/olvr Register your company OR LOGON (if you’re registered)

  11. Web Site: JCCS Register Your Company Select “Next” to continue with registering your company

  12. Web Site: JCCS Register Your Company Fill the required information for the Company Select Save to Save information

  13. Web Site: JCCS Register Your Company Fill the required information for POC Select Save to Save information n

  14. Web Site: JCCS Search for Solicitations Search for Solicitation

  15. Web Site: JCCS Search for Solicitations Search Solicitations by: Title or Number Search Solicitations by: Classification Code or Province

  16. Web Site: JCCS Search for Solicitations Search Solicitations by status Search Solicitations by Close Date

  17. Web Site: JCCS Search for Solicitations Search for Open Solicitations in Baghdad Click on the Solicitation to select it Number of pages

  18. Web Site: JCCS Search for Solicitations Information about the Solicitation Solicitation files to view and to download

  19. Federal Business Opportunities Website (Fed Biz Ops)

  20. Web Site: FedBizOpps Step 1 Visit ‘www.fbo.gov’ Step 2 Select ‘Vendors’

  21. Web Site: FedBizOpps Step 3 Select ‘DoD’ as the Government Agency

  22. Web Site: FedBizOpps Step 4 View specific offices within the Department of the Army (DOA)

  23. Web Site: FedBizOpps Step 5 View specific offices within Multi-National Forces Iraq (MNFI) OR View all requirements within Multi-National Forces Iraq (MNFI)

  24. Web Site: FedBizOpps Step 6 View requirements for a specific office.

  25. Web Site: FedBizOpps Step 7 View a specific requirement.

  26. Web Site: FedBizOpps Date Action Posted to www.fbo.gov Solicitation Action (e.g., Synopsis, Solicitation, Amendment, etc.) Description Of Solicitation Solicitation Number

  27. Web Site: FedBizOpps Step 8 Select one of these options to view the documents available for download.

  28. Web Site: FedBizOpps Step 9 Select a file to view/download the document

  29. Solicitations

  30. Solicitations Regulations The Joint Contracting Command – Iraq/Afghanistan (JCC-I/A) uses the following regulations. All clauses referenced within the solicitation or resulting contract are taken from one of these regulations. Note: Please use these web links as a tool to familiarize yourself with the Governments regulations. • Federal Acquisition Regulations (FAR) • http://www.acquisition.gov/comp/far/index.html • Defense Federal Acquisition Regulation Supplement (DFARS) • http://www.acq.osd.mil/dpap/dars/dfars/html/current/tochtml.htm • Army Federal Acquisition Regulation Supplement (AFARS) • http://farsite.hill.af.mil/VFAFAR1.HTM

  31. Solicitations Uniform Contract Format (UCF) The contract provisions in Parts I, II, and III of the Uniform Contract Format (UCF) will constitute a complete contract except for the prices or costs and fee in Part B. The offeror must fill out Part B when the offer is submitted. Solicitations for basic contracts, as well as solicitations on existing contracts must be in the following order: Once a contract has been awarded, sections A-K of the solicitation will become a part of the basic contract, while sections L & M will not be part of the resulting contract, but will remain in the pre-award documentation. (L) Provides instructions to contractors on how to submit their proposal (M) Identifies how the contractor’s proposal will be evaluated For more information on the UCF, visit: www.uscourts.gov/procurement/Appendix_A.pdf

  32. Solicitations Solicitation/Contracts/ Order for Commercial/Supplies Items -- SF 1449 Please Complete Blocks 12,17,23,24,& 30 Discount Terms (Government discounts your total amount by a certain percentage if paid within the specified time that you indicate here). * 17a. Contractor/Offeror (Your Name, Company Information, e-mail & Telephone Number, { if you are a Iraqi based business then you don’t need a Code & Facility Code}). * 17b. Check if address is different. * 23. What is the Unit Price? * 24. Amount (total amount) * 30a. Signature of Offeror/Contractor * 30b. Name and Title (Position in Company) of Signer ( individual responsible) * 30c. Dated Signed (must be filled in)

  33. Solicitations • Solicitation/Contracts/ • Order for • Commercial/Supplies • Items – SF 1449 (continued) Blocks 23 & 24 Continue Government Use Only (Do not enter anything in this section)

  34. Solicitations SF 1449

  35. Solicitations Solicitation, Offer, and Award SF 1442 Construction, Alteration, or Repair Government Use Only (Do not enter anything in 1-13)

  36. Solicitations Solicitation, Offer, and Award -- SF 1442 Complete Blocks 14-20 (Please see next slide) * 14. Print; Name, Company Address and e-mail of your company. * 15. Telephone NO (Include area code). * 16 Remittance Address (Where to send payment) -- Include only if different than Item 14. * 17. Indicate the number of calendar days that the total Price will remain in effect. * 18. This is not required, please leave blank. * 19 Acknowledgment of Amendments – During the bidding process amendments (RFP Changes) are sometimes executed. If so, please note amendment number and date for each change. Check the web-site daily in order to acknowledge any changes to the RFP. * 20a. Name and title of person authorized to sign offer (Type or Print) *20b. Signature *20c. Offer Date

  37. Solicitations • Section B - Products or Services and Prices / Costs • Identifies the products or services required. • Ensure you understand the description of the requirement. • References are often made to the Statement of Work (SOW) or Performance Work Statement (PWS). Read these! • Use two decimal places for dollar values. • All proposals are to be submitted in US Dollars. • Verify all calculations. • Do not round values in the ‘Amount’ column.

  38. Solicitations • Section C - Description / Specifications / Statement of Work • Statement of Work (SOW) • FAR 8.405-2(b) All Statements of Work shall include the work to be performed; location of work; period of performance; deliverable schedule; applicable performance standards; and any special requirements (e.g., security clearances, travel, special knowledge). To the maximum extent practicable, agency requirements shall be performance-based statements (see Subpart 37.6) • Performance Work Statement (PWS) • Describe the work in terms of the required results rather than either “how” the work is to be accomplished or the number of hours to be provided (see 11.002(a)(2) and 11.101); • Enable assessment of work performance against measurable performance standards; • Rely on the use of measurable performance standards and financial incentives in a competitive environment to encourage competitors to develop and institute innovative and cost-effective methods of performing the work. • The SOW covers the work requirements and in conjunction with applicable performance/design requirements contained in specifications is used for contractual agreements. • Thoroughly read Section C of the solicitation.

  39. Solicitations • Section D - Packaging and Marking • Identifies special packaging and marking requirements for delivery of products • Section E - Inspection and Acceptance • Identifies inspection criteria for products being delivered or services being performed • Identifies whether a Quality Assurance Plan is required • Section F - Deliveries or Performance • Identifies the period of performance, place of performance, and location for deliveries • Section G - Contract Administration Data • Points of contact for the contract (e.g., contracting officer, contracting officer’s representative (COR), etc.) • Payment office and Invoicing instructions • Section H - Special Contract Requirements • Special provisions required in the contract • It is very important to read and understand these requirements

  40. Solicitations • Section I - Contract Clauses • This section includes the clauses required by the federal and agency regulations mentioned earlier. • Clauses are incorporated • in full text – the entire clause in included in the solicitation • by reference – only the clause number and title are included in the solicitation • It is the responsibility of the contractor to understand all clauses in the solicitation, whether it is in full text or by reference. Ask for clarification if there is something you don’t understand.

  41. Solicitations • Section J - List of Attachments • Lists all attachments included in the solicitation • Section K - Representations and Certifications, and Other Statements of Offertory • The contractor is required to complete this section and submit with their proposal • The contractor is providing representations and certifications about their company. • Have they been debarred? • Company size • etc. • SectionL - Instructions, Conditions, and Notice to Offerors • Provides instructions to contractors on how to submit their proposal • It is important for all contractors to read this section • Section M - Evaluation Factors for Award • Identifies how the contractor’s proposal will be evaluated

  42. Solicitations • Solicitation Questions • Section L of the solicitation will normally provide a deadline for submitting questions. The responses will be provided in an amendment to the solicitation. • What should you ask? • Do you understand the requirement? • Does something not make sense? • Do you feel something is missing from the requirement? • If you do not understand, ask the question.

  43. Solicitations • Response Deadline • The response deadline is identified in block #8 of the SF 1449 and block #13a of the SF 1442. • Section L of the RFP may also indicate the response deadline. • Section L will indicate where to submit your proposal. • Submit your proposal on time. Do not be late! • Amendments • Be aware of amendments to the solicitation. Amendments may • Change the response deadline • Change other provisions within the solicitation • Check each of the sources from which you obtained the solicitation to ensure an amendment has not been issued. • ** Even if it’s the day before the solicitation is due, check it out.

  44. Solicitations Responsive Quote • Must be submitted by the date and time requested; if there is no time listed, the time is 5:00 pm on that day • If late, the offer may not be considered Responsible Proposal or Quote • Pricing needs to be realistic; we do not always award to the lowest bidder so make sure you are giving us your best price possible • Need to include more than just the price • Demonstrate how you will perform actual work • Define company’s available resources and skill sets to do the work Discussions After Submission of Proposal • Submit a complete proposal package • The Government may award without discussions

  45. Solicitations Evaluation Criteria • Experience/Past Performance – covered on next slide • Iraqi Socio-Economic • The Government does not assume you will provide Iraqi workers because you are an Iraqi business • State how you will include Iraqi workers or subcontractors in your proposal • Technical – See ‘Helpful Hints’ below • Cost/Price • Price competitively, but ensure that you can do the work for the price you propose Helpful Hints • Read through the entire Statement of Work (SOW) • If there is an attachment or reference mentioned, read this also • Make a list of (or highlight) the important points in the SOW • Identify all deliverables/requirements and reports • When preparing your technical proposal, ensure that you answer each of these points

  46. Solicitations Past Performance/Experience • Past performance is a very important evaluation factor. • Provide previous Government and Commercial contracts with work that is relevant to the requirement for which you are submitting a proposal. • Contract Number, Agency/Company, Contact Information • Verify information submitted in your proposal • Contact your references • Subcontracts, Teaming Agreements, and Joint Ventures count also. Contact Information • Please provide a primary and alternate contact when submitting your proposal. Name, address, E-mail, and phone number. We need to know how to contact you! Proposal Identification • Put your company name on all pages of your proposal.

  47. Solicitations Business Relationships • Contracting Officer (the person who signs the award document) • Provides direction for work to be performed • May direct changes to the scope of work in the contract. It is recommended that the contractor first obtain a modification to the contract • Contracting Officer’s Representative (COR) • Provides direction for work to be performed • May not direct changes outside the scope of work in the contract. Performance • Compliance with Statement of Work (SOW) • Successful or unsuccessful performance is evaluated for future contract awards Always communicate in writing!

  48. Electronic Fund Transfer (EFT)

  49. EFT EFT-Capable Iraqi Banks

  50. DD250

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