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How to Submit a Proposal

How to Submit a Proposal. 2 Basic Procedures. Sealed Bidding Invitation for Bids (IFB) Competitive Proposals Request for Proposals (RFP). Sealed Bidding. When the award can be based on price Award can be made to responsible bidder with lowest price Invitation for Bids (IFB)

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How to Submit a Proposal

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  1. How to Submit a Proposal

  2. 2 Basic Procedures • Sealed Bidding • Invitation for Bids (IFB) • Competitive Proposals • Request for Proposals (RFP)

  3. Sealed Bidding • When the award can be based on price • Award can be made to responsible bidder with lowest price • Invitation for Bids (IFB) • Responsibility check

  4. Pre-Award Survey(Responsibility Check) • Determines if low bidder has • Adequate financial resources • Satisfactory past performance record • Necessary facilities & technical skills

  5. Certificate of Competency • Contracting officials suspect the low bidder is not a viable firm for the project • Request determination from the Small Business Administration (SBA) • SBA either issues or denies

  6. Competitive Proposals • More frequently used • Request for Proposals (RFP) • Award based on Best Value to the Government • Two basic types • Technically acceptable lowest price • Trade Off

  7. Technically Accepted Lowest Price • Two steps • Technical Proposal • Acceptable or not • Price Proposal • Lowest price

  8. The Trade Off Process • Award may go to other than: • Lowest price • Highest ranked technically • Technical Proposals are ranked • Evaluation is based on factors

  9. Example of a Factor Experience on similar projects • Over the past ten years • Focus on how “similar” is defined, (new construction of a building $7,500,000 or greater) • Offerors must submit three projects

  10. Past Performance • Past Performance is always evaluated • Reliable references • The government can get past performance information from anyone • Similar experience and past performance are two different factors

  11. What is looked for in Past Performance? • Timeliness • Cost Control • Administration • Quality Product • Business Relations • Safety History • Qualification of Key Personnel

  12. More on evaluation factors • Others may include • Technical excellence • Management plan • Relative importance of factors

  13. Elimination from competition • Evaluators establish a competitive range based on submittals • Notice regarding elimination • Only highest rated proposal will be considered • Number may further be reduced for efficiency

  14. Debriefing • Offeror advised of rationale for eliminating their proposal • Review of significant elements of their proposal • No information revealed about any other offerors proposal • Debriefing may be requested after elimination or after award • Reasoning is to assist in preparing future proposals

  15. Do • Attend pre-proposal conferences • Respond to Sources Sought Notification • Update your CCR profile • Market your firm to PBS staff • Bid on many projects • Direct questions to the Contracting Officer • Form joint ventures

  16. Don’t • Submit what is not required • Provide a lump sum dollar amount • Assume you’re not eligible for programs

  17. Questions?

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