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An Overview of the Competition/Award Process. Naval Facilities Engineering Command, Southeast Jacksonville, FL SMPS DISCUSSION. Stanley Carter, Contracting Officer NAVFAC SE 19 November 2008. THE SYNOPSIS (Advertisement).

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an overview of the competition award process
An Overview of the Competition/Award Process

Naval Facilities Engineering Command, Southeast

Jacksonville, FL

SMPS DISCUSSION

Stanley Carter, Contracting Officer

NAVFAC SE

19 November 2008

the synopsis advertisement
THE SYNOPSIS (Advertisement)

The Federal Acquisition Regulation mandates the posting of a synopsis (public notification) for any acquisition that will likely exceed $25,000. The U.S. Government Point of Entry (GPE) for advertising procurement actions is the Federal Business Opportunities website at http://www.fedbizopps.gov.

The Navy’s Point of entry for procurement actions is the Navy Electronic Commerce Online (NECO) website at https://www.neco.navy.mil NECO is seamlessly integrated with Fedbizopps, so all actions posted to NECO are automatically uploaded to Fedbizopps. Thus, all Navy procurement actions can be viewed on either website.

** Fedbizopps lists contracting actions from all sectors of the Federal Government.

** NECO only lists Navy contracting actions.

https www fbo gov
https://www.fbo.gov

Click here to start a search

search fedbizopps gov
Search FedBizOpps.gov

Type a search term here

Let’s look at this posting

Search results show up here

search fedbizopps gov5
Search FedBizOpps.gov

Small Business set-aside!

contracting point of contacts
Contracting Point of Contacts

POC is

always

included in the

solicitation

synopsis cont d
SYNOPSIS cont’d
  • The synopsis is an initial notification that alerts interested parties that a full solicitation is forthcoming. The synopsis provides a brief description of the pending procurement action, and it identifies the contracting activity where the requirement originated.
  • There are exceptions to the mandatory synopsis. Some of the most common exceptions include:
  • Protection of classified information
  • Unusual and compelling urgency such as natural disasters
  • Small Business Administration (SBA) 8(a) set-aside actions
  • Task Orders issued under Indefinite Delivery Contracts
  • Perishable supplies where advance notice is not appropriate or reasonable
  • Firms competing for A/E contracts shall meet pre-determined qualification criteria. Thus, the synopsis SHALL Include ALL evaluation criteria that will be used to rank competing firms for A/E contract awards.
the solicitation
THE SOLICITATION

The solicitation is posted Fifteen days after the synopsis. It contains in-depth

information sufficient to allow interested A/E firms to make informed decisions. The solicitation will remain active for thirty days except when a combination synopsis/solicitation is posted to procure commercial items.

Additionally, pre-solicitation notices are often issued to industry representatives to determine if requirements can be filled in a timely manner with a reasonable level of effort, and to determine if small businesses are available to compete for award. Unless waived by the head of the contracting activity or a designee, pre-solicitation notices are required for all sealed bidding construction requirements that will likely exceed the simplified acquisition threshold.

Firms competing for A/E contracts must submit an SF 330 Statement of Qualifications

prior to receiving the solicitation. These qualification standards are listed in the synopsis.

solicitation cont d
SOLICITATION cont’d

When a firm submits a Standard Form 330, the form should contain comprehensive evidence of relevant professional experience and other information that proves it can satisfy the procurement requirement. Each of the qualification criteria listed in the synopsis must be meticulously addressed. Examples of information to include on the SF 330 include:

  • Professional qualifications such as education, experience, and professional registrations
  • of key personnel
  • Completed A/E projects, studies, assessments, and mitigation efforts that it has conducted
  • or participated in which would substantiate the firm’s overall knowledge, skills, and abilities
  • Other Navy initiatives and Naval operations that it has previously work on
  • **An important note: The professional qualifications of the Prime Contractor will be
  • weighted more heavily than that of its subcontractors’ staff. The prime contractor bears
  • all responsibility for project success/failure, quality, delivery, performance ,etc.
slide13

EVALUATION BOARDS

The “slate” board is a pre-selection board which selects at least three of the most highly

qualified A/E firms to move forward in the competitive process. Non-selected firms are

excluded from competition at this point. The “selection” board ranks selected firms in

order of preference based on how well they match the ranking criteria in the synopsis.

When one board is used for both the pre-selection and the selection, it is referred to

as the Slate/Selection Board. If two boards are used, the first board is referred to as

the Pre-selection or Slate Board, and the second board is the Selection Board.

The primary difference between using one board vs. two boards is:

In the two-board process, the first board to make the selections and prepares a

report documenting why it excluded the firms that were not selected. This report

Is reviewed and approved by the Selection Authority prior to conducting interviews.

The second board prepares a Selection Report documenting how it derived its ranking

order for the selected firms in order of preference.

evaluation boards cont d
EVALUATION BOARDS cont’d
  • The one-board process requires the same documentation as the two board process;
  • however, the documentation for selection/non-selection for interview is included
  • in a single, combined Slate/Selection Board Report.

Factors that determine whether the Navy will use one board or two boards include:

Dollar value of the project - the smaller the dollar value, the more likely one board

will be used. High dollar projects - it is usually in the Command’s best interest to conduct

two boards for larger projects. Project complexity - projects that are technically complex

usually require two boards. Visibility - two boards are generally preferred when a project

has high visibility and subject to a great deal of publicity.

selecting the most qualified firm
SELECTING THE MOST QUALIFIED FIRM

At the conclusion of Selection Board interviews, the Selection Board ranks competing firms

in order of preference. Rankings are based on qualifications and ability to accomplish the

work using the evaluation criteria identified in the synopsis. Board recommendations are

confidential and all resulting information is safeguarded from unauthorized disclosure.

Selection shall be a listing, in order of preference, of the firms considered most highly

qualified to perform the work. All firms on final selection list are considered “Selected Firms”

with which the Contracting Officer or Contract Specialist may negotiate.

If, for any reason, the top raking A/E firm is not awarded the contract, then the Navy enters

into negotiations with the next firm on the list. Because all firms on the Selection List are

“qualified and selected,” the contract may be awarded to any firm on the list regardless

of where it is on the list. It is not unusual for lower ranking firms to win the contract.

conducting the de briefing for non selected firms
CONDUCTING THE DE-BRIEFING FOR NON-SELECTED FIRMS

Firms excluded from the competitive range or otherwise excluded from the competition before award may request a debriefing before award. A pre-award debriefing request must be submitted in writing by the excluded firm within 3 days after receipt of the notice of exclusion from the competition. It is important to understand that pre-award de-briefings provide less detail and information than the typical post-award debriefing.

If the firm does not submit a timely request, they may not receive a debriefing at all. Non-selected firms are entitled to only one debriefing. Debriefings may be done orally, in writing, or by any other method acceptable to the contracting officer; they are not meant to be used as negotiation platforms or debating forums by the non-selected firms.

negotiating a contract with the selected firm
NEGOTIATING A CONTRACT WITH THE SELECTED FIRM
  • After the selection is made, a Request for Proposal (RFP) letter is sent to the highest
  • ranking firm on the final selection list. The RFP shall include:
  • A request for a fee proposal. The fee proposal shall provide separate prices for preparation of plans and specifications and for engineering services.
  • An established due date for receipt of a written fee proposal.
  • Request for verification that the firm is registered in the Central Contractor Registry (www.ccr.gov) and that Representations and Certifications are completed in ORCA (https://orca.bpn.gov). These registrations are required or the firm will be disqualified.
  • A statement that in accordance with FAR 36.606 that no construction contract may be awarded to the firm that designed the project.
negotiating with the selected firm cont d
NEGOTIATING WITH THE SELECTED FIRM cont’d

Upon receipt of the proposal, the Contracting Officer shall:

  • Compare the priced proposal to the Government Estimate for significant differences
  • Ensure that the proposal covers all tasks identified in the Statement of Work
  • Ensure that no contractual conflicts are presented in the proposal
  • Review the Subcontracting Plan if the winning firm is a large business
  • Examine the Overhead Analysis Form for accuracy
  • Review the Certificate of Current Cost or Pricing Data

The primary objective of negotiation is to agree upon a fair and reasonable price for the work to be done; a well-negotiated contract will have a “win-win” outcome.

Proposals should always provide the most complete information available as well as the best price proposal. This will expedited the award process and save time for all involved.

finalizing negotiations
FINALIZING NEGOTIATIONS
  • Review the SF 330 to ensure that sub-contractors are those listed in the proposal
  • Verify that the Data Universal Numbering System (DUNS) number matches CCR
  • Verify that the Commercial and Government Entity (CAGE) code matches CCR
  • Verify that the Taxpayer Identification Number (TIN) matches information in CCR
  • Provide subcontracting plan to the appropriate Small Business Specialist for review
  • and concurrence, and forward to the Small Business Administration (SBA) for signature.
  • ** The firm’s appropriate representatives should ensure that all required information is
  • provided up-front in order to move through the approval process in a timely and
  • efficient manner.
  • Approve Subcontracting Plan if the firm is large business
your ccr account
Your CCR Account

Important !!

make the award
MAKE THE AWARD

Prepare and Distribute Award Documents and Prepare the Post-Award Synopsis

Perform post-award debriefings to afford offerors an opportunity to provide feedback

regarding the solicitation and contract award selection process. However, remember that

a debriefing is not a page-by-page analysis of proposals, and should never become an

argument about the government’s decision.

Establish and Maintain Contract File Records