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Source Selection

OKLAHOMA CITY AIR LOGISTICS CENTER. TEAM TINKER. Source Selection. Ray E. Nicholas 327 ASW/PK 736-7640 Ray.Nicholas@tinker.af.mil. I n t e g r i t y - S e r v i c e - E x c e l l e n c e. Topics. SOURCE SELECTION BASIC INFORMATION What Is It Best Value Main Members

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Source Selection

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  1. OKLAHOMA CITY AIR LOGISTICS CENTER TEAM TINKER Source Selection Ray E. Nicholas 327 ASW/PK 736-7640 Ray.Nicholas@tinker.af.mil I n t e g r i t y - S e r v i c e - E x c e l l e n c e

  2. Topics • SOURCE SELECTION BASIC INFORMATION • What Is It • Best Value • Main Members • Sections L and M • L – Instructions to Offerors • M – Evaluation Criteria for Award • Types of Source Selections • Debriefings

  3. Mandatory Procedures(MP 5315.3) • Mandatory Procedures (MP) 5315.3 • Source Selection Procedures • Definitions • Roles and Responsibilitiesof Main Members • Ratings • Documentation procedures MP 5315.3 • Latest Revision • March 2009

  4. What is Source Selection • Source Selection is the Proposal Evaluation Phaseof an acquisition cycle • Determination is made as to which offeror receives theContract Award • Objective is to select the proposal that represents the Best Value to the Government

  5. Source Selection Process NEED IDENTIFIED RFP ISSUED PROPOSALS RECEIVED SOURCE SELECTION PROCESS Technical Evaluation Cost / Price Evaluation Past Performance Evaluation AWARD DECISION CONTRACTOR DEBRIEFINGS (IF REQUESTED)

  6. Best Value Award to a higher rated, higher priced offeror If the SSA reasonably determines that… Technical Superiority COST DIFFERENCE WITH LOWER PRICED OFFERORS and / or Superior Business Approach and / or Superior Past Performance

  7. Source SelectionOrganization SSA Source Selection Authority Source Selection Advisory Council SSAC Source Selection Evaluation Team Chair SSETChair SSET PCOBuyer Contracting Mission Capability Technical Risk PastPerformance Cost/Price

  8. Source Selection TeamMain Members • Source Selection Authority (SSA) • Makes the award decision • Procurement Contracting Officer (PCO) • Directs the evaluation of proposals • Source of all direct communication between the Government and offerors • Source Selection Evaluation Team (SSET) • Evaluate Proposals • Assign ratings • Present evaluation results to the SSA

  9. Source Selection Evaluation OfferorA EVALUATIONCRITERIA OfferorA OfferorB OfferorC OfferorB OfferorC SSET does notcompare proposals against each other SSET evaluateseach proposal against the stated evaluation criteria

  10. RFPSections L and M EVALUATION CRITERIA • Criteria for award selection • Evaluation factors and subfactors, and order of importance in relation to each other • Factor and Subfactor ratings • Proposals will be evaluated against stated criteria M EVALUATION FACTORSFOR AWARD INSTRUCTIONS REGARDING PROPOSAL CONTENT AND FORMAT • Includes format requirements, accepted document types, page limitations, etc • Proposal separated into volumes, such as Mission Capability, Past Performance, Cost, etc • Past Performance Package L INSTRUCTIONS TO OFFERORS

  11. Source Selection Decision SSA doescompare proposals against each other SSA offeror comparisonis based on the following considerations Technical and Past Performanceratings for each offeror OfferorA Total evaluated price for each offeror OfferorB OfferorC Factororder of importanceas stated in the RFP

  12. Early Communication Source Selection Milestones EventMilestoneRevisedActual Issue Initial RFI RFI Replies Due Sources Sought Synopsis Industry Day Issue Draft RFP Pre-Solicitation Conference Issue Formal RFP Receive Proposals Initial Proposal Evaluation Complete

  13. Competitive Range • Competitive Range is a determination to eliminate offerors that do not have a realistic chance for award. • Can only be established after all proposals have been evaluated against all stated evaluation criteria, and if the solicitation stated a competitive range may be established for efficiency purposes. • Written notification must be provided to each offeror that is eliminated from the competitive range. • Multiple competitive range determinations may be established during the evaluation phase.

  14. Three Phases ofSource Selection Evaluation INITIAL EVALUATION DISCUSSIONS FINAL EVALUATION Initial Evaluation offeror’s proposal Evaluation of EN responses Receive FPRs from offerors Final evaluation of proposals ENs prepared and finalized Follow-up ENs Initial Ratings established Ratings adjusted Based on EN responses Final ratings established Request for Final Proposal Revisions (FPR) SSA Best Value Decision Release ENs to offerors

  15. Evaluation Notices (ENs) • Formal process for correspondence with offerors during the source selection evaluation • Purpose is to inform offerors of any failures to meet minimum requirements, such as… • Omission of required proposal data • Unacceptable approach • Proposal data inadequate for evaluation • Adverse past performance information • Resolve clerical or contradictory statements in the proposal • May also address other aspects of the proposal • SSA Approval required to release ENs • Can be delegated to Contracting Officer

  16. Source Selection Types PPT FTO Performance PriceTrade-offTechnical AcceptablePast Performance Rated Trade-off betweenPast PerformanceCost/Price FullTrade-offTechnicalRatedPast Performance Rated Trade-off betweenTechnicalPast PerformanceCost/Price LPTA Lowest Priced Technically AcceptableTechnical AcceptablePast Performance Acceptable No Trade-offAward to Lowest Price

  17. Debriefings • Conducted separately for each offeror that requests debrief • Purpose • Identify weaknesses in the offeror’s proposal so they can prepare better proposals in future government acquisitions • Instill confidence in the offeror that their proposal was treated fairly and evaluated in accordance with the RFP • A debriefing is not intended to be… • A page-by-page analysis of the offeror’s proposal • A point-by-point comparison of the proposals of the debriefed offeror and the successful offeror(s) • A debate or defense of the government’s award decision or evaluation results

  18. Acquisition Process Flow Overview FPR Receipt & Final Evaluations 1-2 Months Strategy Group Meeting Approval of Source Selection Plan Initial Evaluation Briefing 1 Month 2 Weeks 1-3 Months 1 Month Pre-Acquisition Strategy Panel Activities Request for Proposal (RFP) Release Discussions – Evaluation Notices Award Decision 1-2 Months 1 Week 3-6 Months 1-2 Months Request for Final Proposal Revisions (FPR) Briefing Acquisition Strategy Panel Receipt of Proposals Award 1 Month 2 Weeks Approval of Acquisition Plan Initial Evaluation/ Competitive Range Debriefings Release of Request FPR 1-2 Months 3-5 Months 1 Week Min = 16 Months Max = 27 Months All efforts worked by Multi-Functional Team

  19. QUESTIONS

  20. TEAM TINKER

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