Presentation on theme: "The Basics of Price Analysis"— Presentation transcript:
1The Basics of Price Analysis Presented by Edmund KowalskiFinancial Services Office (FSO)Updated as of April 19, 2006
2Pricing WisdomA cynic is a man who knows the price of everything and the value of nothing.Oscar Wilde
3Agenda/Briefing Topics Price AnalysisGAO ReportTwo Types of Cost or Pricing DataPrice Analysis TechniquesCommercial ItemsPrice Analysis ArithmeticPrice Analysis DocumentationCommercial Versus Government Contracting/PricingPrice Comparisons DiscussionPrice Analysis Techniques: DiscussionDiscountsDiscussions with OfferorsUnbalanced Pricing
4IntroductionThis module presents the FAR, DFARS, and AFARS sections related to price analysis:definitions and concepts discussed in the regulationsdirection and support for pricing evaluations.This module is set up to be used as a price analysis reference guide.The contractors know the regulations!YOU should know the regulations too!!
5DisclaimerThis module and others in the series represent a summary covering the pricing basics.Not an exhaustive, all inclusive presentation on pricingThey do not replace attending the series of DAU price and cost courses.This module covers many types of pricing situations, not just those pertaining to contracting in Europe.
7Price Analysis Defined Per FAR (b):Price Analysis is the process of examining and evaluating a proposed price, without analyzing its separate cost elements and proposed profit.
8In Plain English: What is a Price Analysis? It’s a comparison!A comparison of the proposed price toAll offered pricesThe current contract priceThe previous/historic contract priceA similar item’s/service’s priceAn IGCEOthers
9Why Perform a Price Analysis? A Price Analysis is performed to ensure that the offered/proposed price is fair and reasonable.FAR (a): Contracting officers shall purchase supplies and services from responsible sources at fair and reasonable prices.FAR (a)(1): The contracting officer is responsible for evaluating the reasonableness of offered prices.
10What is a Fair and Reasonable Price? There is no specific definition for “Price Reasonableness” or “Fair and Reasonable Price” in the FAR.Suggestion: Substitute price for cost in the FAR definition below.Cost Reasonableness: A cost (price) is reasonable if, in its nature and amount, it does not exceed what a prudent person would pay in the conduct of competitive business [FAR (a)].Bottom Line: Price Reasonableness is determined by the results of a price analysis.
11FSO Working Definition of Price Reasonableness A price is determined reasonable if it does not exceed what a prudent consumer and/or businessman would pay in the conduct of competitive business, based on the written results of a price/cost analysis for which the contracting officer’s rationale, assumptions, calculations, and final conclusion (reasonableness determination) are verifiable and convincing to a third party.
12When Must a Price Analysis Be Performed? A Price Analysis is always performed!Price analysis shall be used when (certified) cost or pricing data are not required [FAR (a)(2)].If a cost analysis is performed when (certified) cost or pricing data are required, a price analysis should also be used to verify that the overall price is fair & reasonable [FAR (a)(3)].At a minimum, the contracting officer must use price analysis to determine whether the price is fair and reasonable whenever acquiring a commercial item [FAR (c)(1)].Be prepared: Management always asks how the proposed price compares to the previous contract figure or similar items/services on the market.
13Examples of When a Price Analysis Is Used Competitive Procurement: Comparing competing offers.Competitive or Sole Source Procurement: Comparing the low or proposed price to aHistoric price (data) for the same or similar itemCurrent price (data) for the same or similar itemSole Source Procurement: cost analysis performedUnit/total price is compared to historic or current contract prices for the same or similar item/service as additional support for the cost analysis
15Summary Results of GAO Report, June 1999: DOD Pricing of Commercial Items Needs Continued Emphasis: (1 of 3)1. Price Analyses are too limited to ensure that the proposed prices were fair and reasonable.Pertinent historical pricing information was not utilized in price analyses, such as prior contracts or contracts at other agencies.3. Base comparison prices were not determined to be fair and reasonable; thus, they are not valid for use in price comparisons.
16Summary Results of GAO Report, June 1999: DOD Pricing of Commercial Items Needs Continued Emphasis: (2 of 3)4. Buyers are accepting offered prices as fair and reasonable, when identical to the catalog or list price figures (ignoring discounts, etc.).5. Some prices included the costs for services that were not requested (paying price premiums).6. PCOs are not using the discretionary clause (FAR ), requiring offerors to provide information other than cost or pricing data, such as sales data, as support for proposed prices.7. Contract files lacked documentation .
17Summary Results of GAO Report, June 1999: DOD Pricing of Commercial Items Needs Continued Emphasis: (3 of 3)Conclusion?Management is looking at the price analyses performed by the contracting communityPrice analysis is an important function and part of the contract specialist’s jobDocumentation is essentialOpinion: There doesn’t appear to be any negative fallout if it is not done properlyReport Number: GAO/NSIAD-99-90, June 1999Study references ODUSDA(AR) Information Guide, Commercial Pricing
18IG DoD Audit ReportContracting Officer Determinations of Price Reasonableness When Cost or Pricing Data Were Not ObtainedReport Number D , dated 30 May 2001Office of the Inspector General Department of DefenseBasically, it came to the same conclusions
20First Type: (Certified) Cost or Pricing Data [FAR 2.101] Definition: All facts that, as of the date of price agreement or, if applicable, an earlier date agreed upon between the parties that is as close as practicable to the date of agreement on price, prudent buyers, and sellers would reasonably expect to affect price negotiations significantly.Are factual, not judgmental, and are verifiable.Includes data forming bases of judgments.More than historic accounting data.All facts contributing to soundness of estimates.
21Second Type: Information Other than Cost or Pricing Data [FAR 2.101] Definition: Any type of information that is not required to be certified IAW FAR and is necessary to determine price reasonableness or cost realism.Such information may include pricing, sales, or cost information, and includes cost or pricing data for which certification is determined inapplicable after submission.Certification is the difference between the two categories of cost/price data!
22Certification of Cost or Pricing Data [FAR 15.406-2] When cost or pricing data are required, the contracting officer shall require the contractor to execute a Certificate of Current Cost or Pricing Data.“To the best of my knowledge and belief, the cost or pricing data submitted, either actually or by specific identification in writing, to the Contracting Officer or the Contracting Officer’s representative in support of (the proposal) are accurate, complete, and current as of (date negotiations complete or price agreement reached).”
23Certification Implications for the Contractor Emphasis on non-certified data was an Acquisition Streamlining change:To reduce lead-times and costs to the Government & ContractorsFacilitate evaluations and reduce post award administrationCertification is expensive to the contractor in terms of time, manpower, and cost.Administrative and Legal problems for contractors with certification:Truth in Negotiations Act (TINA) - 10 U.S.C. 2306a and 41 U.S.C. 254b)DCAA post award auditsPotential defective pricing
24Exemptions from (Certified) Cost or Pricing Data Requirements FAR (b) provides five exemptionsAdequate price competitionPrices set by law or regulationCommercial itemsWaiversModifying commercial item/service contract or subcontractFAR adds the exercise of options if the price was established at contract award or initial negotiation.Also FAR (a): Cost or pricing data shall not be obtained for acquisitions at or below the simplified acquisition threshold.
25Adequate Price Competition [FAR 15.403-1(c)(1)] 1 of 3 1. Two or more responsible offerors, competing independently, submit offers that satisfy the expressed requirementAward based on best value where price is a substantial factor in the source selection.There is no finding that the price of the otherwise successful offeror is unreasonable.(A finding that the price is unreasonable must be supported by statement of the facts, approved at the level above the PCO.)
26Adequate Price Competition [FAR 15.403-1(c)(1)] 2 of 3 2. Received only one offer but:PCO expected competition (two or more responsible offerors, etc) based on market research or other assessmentPCO concludes offeror also expected competitionA written Determination documents that the priceIs based on adequate competitionIs reasonableIs approved at level above PCO
27Adequate Price Competition [FAR 15.403-1(c)(1)] 3 of 3 3. “Price Analysis clearly demonstrates that the proposed price is reasonable in comparison with current or recent prices for the same or similar items, adjusted to reflect changes in market conditions, economic conditions, quantities, or terms and conditions under contracts that resulted from adequate price competition.”
28Waivers [FAR 15.403-1(c)(4)] 1 of 2 The Head of the Contracting Agency (HCA) may waive the requirement for submission of cost or pricing data in exceptional cases.This authorization must be in writing with supporting rationale.The waiver is based on a determination of the price as fair and reasonable without submission of (certified) cost or price data.Example: data submitted on previous production buys sufficient for the current one, when combined with updated information,Subcontractors are still required to submit certified data unless a separate waiver is obtained.
29Waivers [FAR 15.403-1(c)(4)] 2 of 2 Per DFARS (c)(4), DOD also waived the requirement for submission of cost and pricing data for:Canadian Commercial Corporation (CCC) and its subcontractors.Nonprofit organizations, including educational institutions, on cost-reimbursement-no-fee contracts.
30Obtaining Information to Establish Price Reasonableness [FAR 15 Obtaining Information to Establish Price Reasonableness [FAR (a)]Do not obtain more info than necessary.Data collection/preparation is expensiveOrder of preference for type of data required.1. No additional information, if price based on adequate price competition (except as in FAR (b))2. Information other than cost or pricing data3. (Certified) cost or pricing data
31Order of Preference for Obtaining Information Other Than Cost or Pricing Data FAR (a)(2) statesRely first on information available within the Government.Second, on information obtained from sources other than the offeror.If necessary, on information obtained from the offeror.
32Information Other than Cost or Pricing Data General [FAR 15.403-3(a)] If the PCO obtains information other than cost or pricing data from the offeror, it must include appropriate information on the prices at which the item or similar items have been sold, adequate for determining price reasonableness.Example: Prices/sales data from the same/similar items at comparable quantities.See Chapter 2, Volume 3, Contract Pricing Reference Guides
34Proposal Price Analysis Techniques[FAR 15.404-1(b)(2)] Compare offers received *Compare proposed prices to price history *or system bill of material or current contractParametric methodsComparison to published (catalog) price lists and published market pricesComparison with independent government estimatesCompare proposed prices to market research or pricing data for same/similar itemsAnalysis of pricing information provided by the offeror.* preferred techniques per FAR (b)(3)
35An Aside: FAR 2.101 Definitions “Catalog price”means a price included in a catalog, price list, schedule, or other form that is regularly maintained by the manufacturer or vendor, is either published or otherwise available for inspection by customers, and states prices at which sales are currently, or were last, made to a significant number of buyers constituting the general public.Artifact of the old daysUse/view with caution since price lists are easily produced“Market prices”means current prices that are established in the course of ordinary trade between buyers and sellers free to bargain and that can be substantiated through competition or from sources independent of the offerors.
36Proposal Price Analysis Techniques DFARS 215.404-1(a)(i) – (iv)] For spare parts and support equipment, perform an analysisIf proposed price exceeds last price paid (in last 12 months) by 25% or moreComparison of item description and proposed price indicate potential for overpricingSignificant high-dollar itemsRandom sample of low dollar items
37Auxiliary Price Analysis Techniques These include:Value Analysis: List the functions required, and compare to those of alternative products with know pricesVisual Analysis: Inspect the item or drawings to get a general idea of price, and to prevent oversightsThese techniques cannot be used alone: They provide subjective results that can be used to support traditional techniques.
38Comparing Offers Received If you have competition on a fixed-price type contract, comparing offers received will normally satisfy the requirement for price analysis. (FAR (a)(1))Generally, when the lower/lowest proposed prices are in a close range, it is more likely that the prices are fair and reasonable.If you find that the price is unreasonable [FAR (c)(1)(i)(B)], a cost analysis may be required.
39Comparing Offers Received Sample Problem You receive three offers for a widget:Offeror A proposed $100 per unit.Offeror B proposed $125 per unit.Offeror C proposed $130 per unit.Trick Question: Is the price based on adequate price competition?
40Answer to Sample Problem on Comparing Offers Received There is not enough information.The problem didn’t state if the offerors are competing independentlyAre they dealers or manufacturers?Nor did it state that a price analysis clearly demonstrates that the proposed price is reasonable in comparison with other contracts.
42What is a Commercial Item? Commercial Pricing Information Guide, Volume 1, ODUSD(AR), provides a working definition:A commercial item is any item evolving from, or available in the commercial market place that will be available in time to satisfy the user requirement.
43Commercial Item Defined FAR 2.101 Any item, other than real property, that is of a type customarily used for non-governmental purposes and that:Has been sold, leased, or licensed to the general publicHas been offered for sale, lease, or licensed to the general publicHas evolved from a commercial item that is sold or offered for sale as a result of technological advancementRequires either modifications or a type that is customarily available in the commercial market place or minor modifications for unique government purposes orIs any of the aboveAlso government unique items that are developed exclusively at public expense and sold to multiple state and local governments.
44Commercial Services Defined FAR 2.101 Installation services, maintenance services, repair services, training services, and other services if--Such services are procured for support of a commercial item, regardless of whether such services are provided by the same source or at the same time as the item; andThe source of such services provides similar services contemporaneously to the general public under terms and conditions similar to those offered to the Federal Government;Services of a type offered and sold competitively in substantial quantities in the commercial marketplace based on established catalog or market prices for specific tasks performed or specific outcomes to be achieved and under standard commercial terms and conditions. This does not include services that are sold based on hourly rates without an established catalog or market price for a specific service performed or a specific outcome to be achieved.
45Commercial Items Are Exempt from Certified Cost or Pricing Data Except for certain alterations to the items and contract modifications, commercial items are exempt from the requirement for certified cost/pricing data.Requests for offeror’s sales data should be limited to data for the same or similar items during a relevant time period [FAR (c)(2)(I)].To the maximum extent practicable, limit any request for info to include only info that is in the form regularly maintained by the offeror [FAR (c)(2)(ii)].
46FAR Part 12 Acquisition of Commercial Items (1 of 2) Point to be Made: cross referencing of FAR cites.Per FAR Determination of Price Reasonableness – established IAWFAR 13 Part Simplified Acquisition ProcedureCites FAR Award and DocumentationFAR Part 14 Sealed BiddingCites FAR Responsible Bidder – Reasonableness of PriceReferences price analysis techniques in FAR (b)FAR Part 15 Contracting by NegotiationCites FAR 15.4 Contract Pricing
47FAR Part 12 Acquisition of Commercial Items (2 of 2) FAR Award and DocumentationBefore making award, the contracting officer must determine that the proposed price is fair and reasonable.(1) Whenever possible, base price reasonableness on competitive quotations or offers.(2) If only one response is received, include a statement of price reasonableness in the contract file. The contracting officer may base the statement on --(i) Market research;(ii) Comparison of the proposed price with prices found reasonable on previous purchases;(iii) Current price lists, catalogs, or advertisements. However, inclusion of a price in a price list, catalog, or advertisement does not, in and of itself, establish fairness and reasonableness of the price;(iv) A comparison with similar items in a related industry;(v) The contracting officer’s personal knowledge of the item being purchased;(vi) Comparison to an independent Government estimate; or(vii) Any other reasonable basis.
48Price PremiumsPer FAR : Commercial item prices are affected by factors asspeed of delivery, length and extent of warranty, limitations of seller’s liability, quantities ordered, length of the performance period, and specific performance requirements.Per FAR : The contracting officer must ensure that contract terms, conditions, and prices are commensurate with the Government’s need.Be aware of “price premiums,” included but not specifically indicated/stated, on catalog/price lists for quick delivery, small or minimum quantity orders, etc.Price Premium Example: Boeing’s catalog priced items for quick delivery (within 24 hours).The buyer was unaware of this price premium. It was an unnecessary cost; the items were going to a depot for storage, not out to the field.Result: the item was over-priced (high).
49Minor Item Modification per FAR 2.101(c) A modification that does not significantly alter the non-governmental function or essential physical characteristics of an item or component, or change the purpose of a processFactors to consider:Value and size of the mod versus the comparative value and size of the final product.Dollar values and percentages are guideposts, not conclusive evidence.
50Acquisitions of Modified (altered) Commercial Items If the item modifications are of a type customarily available in the commercial marketplace, you should be able to evaluate the item and the modifications/alternations on a commercial basis.If you are acquiring an otherwise commercial item with noncommercial alternations, you may need to get certified cost/pricing data (or information other than certified cost/pricing data) to evaluate the alternations, and evaluate the base commercial item on a commercial pricing basis.
51Modifications to Contracts for Commercial Items If the contract mod changes the item to a noncommercial item, and no other exception applies, the modification is not exempt from the requirement for (certified) cost or pricing data.If the mod does not change the item to a noncommercial item, consider what “information other than cost or pricing data” you may require.This can range from info on prices to cost data that is not certified (see restrictions on data for commercial items.
53Price Analysis Arithmetic Examples Calculating the price difference and percentage change fora price increasea price decreaseCalculating the annualized percentage change
54Calculating Percent Change: Two Scenarios 1st scenario: price increasecurrent or proposed price is $150previous or comparison price is $1102nd scenario: price decrease.current or proposed price is $110previous or comparison price is $150
55Calculating Percent Change, Scenario One; Price Increase Current or proposed price $150Less previous/comparison price ($110)Equals price change/difference $ 40Divided by previous/comparison price $110EqualsResult multiplied by 100Equals percent change/difference %There is a $40 or 36.4% difference between the two prices.There is a $40 or 36.4% increase in the price.
56Calculating Percent Change, Scenario One; Price Decrease Current or proposed price $110Less previous/comparison price ($150)Equals price change/difference ($ 40)Divided by previous/comparison price $150Equals (0.2667)Result multiplied by 100Equals percent change/difference (26.67%)There is a $40 or 26.7% difference between the two prices.There is a $40 or 26.7% reduction in the price.
57Calculating the Annualized* Percentage Change (1 of 3) The Pricing Scenario:Previous or comparison price.Last award date: May 9, 1996Unit Price: $4,976.59Current or proposed price.Projected award date; November 27, 1997Unit Price: $6,295.00* Using TACOM’s method per the old SOP 715-1
58Calculating the Annualized Percentage Change (2 of 3) Steps:1 Calculate the difference in days between the previous and projected award dates.2 Calculate the percentage change in prices.3 Divide 360 (30 days per month x 12 month) by resulting figure of step 1.4 Multiply the result figure of step 3 by the result of step 2.5 Multiply result of step 4 by 100.
59Calculating the Annualized Percentage Change (3 of 3) 1 From 9 May 96 to 27 Nov 97 is 558 days.2 From $4, to $6, results in a$1, difference or 26.49% price increase.3 Divide 360 by 558 =4 Multiply by m =5 Multiply by 100 = 17.09%The 26.5% price change represents an annualizedincrease of approximately 17%.
61Competitive Procurement Price analysis (PA) Example (1 of 4) Example Scenario:Commercial item procurementSignificant quantityReasonable delivery scheduleCompetition expectedWhat type of analysis and documentation are necessary?
62Competitive Procurement PA Example (2 of 4) “Suggested” documentation:prepare spreadsheetarrange offers by ascending dollar valuedetail dollar and percent differences between offersdetail dollar and percent differences between the low and competing offersprepare narrativeindicate low offerindicate number of offersdiscuss price and percentage differencesothers (procurement history, etc.)
63Competitive Procurement PA Example (3 of 4) OfferRedPrice$1000$ DiffN/A% Diff$ LO% LOBlueGreenWhite$1050$1500$2050$50$450$5505%43%37%$50050%105%
64Competitive Procurement PA Example (4 of 4) Documentation:“Four offers were received. Red is the low offeror at $ With the second low offer at $1050, reflecting an approximate 5% difference, there appears to be adequate price competition.”“The low offer compares favorably with the previous contract price.”
65Price Analysis: The Basics Use the previous or similar item price as the base for the comparison.Calculate dollar amount differenceCalculate percentage differencePrice Change?Increase or decrease ?Materiality: Is the difference significant ?Explain/discuss the difference.Action needed to be taken ?Document: price analysis (negotiation).
66Price Analysis: More Basics Extent/depth of the price analysis is determined by:Type of contractual actionType of item purchasedDollar value of contractual actionAgency/department policy and proceduresAvailability of price/cost data and other informationYour team leader/supervisor (Dah Boss)Not all price differences can be explained away.
67Unit Versus Total Prices Question: For price analyses and comparisons, should you use unit or total prices?Answer: It depends on the procurement type and management policy.Unit prices are useful and expected for item comparisons (trucks, tires, etc.).Use totalsto show total procurement pricefor comparison purposes if procurement involves various types of items and services.Check for Unbalanced Pricing
68Price Analysis: Documentation “There is a $_______ difference between the current proposed and previous (similar item) prices; this resents a (an) ____% difference over a (an) ____ time period.”The following factor(s) may explain the price difference: __________ (quantity, economics, etc).Adjusting the comparison price for the factors results in the following amount $______.“The adjusted figure does/does not compare favorably with the proposed price.”
69Commercial Versus Government Contracting/Pricing
70Commercial Versus Government (1 of 3) Government and Commercial buyers are from Venus and Mars, respectively.They have different objectives, procedures, and modes of operation.This difference is recognized in the business world as evidenced by comments in Purchasing magazine.
71Commercial Versus Government (2 of 3) Bottom line/profit drivenPrice is importantPrice targets determine the buyer’s bonus and impact evaluationsPartnering leading to more cost analysisLess rule driven
72Commercial Versus Government (3 of 3) NOT bottom line/profit driven, the budget is the constraintFair and reasonable price rather than the lowest (or best) price obtainablePartnering with the contractor less intensive than the commercial worldBuyer rated on making the award and reducing lead-timeDespite Acquisition Reform, government purchasing is still rule driven
73Basis of Contractor’s Price: Cost Plus Profit Pricing (1 of 2) Cost plus profit price (cost based)Used by Government in cost analysisAlso used by the commercial worldCost element build-upProfit based on structured criteriaPro: all costs recovered with acceptable profitCon: resulting price may not be competitive
74Basis of Contractor’s Price: Cost Plus Profit Pricing (2 of 2) Selling price = cost + markupPercent Markup = (markup + cost or selling price) x 100Note: the markup can be calculated using either cost or selling price. The resulting percentage figures will differ between cost and sales price as a base in the calculation.
75Basis of Contractor’s Price: Market Based Pricing Market based price (price based)Demand oriented pricing: price set at level buyers are willing to pay for an item/service and/or level of performance.Price set with competition in mind (also called parallel pricing); price increases are limited; cost containment important.Differentiate one’s product through advertising, high quality, delivery, and/or customer service.Price Leader Pricing. Seller sets prices & price changes followed by others.
76Basis of Contractor’s Price: Price Strategy (1 of 3) Buy-in. Price set with low profit, at cost, or below cost to obtain the business; profit recouped with follow-on business, spares etc.Idle Capacity.Low price offered (low or no profit, at or below cost) to keep shop open, continue to employ key personnel & avoiding layoffs, covering fixed costs, etc.Legitimate business strategy
77Basis of Contractor’s Price: Price Strategy (2 of 3) Product Life Cycle. Price set depending on life cycle stage (introduction, growth, maturity, saturation, and decline)new product/price skimming – high price to attract status conscious customersgrowth – market penetration through low prices and high sales volumeRate of Return Pricing. Price set to obtain desired return of investment.
78Basis of Contractor’s Price: Price Strategy (3 of 3) Price Bundling. Practice of offering two or more products or services for sale at one price.Perceived Value. Seller sets price at the level the intended buyers value the product.Loss Leader. Item priced low or at cost to attract buyers to seller’s place of business.
80Base Price/Comparison Price Reasonableness (1 of 2) The comparison price must be reasonable (and supported as reasonable) to be used as a base in any price analysis.Competitive? Number of quotes & the price range(s).Obvious/not so obvious competitive advantage? Awarded previous contracts?Amortized tooling, special tooling/equipment, proprietary item/data, etc.
81Base Price/Comparison Price Reasonableness (2 of 2) Sole source? Basis of award.Price analysis performed/Results.Cost analysis performed? Results.Independent (Government) Cost Estimate?CustomerIndustrial Price AnalystsCost Analysis Section/Group/DirectoratePMO/PEO EngineersDCMA
82Price Comparisons: Introduction When performing a price analysis, it is important to have an “apples to apples” comparison.This is not always possible; there are many variables differentiating purchases.The analyst will have to adjust the base or previous price to allow for a valid comparison.
83Compare Proposed Prices to Current Prices and/or Price History The previous or comparison price used as the base must be reasonable for the “same or similar” contract terms.For the comparison to be valid your analysis should adjust the price for:Economics (price escalation/de-escalation)Quantity variations (use learning curve)Technical/configuration changesStartup tooling/pre-production costsPackaging differencesFOB: origin or destination
84Price Analysis: Caveat Even in price analysis, the individual cost elements are important.Though not visible as in cost analysis, these elements influence the final price; a general knowledge of them is necessary.They are approached and discussed in general terms as percentages, round number estimates, etc.They may be addressed in the price analysis document.
85Price Comparison Example (1 of 2) Proposed unit price is $150, FOB: origin, and commercial pack/packaging.Comparison unit price of $136 is approximately two years old, quantity is approximately 50% more than the current buy, FOB: destination, and special military pack/packaging.
86Price Comparison Example (2 of 2) Current price $150Comparison Price $136Differences/Adjustments:QuantityTransportation/FOBPackagingEconomicsAdjusted Comparison Price $147The $147 adjusted comparison price is approximately 2% less than that proposed. This difference could represent estimating error.
87Price Comparison: Same Contractor? (1 of 3) Different contractor means different cost structure.Different contractor may mean different price/cost objectives (price strategy).Basis of the contractor’s price?Cost plus profit price (cost based)Market based price (price based)
88Price Comparison: Same Contractor? (2 of 3) Foreign or domestic?Foreign currency (FX) impact on price?Customs/Duty/Tariff included in the price?Manufacturer or Dealer?Dealer expected to offer higher priceNew Contractor?Production Start-up costs included?Other Nonrecurring costs: tooling, certification, etc.
89Price Comparison: Same Contractor? (3 of 3) Contractor’s size and expertise are important factors.Large firms may have higher overhead, enjoy economies of scale, and/or have wider expertise.Small firms may be more flexible, have more expertise in a niche area, and/or lower overhead.A contractor’s past performance is also an important price consideration.If a contractor is late, cannot deliver, or was terminated, how good is his price?
90Price Comparison: Same Item? Purchased complete or partial?ECP or VECP incorporated?New or old model?Special treatment, manufacturing process, or material (special bolts)?Quality differences?Example: “ruggedized” items such as computers, other electronics.Are these differences material?
91Price Comparison: Packaging Level of packaging similar?Packaged in bulk or is each item packed/packaged separately?Commercial or Military?Any special instructions?
92Price Comparison: Transportation Vendor’s Geographic Location impacts the item’s price and his competitive position.F.O.B. (Free on Board) Point?Destination. Transportation cost, insurance, etc., included in the price.Origin. Transportation cost not in the price; buyer pays/arranges for transportation, insurance, etc.
93Price Comparison: Economics/Time Period When was the previous or similar item contract awarded and/or completed?Cost change over time:Material costs increase or decreaseWages (usually) increaseMost contractors propose rising prices.Does the comparison price include a contingency for economics, price in effect, and/or is it ceiling priced?
94Economics/Escalation: Price Indexes Governments measure the change in the prices and costs of goods and servicesU.S. Depart of Labor, Bureau of Labor Statistics (BLS)Federal Statistical Office GermanyCommon indexesConsumer Price Index (CPI)Measure of what consumers payProducer Price Index (PPI)Measure of what businesses payAverage Hourly Earnings (AHE)Employment Cost Index (ECI)
95Example: Applying Escalation Using Price Indexes Problem Item: Ball BearingsNov 1996 price: $350Aug 200X price: ?Proposed price is $375PPI # Ball BearingsNov 1996: 158.7Aug 200X: 171.8What is the expected/adjusted price for Aug 200X?
96Example: Applying Escalation Using Price Indexes Solution PPI # Ball BearingsNov 1996: 158.7Aug 200X: 171.8Calculation:171.8 / =$350 * = $378.88Solution:Expected/adjusted price is $ in Aug 200XProposed price of $375 is a bargain.
97Price Comparison: Quantities/Deliveries Same Quantity ?Is there a significant difference ?Learning curve adjustment needed ?Delivery Schedule ?Same, shorter, or longerDelivery Rate ?Monthly/quarterly ?Same quantity per delivery ?Lot buy ?Periodic deliveries ?Advanced delivery ?Options ?Multi-year ?Price bundling ?Economic order quantities ?
98Price Comparison: Significant Material/Component? Is Material a major cost driver ?Batteries: lead is the cost driver.Check BLS PPI or American Metals Market for historic prices/price trendsOthers: aluminum, steel, copper etc.Foreign source components ?Change in foreign exchange rate may impact the price.
99Price Comparison: Other Considerations Surplus or excess item ?Contract Terms and Conditions.Administrative Costs: none versus extensive customer relations/contact.Warranty included ?Prompt Payment (Cash) or other types of Discounts taken into account ?Buyer (Government) furnished information, property, or personnel ?State of Market/Economy.
101Parametric MethodsUsing rough yardsticks (ratios) such as dollars per pound or per horsepower, etc.Be very careful when applying this technique. You need a large sample size and an appropriate one.Often this technique can be used to highlight significant inconsistencies that warrant additional pricing inquiry.
102Parametric Price Analysis: Sample Problem Pricing information indicates engines with300 horsepower costs $9,000425 horsepower costs $14,000Your requirement: 500 horsepower engine with technical features similar to the above two engines.Using parametric analysis, estimate a “ball park” price for your engine?
103Possible Answer to Sample Problem on Parametric Price Analysis The pricing information indicated similar engines cost about $30 to $33 per horsepower (hp)$9,000/300hp = $30 per hp$14,000/425hp = $33 per hpA “ball Park” estimate for a technically similar 500hp engine might be between $15,000 and $16,500.$30hp x 500hp = $15,000$33/hp x 500hp = $16,500
104Comparison Price Sources (1 of 2) Previous contract.Current or previous contract for similar item.Current or previous proposals.Vehicle Bill of Material (BOM).Spare Parts/Contractor Support Lists.Program Office (PMO or PEO).Engineers, logisticians, material managers.
105Comparison Price Sources (2 of 2) Commercial retail outlets, distributors, dealers, etc.Company web sites (Market Research)Independent (Government) Cost Estimates (ICE or IGCE)PM/PEO EngineersDCMA
107Price Analysis Technique – Compare to Market Research Data Search the Internet. A popular site is:Contact other commands and/or agencies that may have purchased similar items.Contact trade groups/professional organizations.Become the expert on the marketplace for the type of items or services you purchase.
108Commercial Items: Published Market Prices and Price Lists Be sure to understand available quantity and other discounts available from the published price. Also the terms/conditions the price is based on.Again: The price isn’t necessarily reasonable just because an item is in a published price list.
109Price Analysis: Catalog/Market Prices Catalog: published or on computer? Is it available for inspection ?What are the quantity/price breaks?What are the price discounts?Catalog date. Updated: when/how often?Support documentation available?Invoices of actual sales for the same or similar items with comparable quantities and/or prices. Same terms & conditions?
110Evaluating Prices on Commercial Items A price listed in, or discounted from a catalog, doesn’t make it reasonable.Use business/common sense.Use market research to really evaluate whether the price is good.Use techniques similar to those you use when you make important purchases for yourself.
111Potential Questions on a Catalog Price What is the discount policy?What quantity levels are needed to get price breaks?What is the included level of packaging?Are prices based on faster delivery than needed?Is a warranty included?What FOB point is the price based on?How often is the catalog revised?Examples/proof of other customers paying same price, with similar terms & quantity. (Ask the contractor to provide sales invoices.)
112Percent of Sales TestPreviously used to define commercial sales, it is still a valid technique for reasonableness determinationThe item’s total sales for a specified time period (one year) are divided between commercial customers and the governmentIf there is a reasonable distribution between the Government and the general public, usually market pricing pressure adequately controls prices.If the government become the only or majority buyer, the proposed price should be closely scrutinized for reasonableness.
113Independent Government Cost Estimate (IGCE) Obtain an IGCE from the requiring activity/customerFSO can assist them in the preparationYou can compare offered prices to the estimate that came with a PRON.Consider investigating how the requiring office came up with the estimate.An alternative is to obtain an estimate from industrial price/cost analyst or DCMA, especially if you have a TDP.
114Seeking Pricing Info Over the Phone/Internet (1 of 2) May involve speaking to sales or trade organization representatives to obtain data.Be prepared ! Have as much information as possible. Be polite. Don’t waste the rep’s time. Cultivate the rep as a source of info.Explain: “From Government. Doing price study.”
115Seeking Pricing Info Over the Phone/Internet (2 of 2) Have basic information ready:Known source. Manufacturer’s name, item nomenclature/description, and serial/model/part number.Similar item. Same info as above. If not available, product specs, its function, etc.Basic/minimum information. Quantity, delivery period, packaging.
117Types of Discounts Trade or functional discount Promotional discount Cash (prompt payment) discountQuantity discountCumulativeNon-cumulativeMom’s price (most favored customer)
118Trade/Functional Discounts Defined Trade or functional. Price reduction allowed to a class of customers (manufacturing, wholesalers, retailers) on a list price before credit terms consideration; applies to allowance granted w/o reference to payment date.Promotional. Price reduction given to retailers and/or wholesalers in return for product promotion.
119Cash (Prompt Payment) Discounts Defined Definition. Price reduction for payment of invoice or account made within a specified period of time.Seller’s rationale:To encourage prompt payment of invoices.To reduce his credit risks & cost of collecting overdue accounts.To follow industry or historical practice.
120Cash Discounts: Seller’s Considerations Amount of cash discountLength of credit periodCustomers offered credit termsOther (credit line magnitude or amount to spend on collecting overdue accounts).
121Cash Discounts: Application/Accounting Practice (In both price and cost analysis) Credit applied directly to the item’s price(In cost analysis) Factor, calculated from actual data, directly applied to the total material rather than a single item(In cost analysis) An indirect expense item in the overhead pool applied through the overhead rate
122Cash Discounts: Example Discount offered: 2/10 net 30 (or 2% - 10, Net 30 days).2% discount of the price if paid within 10 days of the invoice date; if not taken, full price payment due within 30 days.$100 total. Pay $98 within 10 days ($100*[100% - 2%]) or $100 within 30 days.
123Quantity Discount Defined Price reduction for volume purchases.Two types:Cumulative. Price reduction for purchases that exceed a given volume level over a specified time period. Also called deferred or patronage discount.Non-cumulative. Price reduction for volume purchases in a single point of time.(Volume level refers to dollar value, quantity, orboth).
124Quantity Discount: Know the Specifics Seller’s consideration/buyer’s inquiryMinimum quantity purchased to qualify for a discountNumber of price breaks or additional discounts for larger quantitiesMaximum quantity qualifying for any additional discountAmount of discount offered at each quantity level
125Quantity Discount: Rationale (1 of 2) Larger orders reduce seller’s costs; savings passed on to customer.Fewer orders processed/shipped & fewer sales calls to generate the larger ordersLonger production runs:Material quantity discounts for manufacturerFewer production line and/or equipment set-upsOther non-recurring costs amortized over the larger quantityEffect of the learning curve on labor hours
126Quantity Discount: Rationale (2 of 2) Rationale (continued)Operations costs reduced by shifting finished goods carrying costs to buyerExtra funds reinvested soonerSubtitle form of profit sharing among channel members leading to channel cooperationTradition/industry practice.
127Quantity Discount & the Learning Curve Quantity discounts may be estimated using the learning (experience) curve.Simple definition: costs (hours) decline by a predictable amount (percentage) each time accumulated volume doubles.In many cases, the quantity discount price schedule will reflect a logarithmic function (the mathematical term for the learning curve).
128Price History & Quantity Impacts-Use of Learning Curve Although normally used for production labor hour analysis, learning curve can sometimes be applied in price analysis.Consider learning curve when:Percentage-wise, the quantities you require vary significantly from the price history, andContractors produce the previous and current quantities on a stand-alone basis, with fairly significant production breaks in-betweenThis is evident in many vendor quotes, where vendors detail different quantity price breaks.To calculate learning curve impacts, consult someone with experience doing this. We have an Excel file that does the calculation.
130Discussions with Offerors Congressional criticism that buyers were not getting the “best price” for the government.Damned if you do, damned if you don’t situationBargaining allowed?Unfair to contractors?Time consumingWhen do you have discussions?In Negotiated ProcurementsIf multiple offerors, competitive range must first be established.
131Reasons to Conduct Price-Related Discussions Price has increased significantly from last contract, or deviates from government estimate.You need the offeror to support their price and/or provide additional data.Offeror proposes a catalog price.Ask what terms the price is based on.Changed conditions.
132Benefits of Conducting Price Discussions Minimizes chances of misunderstandingAllows us to bargainOften you can obtain cost/price savings not included in the initial proposal (“Is this your best price, Mr. Contractor?”)Secretary of Defense supports award without discussions, to reduce lead time, only in appropriate circumstances.
133Example of Changed Conditions On a negotiated procurement, if conditions change consider obtaining revised quotes.For example, on an Indefinite Delivery Indefinite Quantity (ID/IQ) solicitation, if the minimum (or Initial) order quantity will be 3,000 units instead of the original 500 units stated in the solicitation, get revised quotes.
135Unbalanced Pricing No standard but “rules of thumb” Per FAR (g)(1), Unbalanced pricing exists when, despite an acceptable total evaluated price, the price for one or more contract line items is significantly over or understated as indicated by the application of cost or price analysis techniques.Per FAR (g)(2), All offers with separately priced line items or subline items shall be analyzed to determine if the prices are unbalanced.No standard but “rules of thumb”Trend analysis“Large” percentage variation: 20% +/-Compare base to option pricesCompare CLINs/SLINs to those of IGCEComparison of competing offerors’ prices
137Unbalanced Pricing: Sustained Protest Al Ghanim Combined Group Gen. Trad. & Cont.Improper price comparisonsLow price offer won based on the total proposed cost.But price analysis not conducted on separate line items.Question of whether winning offeror understands SOW.Claims Court:Violated FAR (g) Unbalanced Pricing.Government failed to adequately compare bidder prices.Government did not compare its IGCE to offerors’ line item prices.
139Price Analysis and Documentation Reference Books U.S. Army Contracting Agency (ACA) homepageResource LibraryACA ProceduresACA Cost & Price Analysis HandbookPrenegotiation Objective Memorandum & Price Negotiation Memorandum GuideACA Market Research GuideAT&L Knowledge Sharing System homepage (DAU)Guidebooks & HandbooksContract Pricing Reference Guides, Volumes 1- 5
140Conclusion (1 of 2): General Ask questions of and/or discuss with the offeror:Mr. Contractor: What is the basis of the price ?From the User/customer: Ask for requirements clarification when necessary.Pricing arithmetic:Use round numbersAccuracy has its place but…Be consistent in your analysisRemember: Many factors such as schedule, quantity, transportation, etc., affect the price.Document your price analysis.
141Conclusion (2 of 2): Documentation Should be a concise, succinct narrative explanation.What was proposed by the contractor?Nature and extent of the government evaluation?Basis of reasonableness determination?Use Microsoft Excel spreadsheets for comparing offers/prices rather than incorporating them into a Word document.Professional appearance counts, lends credibility to presentation.Basic Microsoft Excel training available if demand sufficient.The FSO can review your price/cost document, recommend an optimal format, and/or prepare the final document.