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When Experience Matters, BDW-L Delivers! BDW-L Investments LLC 1203: Understanding A RFP “Copyright © 2010 BDW-L Investments, LLC All rights reserved –

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Presentation on theme: "When Experience Matters, BDW-L Delivers! BDW-L Investments LLC 1203: Understanding A RFP “Copyright © 2010 BDW-L Investments, LLC All rights reserved –"— Presentation transcript:

1 When Experience Matters, BDW-L Delivers! BDW-L Investments LLC 1203: Understanding A RFP “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Andy Rooney – “Nothing in fine print is ever good news.”

2 When Experience Matters, BDW-L Delivers! Wouldn’t we all like a customer who: – Has a need for everything – Is the biggest customer in the world – Shows you their budget each year – Describes what they want (in detail) – Holds fair and open competitions – Identifies the process for awarding a contract (in detail) – Is required by law to give you the business – Has local administrative and support organizations to help you sell to them – Is a national and global player – Has numerous ways of paying for your product and/or service – Pays its bills on time – Repeats its business to you YES. But how do you win this customer? “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Profiling the “Perfect Customer”

3 When Experience Matters, BDW-L Delivers! FACT: The Government purchases almost every product or service imaginable. FACT: 2009, Government issued 6.6 million contracts worth $626 billion PLUS 33 million credit card purchases worth $300 billion FACT: Contracts between $2,500 and $100,000 are reserved for small, small disadvantaged, small women-owned and small veteran- owned businesses; therefore, almost 10 million contracts were issued to small businesses = $ BILLION dollars FACT: The Government Pays its bills! “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Government Business Facts

4 When Experience Matters, BDW-L Delivers! Win Government Contracts! $97 B A Contract is: A legally binding agreement between two parties which is enforceable in a court of law “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Your Goal? However: 99% of all small business owners will never land a single subcontract, while 1% of small business owners will repeatedly win them! Why?

5 When Experience Matters, BDW-L Delivers! “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work” Government Procurement Process Step 1:Acquisition Planning & Market Research Step 2:Solicitation Advertised then Issued Electronically Step 3:Submit Bids/Proposals Electronically Step 4:Bids/Proposals Evaluated Step 5:Oral Presentations and/or Negotiations (if required) Step 6:Subcontracting Plan Final Approval(Large business only, if required) Step 7:Award Step 8:Debriefing (Negotiated acquisitions, if requested) Final:Performance & Successful Completion!

6 When Experience Matters, BDW-L Delivers! “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work” How To Win !!! Mitigate the Government’s Risk All of it everywhere… Make the Evaluator’s review quick and easy… If you don’t make the first and subsequent cuts, all your imagination and wonderfulness is in the trash Recitation and response to each and every section in the format requested is NOT a lesson in good penmanship…. It IS what wins!!!

7 When Experience Matters, BDW-L Delivers! Key Points… “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Read the Solicitation Carefully Fully describe your solution to demonstrate that you understand the requirements Align your proposal to the solicitation Explain why you picked your subcontractors Translate your solution into benefits for the government Actively manage your past performance Be well prepared for due diligence Eliminate sloppy mistakes that leave lasting impressions Get the most out of debriefings Cut the fluff!!

8 When Experience Matters, BDW-L Delivers! Proposal Responses are different than Commercial proposal responses Solicitations replace the sales process Solicitation formats and composition are mandated by Federal Acquisition Regulation (FAR) Agencies award contracts based only on your proposal or bid You need knowledge of the procurement process You need to know your leverage points “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Government Solicitation Basics

9 When Experience Matters, BDW-L Delivers! “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work” Types of Government Solicitations Request for Proposal (RFP) Standard Form 33 – Generally for products or services that are not commercial-off-the-shelf (COTS) items – Probably will require design effort for products or system architecture – Sections designated by letters (A – M) Request for Quote (RFQ) Standard Form 1449 – For COTS items and services – Streamlined Procurement Process – Usually awarded for low price and Government’s confidence in vendor’s ability to deliver – Sections designated by sequential numbers Request for Information – Also Sources Sought – An inquiry for availability products or interested vendors – May be for COTS or non-COTS items or services

10 When Experience Matters, BDW-L Delivers! “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work” Request for Proposal All Requests for Proposal follow Standard Form 33 (SF33) Format  Solicitation  Section A: Solicitation/Contract Form  Section B: Product/Price  Section C: Statement of Work (SOW)  Section D: Packaging & Marking  Section E: Inspection & Acceptance  Section F: Deliveries/Performance  Section G: Contract Administration  Section H: Special Contract Requirements  Section I: Contract Clauses  Section J: Attachments  Section K: Representations, Certifications  Section L: Instructions, Conditions & Notices  Section M: Evaluation Factors for Award

11 When Experience Matters, BDW-L Delivers! Standard Form 33 (SF33), Solicitation, Offer, And Award – Front page of Solicitation & eventual Contract – You complete the Offer Section constituting a legally binding offer – Signed SF33 becomes an executed contract Identifies – Procurement Title and Number – Solicitation / Contract Type – Issuing Agency and Point of Contact – Date Issued – Date, Time Proposal is DUE – Exact Address to Submit the Offer – List any discounts (1% discount if prompt payment w/in 15 days) “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Section A: Solicitation/Contract Form

12 When Experience Matters, BDW-L Delivers! Government’s Order Form – Brief description of product / service being purchased – Item Number, Part Number, Quantities – Contract Line Item Number (CLIN) – Sub-Contract Line Item Number (SubCLIN) – You enter your pricing – May define options, ordering procedures, etc. “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Section B: Supplies or Services and Price and Costs CLINSupplies / ServicesQTYUnitsUnit PriceAmount 0001Computer Station 0001AAMonitor100Ea. 0001ABKeyboard100Ea. 0002Installation100Ea.

13 When Experience Matters, BDW-L Delivers! Detailed, specific information about the supplies or services being purchased Describes minimum and mandatory requirements You must tell how you will deliver what they need and meet or exceed all of the requirements This section and your pricing are the bulk of your proposal Section J Appendices may include details to augment scope understanding Make sure Sections B, C and J are consistent! “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Section C: Description/Specifications/ Statement of Work (SOW)

14 When Experience Matters, BDW-L Delivers! Protects against liability for damage during shipping and storage Defines how to preserve, pack, and mark all items – Typically standard commercial practices apply Defines How All Contract Deliverables Such As Reports And Material Will Be Packaged And Shipped. Cost Consideration: – Some packaging and marking requirements may exceed the cost of the product – Make sure you include these costs in your pricing – May raise logistics issues “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Section D: Packaging and Marking

15 When Experience Matters, BDW-L Delivers! Steps the government takes to ensure what you deliver meets the contract requirements – AND – the quality standards, control and assurance requirements (Inspections) – Quality standards may be found in Section C, Section I also Triggers Payment!!! – When you get paid (Net 30, 45, etc.) – In Advance or Arrears / Full or partial delivery – Know exact point acceptance occurs (proper invoice, receipt of property, etc.) “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Section E: Inspection and Acceptance

16 When Experience Matters, BDW-L Delivers! Time, place, and method of delivery or performance Will usually provide a schedule Designates – F.O.B. Origin – Contractor pays to deliver to common carrier only. Risk of loss or damage rests with Government – F.O.B. Destination - Contractor pays to deliver to end location. Risk of loss or damage rests with Contractor Know when Title Transfers / Drives Acceptance “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Section F: Deliveries or Performance

17 When Experience Matters, BDW-L Delivers! Provides additional details to Section A How to prepare and submit an invoice Identification of all government personnel and their authority – Contracting Officer – Only one who can commit the Government – Contract Specialists – Contracting Officer’s Technical Representative Describes how the Government Contracting Officer and your firm will interact “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Section G: Contract Administrative Data

18 When Experience Matters, BDW-L Delivers! Contain customized clauses that do not fit anywhere else – Change Management Procedures – Option Terms – Special Security Requirements – Organizational Conflict of Interest (OCI) – Warranty Clauses not covered elsewhere – Government Furnished Equipment (GFE) – Government Furnished Property (GFP) Requirements “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Section H: Special Contract Requirements

19 When Experience Matters, BDW-L Delivers! Contains clauses required by law or regulations Hundreds to choose from – Solicitation provisions and contract clauses (Matrix) https://www.acquisition.gov/far/current/html/52_301Matrix.ht ml Identifies the contract clauses incorporated by reference – Still binding – Clause = Used in both contracts and solicitations – Provision = Used only in solicitations and applies prior to award Will be incorporated into the contract “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Section I: Contract Clauses

20 When Experience Matters, BDW-L Delivers! Lists the RFP appendices These attachments can cover a wide range of subjects such as: – Technical Specifications – Lists of GFE/GFP – Contract Data Requirements List Provides data needed to respond to the Statement of Work “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Section J: List of Attachments

21 When Experience Matters, BDW-L Delivers! Requires companies to represent and certify their business status – Size, Socio-Economic, Equal Employment Opportunity (EEO) Compliance – Other legal and policy related areas Why? – Determine eligibility for award – Collect information Managed through the Government’s Online Representations and Certifications Application (ORCA), an e-Government initiative “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Section K: Representations, Certifications, and Other Statements Of Offerors or Respondents

22 When Experience Matters, BDW-L Delivers! “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work” Section L Do Not Deviate Section L: Instructions, Conditions & Notices How To: Format, organize & submit Page count & layout, margins, fonts, content Number of volumes (Management, Technical, Cost)

23 When Experience Matters, BDW-L Delivers! “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work” Section M What counts?  Section M: Evaluation Factors for Award Focal point of the Source Selection Strategy Tells the Offeror what the Government is grading them against AND Tells the Government which Offeror provides the Best Value solution Provides a supportable, structured decision process

24 When Experience Matters, BDW-L Delivers! RFI/RFP Responses (Simplified) “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Read the RFI/RFP Can we overemphasize this? NO! Yes – Prepare a Response No – Prepare a Response? Maybe  Determine if your company can deliver the goods  On Time  At a Reasonable/Completive Price Parse out the requirements (“shalls”, “wills”, “musts”, and “shoulds”) WRITE THEM DOWN

25 When Experience Matters, BDW-L Delivers! 1.Offerors submit proposals 2.Government collects Past Performance Data. How? – Offeror’s proposal submission – Feedback through questionnaires, telephone surveys and automated systems 3.Government assigns Performance Confidence rating – Utlize agency specific Performance Rating Guidelines 4.Discussions/Negotiations – May award with our without discussions – May ask questions, gather more information, etc. 5.Request for Final Proposal Revisions / Best & Final Offer (BAFO) 6.Repeat evaluation steps “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work” Evaluation Steps

26 When Experience Matters, BDW-L Delivers! Government Contracting Success Responsible Competitive “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.”

27 When Experience Matters, BDW-L Delivers! “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work” Your BDW-L Resources Government Business Accelerator (2 Days) Government Business Development Accelerator (2 Days) Government Proposal Development (2 Days) Small Business Teaming (1 Day) Government Contract Management (1 Day) Finding Government Business (1 Day) Effective Government RFP Review (1 Day)

28 When Experience Matters, BDW-L Delivers! An integral part of our commitment is not only to provide the information and training but to make sure it works! FIND US: Our Website: OUR PARTNERS: “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” The BDW-L Solution Bridging Your “Real World” Gap Government Cost Accounting Florida Design is a Fort Lauderdale based Website Design & Search Engine Optimization company.

29 When Experience Matters, BDW-L Delivers! Contact Us We appreciate your time and consideration “Copyright © 2010 BDW-L Investments, LLC All rights reserved – unpublished work.” Senior Partners: Bob Keener Lisa Barr Dick Idtensohn Willie Weaver Social Media: Aly Lewis Event Planner: Linda Keener


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