U.S. General Services Administration How to Prepare a Quality Offer

Topics Covered : Introduction to Schedules General Information Proposal Requirements –Pricing Proposal –Contract Data Proposal –Technical Proposals

What Is a Schedule? It is a simplified process for obtaining commonly used commercial supplies and services at prices associated with volume buying. (FAR 8.4)

Advantages of Schedule Federal Supply Schedules Non-Mandatory, But Preference Unrestricted Procurements Speed Long-term Contract Up to 20 Years, with Price Adjustment No Maximum Order Limitations (Thresholds) on the Federal Agency Schedule is Marketed to Agencies by GSA & Contractor Visibility thru GSA Advantage, e-Library & e-Buy (orders placed directly on-line)

General Information

Where to Find the Solicitation On the PES web page, click on the word solicitation located in the upper left hand corner Download solicitation/amendments Register to receive notice of changes

Preliminary Steps DUNS Number and TIN Register in ORCA CCR Registration Request Open Ratings Report Before Submitting Offer

How to Submit an Offer: Read the Entire Solicitation Follow the Proposal Checklist and Solicitation Provisions Respond to All Requirements Review for Completion of Quality Offer Sign by Corporate Official Submit

Submit Completed Proposals To: GSA, Management Services Center ATTN: Bid Custodian (10FT-BID) th Street SW, Room 2757 Auburn, WA

When We Receive Your Proposal: Contracting Officer/ Specialist Assigned Will be Contacted by Assigned CO/CS –Clarifications/ Deficient Data Defined Timeframe for Response Established

Helpful Websites: View/Download the Solicitation: Federal Acquisition Regulation (FAR): General Services Administration Acquisition Manual (GSAM) Review other Contractors on Schedule:

GSA Determines If the Offeror Is: Responsible –Viable Service –History of Satisfactory Performance –Financial Resources

GSA Determines If the Prices Offered Are: Fair and Reasonable –Commercial and Government Contracts –Must Provide Supporting Documentation –Looking for Most Favored Customer Pricing

Method of Award Government will Evaluate All Technical Factors as Acceptable or Unacceptable If Unacceptable for a Particular SIN, that SIN will not be Awarded If proposal is Acceptable, Proposals will be Evaluated for Price Reasonableness Awards will be made on a continuous basis Standing solicitation-no closing date

Preparation for Award: Government May Award Without Discussion If Discussions Are Held, the Government Will Ask for Final Proposal Revision (FPR) When Ready for Award Be Sure Authorized Negotiator Is Ready to Sign!!! GSA Contract Number

EVERGREEN CONTRACTS Schedule contracts with a Base Period of 5 years and 3 Separate 5-Year option periods Contract base period is 5 years from Date of Award (DOA) Base1st Option 3rd Option 2nd Option

Proposal Requirements

Format  Two Copies –Completed Solicitation Document –Technical Proposal –Price Proposal  Sequenced in Accordance with Checklist Format

A Completed Proposal Contains: Cover Page Proposal Checklist Signed SF1449 (Complete Blocks 17a, 30a, 30b, and 30c) Section I: Pricing Proposal Section II: Contract Data Section III: Technical Proposal

Pricing Proposal

Pricing: A Complete Pricing Proposal includes Pricing by proposed SIN Commercial Sales Practice Format Pricing Back-up / Supporting Documentation Pricing Narrative Professional Employees Compensation Plan If hourly rates: –Uncompensated overtime policy –Labor Category Descriptions

Pricing: Industrial Funding Fee All proposed pricing must be inclusive of the Industrial Funding Fee (IFF): –IFF reimburses GSA for cost of Schedules Program –IFF MUST BE included in awarded price –Add IFF to ODC’s final price IFF is 0.75% (Remitted Quarterly)

Pricing: Commercial Services Proposals are evaluated based on commercial business practices Price Reasonableness is evaluated based on the Offeror’s standard commercial pricing practices

Pricing: Column 1 – Customer Column 2 –Price* (*Disclosures should be made on a separate sheet) Column 3 – Quantity/Volume Column 4 – Discounts, Concessions, Terms and Conditions Column 5 – Price Offered to GSA Column 6 – Unit of Issue (e.g., per hour, per day) Column 7 – Quantity/Volume Column 8 – Discount, Concessions, Terms and Conditions Offered to GSA Commercial Sales Practices Format

Pricing: Supporting Documentation Commercial Catalog/Price list Invoices Supporting Prices & CSP Forward Pricing Agreements/Other contracts Defense Contracting Audit Agency (DCAA) rate agreements Other cognizant audit reports Other Internal Documents

Pricing: Information for Hourly Rates Labor Category Descriptions must include: -Experience - Certification -Education/Degrees -Minimum Training Uncompensated Overtime Policy

Pricing & EPA Methods of Economic Price Adjustment 1.Established Commercial Price List/Equivalent Requires a Modification Request from Contractor for Increase to Take Effect 2.Negotiated Escalation Prior to Award A. Adjustments Based on Market Indicator (Yearly Mod) Based on a Published Index, Survey or Market Indicator B. Fixed Escalation for Term of Contract (20 Years) Price Increases Are Automatically Effective on the Anniversary of Contract (No Modification) (Least preferred method)

Pricing Narrative Information to help determine that prices are fair and reasonable. Justification of proposed escalation factor. Confirmation that the Industrial Funding Fee is included in the pricing.

Contract Data Section

Section C: Contract Clauses Attachment X: Representations and Certifications Subcontracting Plan (If Applicable) Financial Statements From Previous 3 Years Contract Data Section

Small Business Subcontracting Plan (SBS PLAN): Who is required to submit subcontracting plan? –Large business concerns based on the NAICS codes Why? –Maximize use of small business concerns; a matter of national interest with both social and economic benefit Attachment X – Small Business Subcontracting Plan

SBS Plan: Small Business Under NAICS Code, No Subcontracting Plan Required Large Business for One NAICS Code, Vendor Is Required to Submit a Subcontracting Plan Under the Appropriate NAICS Code Subcontracting Plan Template Is Attached to Solicitation (Attachment 3) Follow Far Part to Complete the Subcontracting Plan

SBS Plan: Common Omissions Estimated overall contract value for the base period Estimated subcontracting values for base period Estimated subcontract percentages and dollar values for the base period Types of goods/services to be subcontracted to the various small business concerns Subcontracting plan program administrator Personalize terms and conditions Sign and date by a person authorized to bind the firm

Financial Statements: Financial Statements from previous 3 years –Audited annual report or financial statement, or other information demonstrating company’s financial stability Prepared According to GAAP Standards Utilized to Assess Financial Stability

Technical Proposal

Four Evaluation Factors Understanding of Requirements Experience Past Performance Quality Control

Understanding of Requirements Description of Services Offered for Each SIN Discuss PES Areas of Expertise Demonstrate Understanding of Requirements Limit 2 Pages Per SIN

Experience Project Requirements –Two projects per SIN –No more then two pages per SIN –Projects must have been completed or substantially performed within two years of date of proposal submission –Government or commercial projects are acceptable

Past Performance Offerors Must Order a PPE from Dun & Bradstreet/Open Ratings Order Form Customer Reference Form Offerors Are Responsible for Payment to Open Ratings for PPE ($125.00) Must Submit 1 Copy of Completed Order Form and Customer Reference Form with Proposal Include a Minimum of 10 Customer References (Government or Commercial)

Quality Assurance Plan Describe quality control methods for: –Project Management Reviews –Customer Relations –Meeting Urgent Requirements –Requirements for Security and Safeguarding Information

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