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Responding to a Request for Proposal (RFP)

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Presentation on theme: "Responding to a Request for Proposal (RFP)"— Presentation transcript:

1 Responding to a Request for Proposal (RFP)
PTAC of Delaware

2 Presentation Objectives
Government Procurement Basics Understand the RFP Structure Section Information & Requirements Develop the bid response Responsibilities and Planning Developing and Writing Producing and Delivering Action Plan PTAC of Delaware

3 Responding to a Request for Proposal (RFP)
Government Procurement PTAC of Delaware

4 Government Procurement Basics
FedBizOpps, DIBBS, ASFI, NECO Federal Acquisition Regulations Purchase Thresholds Competition Categories Key Players Types of Solicitations PTAC of Delaware

5 Government Procurement Fed BizOpps.gov
PTAC of Delaware

6 Government Procurement Other Data Bases
DIBBS: DLA Internet Bid Board System ASFI: Army Single Face to Industry NECO: Navy Electronic Commerce Online PTAC of Delaware

7 Federal Acquisition Regulations
FAR Website: PTAC of Delaware

8 Federal Acquisition Regulations
NOTE: Supplements do not supersede the FAR FAR Website: PTAC of Delaware

9 Government Procurement Purchase Thresholds
$10,000 Civilian ($5,000 DOD)/ under: MICRO PURCHASE - unrestricted, credit cards, repetitive buys , “off the shelf” 10,000 to $250,000: SIMPLIFIED ACQUISITION PROCEDURES, Small Business Set Asides and electronic commerce is maximized Above $250,000: CONTRACTS $2,000,000: Certified Cost & Pricing Data PTAC of Delaware

10 Government Procurement Competition Categories
12/2/2018 Government Procurement Competition Categories Full and Open Competition Restricted for Small Business Programs Other than Full and Open competition FAR Website Part 6 - Competition PTAC of Delaware PTAC of Delaware

11 Government Procurement Restricted Small Business Programs
SBA 8a Program Woman-Owned Small Business HUBZone Small Business Service-Disabled Veteran Owned PTAC of Delaware

12 Government Procurement Key Players
Contracting Officer (CO) Has the authority to legally bind the Government Enter into, administer, and terminate Contracts Responsible for ensuring performance and compliance Administrative Contracting Officer (ACO) Monitors contractor’s technical, schedule and cost performance Performs formal acceptance of contract’s deliverables Contracting Officer Technical Representative (COTR) Technical Liaison between Government and Contractor Determines whether contract deliverables meet technical and performance specifications PTAC of Delaware

13 Government Procurement Types of Solicitations
12/2/2018 Government Procurement Types of Solicitations Sealed Bid Invitation for Bid (IFB) Preferred method for non-technical products/services Award to lowest bidder who is fully responsive Negotiated Request for Proposal (RFP) Preferred method for technical products/services Negotiations frequently conducted (but not required) FAR Website Part 14 – Sealed Bidding Part 15 – Contracting by Negotiation PTAC of Delaware PTAC of Delaware

14 Government Procurement
Requirements: Registration & Certifications Performance Terms & Conditions Contract Types: Firm Fixed Price: (Contractor Risk) Indefinite Delivery/Indefinite Quantity (IDIQ) Multiple Award Contract (incl. GSA) Task Orders Governmentwide Acquisition Contract (GWAC) Time & Materials (T&M), Labor Hours Cost Reimbursement (Shared Risk) PTAC of Delaware

15 Government Procurement Procurement Timeline
| Weeks-Months------| Days-Weeks |-Days/Weeks-|-Weeks/Months RFP Min. 30days per FAR Sources Synopsis Final Amend Proposal Orals, Award Sought/RFI (FAR SP 5.2) RFP ments Due LTD ?? Written Proposal Final Proposal Draft Proposal (?) Oral Presentation Develop & submit slides Coached Practice X Note: For Task Order RFPs, response time may be as short as 2 days. PTAC of Delaware

16 Government Procurement
Source Selection Process: Evaluation types Technical Response Cost and Pricing Past Performance Small Business Participation Evaluation areas: Proposal instructions Technical/Management evaluation Competitive range Oral Presentation; LTD (Live Test Demo); Site visit Negotiations Debrief Written request within 3 days of notice Debrief within 5 days of receipt of request PTAC of Delaware

17 Government Procurement Government Contracting Speak
FAR, IFB, RFQ, SOLE SOURCE, FULL AND OPEN COMPETITION, SET ASIDE, GWAC, HUBZone, SMALL BUSINESS STATUS, COTR, COST / PRICE PROPOSAL, TECH PROPOSAL, COMPLIANCE, SDVOSB, CPFF, COST AND PRICING DATA, FFP, WAWF, EFT, IDIQ/TO, FFRDC, FOB DESTINATION, INDIRECT COSTS. PTAC of Delaware

18 Responding to a Request for Proposal (RFP)
Understand the RFP PTAC of Delaware

19 Standard Form 1449 (SF-1449) PTAC of Delaware

20 Standard Form 33 (SF 33) PTAC of Delaware

21 RFP Structure Standard Form 33 (SF33) Solicitation, Offer and Award Section A - Supplemental Information Section B - Cost/Price Information Section C - Statement of Work (SOW) Sections D-K - Contractual Matters; Specific Instructions Section L - Instructions, Conditions & Notices to Offerors (a.k.a.:Instructions for Proposal Preparation (IFPP); Proposal Preparation Instructions (PPI); Section M - Evaluation Criteria/Factors for Award PTAC of Delaware

22 Critical RFP Relationships
Section C Statement of Work (SOW) Section L Proposal Preparation Instructions Section M Evaluation Criteria + other sections PTAC of Delaware

23 RFP Standard Form 33 Solicitation, Offer and Award
Solicitation Information Solicitation Number and type Issuing agency, Contracting Officer, Contact info Telephone numbers Solicitation sections Offer submission requirements Offer Information Discounts, Amendments, Offeror signature Award Information (for government use) Becomes part of the contract PTAC of Delaware

24 RFP Section A Information to Offerors
Not always included with RFP Supplemental Information Special Instructions Directs offeror’s attention to particular RFP sections PTAC of Delaware

25 RFP Section B Cost/Price Section
Cost/Price submission forms/formats Proposal pricing direction Government formulas Electronic submission possible FFP & CR differences Must match other sections PTAC of Delaware

26 RFP Section C Statement of Work (SOW)
Describes customer’s Technical & Management Requirements Dictates Deliverables For The Contract Correlate with Sections B, L & M SOW details sometimes in other RFP Section or Attachment PTAC of Delaware

27 RFP Sections D, E, F Section D - Packaging and Marking
For delivered items (products, manuals, S/W, etc.) Section E - Inspection and Acceptance Ground rules for government acceptance and payment of/for products/services Section F - Deliveries or Performance Delivery Point(s) & Modes for Products &/or Services Specifies contract term (Base, Options) May refer elsewhere for details on Technical Data PTAC of Delaware

28 RFP Sections G and H Section G - Contract Administration
Contracting Officer/Authority for Purchase (CO) Contracting Officer Technical Representative (COTR) Invoicing & Payment Instructions; Payment methods Section H - Special Contract Requirements Contract type Wage Determination Rules (DOL), if applicable Key Personnel/Positions; Substitution guidelines Performance requirements, reviews, evaluations Defines Reimbursable Expenses Specifies Insurance Requirements PTAC of Delaware

29 RFP Sections I and J Section I - Contract Clauses
Clauses incorporated by reference to FAR ( ) (Look for DFAR in the solicitation ) May Include Complete Text of FAR Reference: Option to Extend Contract Term Ordering Instructions and/or Limitations Special 8(a) Subcontract Conditions Statement of Equivalent Rates for Federal Hires Section J – List of Attachments Includes Attachments Referred to by Other Sections: Statement of Work (SOW) DOL Wage Determination Tables Past Performance Forms, Questionnaires, Guidelines Resume formats PTAC of Delaware

30 RFP Section K Representations & Certifications
Reps and Certs become part of Contract RFP may refer to ORCA (On-line Reps/Certs) Type of business (corporation, partnership, etc.) SB, SDB, Affirmative Action Compliance Certification TIN, CAGE Code, DUNS Number Clauses Included by Reference Buy American Act Contracts Administrator role Understand completely before signing PTAC of Delaware

31 RFP Section L Instructions, Conditions, and Notices to Offerors
Bid preparation & submission instructions: Describes proposal structure Specifies page limits, volumes, binding, etc. Font size and type; page size Foldouts, graphics, tables, etc. Correlate With Section C (SOW), Section M (Evaluation criteria), & Section B (Price) Resolve RFP inconsistencies early PTAC of Delaware

32 RFP Section M Evaluation Criteria
Describes how offers will be evaluated Provides insight about customer Past Performance is Important Relative importance of proposal parts: Management - Technical – Price: Proposal/Performance Risk Small Business Participation, Resumes add to credibility Oral presentation, LTD, Site visit (if included) PTAC of Delaware

33 RFP Amendments Acknowledge receipt of Amendments
Government defines requirement: Sign a copy and fax or mail it back; Acknowledge on SF33 or SF30 when submitting response; Include signed copies with proposal, or; Acknowledge in cover letter with submission of proposal. Change page management Notification process Impact assessment (bid, response, themes) Cross reference answers to questions Baseline copy PTAC of Delaware

34 Responding to a Request for Proposal (RFP)
Develop the Bid Response PTAC of Delaware

35 Bid Factors for the Contractor
Focus, collaborate RFP section review, compliance, shalls Questions, date extensions Customer deadlines Pre-proposal/bidder conferences Data protection PTAC of Delaware

36 The Bid/Proposal Process
Key responsibilities/ assignment Small/Large organization activities Planning - scope, risk, dependencies Writing & Consolidating materials Reviews and submissions PTAC of Delaware

37 The Bid/Proposal Process
Key responsibilities/ assignment Key responsibilities: Business development Capture Manager Proposal Manager Executive reviewers Volume Managers / aka “Book Boss” Technical, resume, past perf. writers Pricer Proposal administrator/coordinator Contract administrator Graphics developer Document production Small? Large? You? Many? Prime? Sub? PTAC of Delaware

38 The Bid/Proposal Process Key responsibilities/ assignment
PTAC of Delaware

39 The Bid/Proposal Process Planning
Project plan Schedule & milestones Resources Kickoff Meeting Written drafts Reviews WIN themes, Proposal outline, matrices, graphics Production Delivery PTAC of Delaware

40 The Bid/Proposal Process Solicitation To Proposal Planning
PTAC of Delaware

41 The Bid/Proposal Process Writing to WIN
WIN Themes High Level Benefits of Proposal Superior Technical Solution Innovation Best Value No risk Proposal Themes Specific Benefits at the Volume Level Compliance Program Management Relevant Past Performances Controlled Costs PTAC of Delaware

42 The Bid/Proposal Process Writing to Win
The Outline Readability Section Development: Structure Focus Theme integration Reviewer factors: Number & type First read, search PTAC of Delaware

43 The Bid/Proposal Process Writing to WIN Outline Proposal Relationships
Cost/Price Volume Management Volume Technical Volume Executive Summary, Orals, LTD, Site Visit, Past Performance, Resumes PTAC of Delaware

44 The Bid/Proposal Process Writing to WIN
Who is Reading Your Proposal? What do you know about the reader? What is the reader looking for? What role do they play in the organization? What kind of influence do they have? Will one person conduct the evaluation or will it be a group of people? PTAC of Delaware 44

45 The Bid/Proposal Process Writing to Win
Storyboards: Provide general proposal information Title/Volume number Section author Font/Size/Page requirements Identify proposal requirements RFP section number Requirements matrix section number Identify WIN and Proposal theme Provide section summary Illustrate graphics PTAC of Delaware 45

46 The Bid/Proposal Process Technical Volume
Compliance Show understanding of SOW requirements Don’t play back requirement statement Respond to Evaluation Criteria Use Relevant Experience to show how tasks will be performed Discriminators - your solution Weave In WIN and Proposal Themes Optimize format Visuals, page layout PTAC of Delaware

47 The Bid/Proposal Process Management Volume
Compliance Must convince reviewers of: No risk to either proposal or program Processes and Control mechanisms Importance Structure Program Organization Lines of Responsibility Reporting levels Points of Contact PTAC of Delaware

48 The Bid/Proposal Process Management Volume
Past Performance List of all Government contracts (prime and major subcontracts) performed Provide a specific narrative explanation of each contract describing the objectives achieved Small Business Participation Dollar Value and Percentage of Total Contract Value of Subcontracts Planned For Detailed supporting documentation regarding the individual commitments PTAC of Delaware

49 The Bid/Proposal Process Cost Proposal Volume
Separate evaluation Not included in other Volumes or Oral Presentation Must completely sync up with Technical & Management Volumes Format rules Cost may be a tie breaker Access & Data strategy PTAC of Delaware

50 The Bid/Proposal Process Executive Summary
Themes Offer summary Variable Section L requirements Describe what is supported Length PTAC of Delaware

51 The Bid/Proposal Process Color Team Reviews
Integral Part of Proposal Schedule Iteration Control Schedule determines # of Reviews Review Name Review Target -Pink/Blue/Yellow Themes, Outline, Storyboards prior to writing -Green Team -Proposal drafts -Red Team -Final deliverable written, oral -Gold Team -Final proposal book check before proposal is delivered PTAC of Delaware

52 The Bid/Proposal Process Red Team Review
RFP Executive Review Mimics government evaluation Select & schedule participants early PTAC of Delaware

53 The Bid/Proposal Process The Bid/Offer Submission
The Written Proposal Other RFP Requirements SF 33 RFP Section B RFP Section K Past Performance Refs. Organizational Experience Oral presentation slides (when required) Resumes of key personnel (when required) Technical Volume Cover Details, TOC, Index, Tabs ---> ALL + Management Volume Price Volume Executive Summary PTAC of Delaware

54 The Bid/Proposal Process Final Actions & Delivery
Finalize Proposal Prepare cover Letter (signatures), transmittal form, final version, amendment/bind/package compliance. Book check. Delivery Compliance: date/time, delivery, security factors Signed transmittal sheet – receipt of proposal. PTAC of Delaware

55 The Bid/Proposal Process Special Situations
Oral Presentations Highly-structured, challenging event Q&A session requires unique preparation A coach is essential to prepare and practice the team Live Test Demonstration (LTD): Stress test & trial run product Train, prepare, practice technical presentation Site visits Total organization must prepare and practice Logistics must be precisely planned and executed PTAC of Delaware

56 Action Plan – Start Today
Successful companies know how to win. Copy them. You need to: Know the customer and their problems Know the competition Know how the government buys Know your limitations….and fix them --- now Know where your PTAC Office is located PTAC of Delaware

57 Any questions. Want to discuss new ideas
Any questions? Want to discuss new ideas? If so, please don’t hesitate to contact: PTAC of Delaware PTAC of Delaware

58 PTAC of Delaware Procurement Technical Assistance Center
University of Delaware Office of Economic Innovation and Partnerships Small Business & Technology Development Center One Innovation Way, Suite 301 Newark, DE  19711 (302) Phone (302) Fax Juanita Beauford Director (302) Dana Reece, Program Support Specialist II (302) Phone David A. Baldini Procurement Counselor (302) Phone PTAC of Delaware


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