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