sap-presentation-oct-20-10 by fanzhongqing

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									                         Office of Government
                              Contracting
   Understanding Simplified Acquisition
             Procedures &
     Combined Synopsis/Solicitation
                                 Prepared by
                     Ms. Marichu N. Relativo
   Procurement Center Representative (PCR) - Alaska
                        Office of Government Contracting (GC)
     -- advocates on behalf of small business in the federal procurement world.
10/20/2010                             www.sba.gov                                1
                     Key to Success
 Any business, regardless of size, has the potential to
get a contract with the government
 Best chance are any vendors that sells a product or
service & are:

       Responsible
       Competitive
       Patient in dealing with the bureaucratic process
       Committed to use all resources needed to market to
      the Government
       Technologically proficient and adaptable to changes
       Communicate/understand the contracting language
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                           Small Business
                          Programs & Goals
 8(a)/Small Business Development (SDB) – 5%
     Certification requires SBA approval
 HUBZone Small Business – 3%
     Certification requires SBA approval
 Service-Disabled Small Business (SDVOSB) – 3%
     Self-certification in CCR
 Small Women-Owned Small Business (SWOSB) – 5%
     Self-certification in CCR
 Small Business (SB) – 23%
     Self-certification in CCR                 FAR Part 19, Public Laws, Code of Federal
                                                         Regulations (13 CFR)
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              FY2009 Small Business Procurement
                      Scorecard Report




             http://www.acq.osd.mil/osbp/statistics/goals.htm
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                             Purpose of Federal
                           Government-Wide Goals
 To help small and disadvantaged businesses
 Federal contracts is not a guarantee
 Level the playing field for small business
 Agencies must TRY to meet these goals
 Contracts are awarded on price, quality and
  performance
 Contracts are not handouts or giveaways
 SBA Scorecards each agency – Report card
   Agency report cards posted in the SBA website
             http://www.sba.gov/aboutsba/sbaprograms/goals/index.html
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                         Acquisition Regulations
 Federal Acquisition              Regulation (FAR)
     Department of Defense (DFARS)
             Department of the Army (AFARS)
             U.S. Army Corps of Engineers (EFARS)
             Department of the Air Force (AAFARS)
     Department of the Interior (DIARS)
             National Park Service (NPS)
             Bureau of Land Management (BLM)
             Fish & Wildlife Services (FWS)

                 Websites: www.arnet.gov/far or http://farsite.hill.af.mil/
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                       Order of Preference
  Parity among the following:
        8(a) BD
        HUBZone
        SDVOSB
  WOSB – Preference status – effective February 5, 2011
       Underrepresented NAICS codes set aside to WOSB/EDWOSB
  General Rule: “Once 8(a) – Stays 8(a)”
        Per FAR 19.8/13CFR 124
        Exception: New requirement or requirement increased by 25%
        Construction requirement – considered new requirement
        Same applies to the other Small Business Programs
  Geographic Restriction on set aside:
       None
       Exception: Alaska ANC/8(a) firms


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                     Acquisition Methods
   Simplified        Commercial Buy             Sealed Bidding         Negotiated
   Acquisition     (Combined Synopsis/            Acquisition          Acquisition
   Request For         Solicitation)           Invitation For Bid     Request For
 Quotation (RFQ)                                      (IFB)          Proposal (RFP)
-Under $100K       -Under $5.5M            - Above $100K            -Above $100K
-Informal $150K    -Informal $6.5M         -Formal $150K            -Formal $150K
-Simplified        -Formal                 -Seal Bid                -Negotiated
(SAP)              -Supplies               -Price Only              -Best Value
-Supplies          -Services               -Supplies                -Supplies
-Services          -FAR 12                 -Services                -Services
-Construction      -FAR 14                 -Construction            -Construction
-FAR 13            -FAR 15                 -FAR 14                  -FAR 15
-SF 18, 1449 or    -SF 1449                -SF 33, 1442             -SF 33, 1442
DD 2555
   10/20/2010                    www.sba.gov                                   9
                   Simplified vs. Commercial
                           Acquisition
    Simplified Acquisition Procurement (SAP)
             Under $100,000       $150K
             Supplies, Services, Construction procurement
             Reserved for small business

    Commercial Acquisition
             Up to $5.5 Million    $6.5M
             Supplies & services only
             Can be formal or informal acquisition

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                      Types of Commercial
                          Acquisition
One-time requirements
   Gym equipment, purchase/install carpets, cameras, etc.
On-going requirements
   Janitorial, grounds maintenance, laundry service, etc.
Follow-on requirements
   IT upgrades/training
Exceptions
   Non GSA or FSS procurement
   Utilizing existing regional/agency requirements
    contracts (AFWay, MATOC, ERS)
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                    MICRO PURCHASE

     Micro Purchase – Credit Card
        One-time purchase
        Supplies: $3,000 or below
        Services: $2,500 or below
        Construction: $2,000 or below
        Unrestricted (full/open)
        Informal (end-user allowed to use)
        Penalty for splitting requirements to
         keep under the threshold amount
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                    Publicizing Actions
                 Government Point of Entry (GPE)
 Below $10,000 – Not required
 $10,000 – $25,000
   Display in public place or electronic means
 Above $25,000 – GPE Required
    Federal Business Opportunities website (FBO)
    EBuy website for GSA requirements only
    Recovery Act (ARRA) funded requirements
 Exceptions
    8(a) Sole Source requirements
                                         FAR PARTS 5 & 8
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                          Publicizing Actions
                      Government Point of Entry (GPE)



       Transfer Data Back/Forth                 Dept of Interior GPE
                                                NPS, BLM, FWS, BIA,
                                                MMS, BR, NBC, etc…




     Transfer Data Back/Forth



                                                           Stand alone GPE

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                           Federal Business
                          Opportunities (FBO)




  Government Point of Entry or GPE (+$25,000) = See FAR Part 5
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                       ARMY ‘s
                        GPE

        AFSI Website: https://acquisition.army.mil/asfi/
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              Dept of
             Interior’s
                GPE




             DOI Website: http://ideasec.nbc.gov
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             Current Requirements in Guam
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                 Sample Notification from FBO
Title:                Polar Bear Telemetry Tags        Watch video in
Sol. #:               70181AQ017                          FBO for
Agency:               Department of the Interior     instructions to set
Office:              Fish and Wildlife Service         up automatic
Location:             CGS-WO                            notification
Posted On:            Nov 13, 2009 3:01 pm
Base Type:            Combined Synopsis/Solicitation
Link:         https://www.fbo.gov/spg/DOI/FWS/CGSWO/70181AQ017/listing.html

Title:                RECOVERY 3 Lakes Bridge Replacement
Sol. #:              AG-0489-S-10-0057
Agency:               Department of Agriculture
Office:              Forest Service
Location:             EROC Northwest
Posted On:           Nov 13, 2009 2:44 pm
Base Type:           Presolicitation
Link:         https://www.fbo.gov/notices/1242321ba7d2eded9c2f97c0140f069c
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                     Type of Notices in FBO
Pre-solicitation Advance Notice that a solicitation is forthcoming. This is posted
Notice           15 days prior to the solicitation being available. Used in formal
                 acquisition (RFP & IFB)
Solicitation     Changes to the Pre-solicitation notice or Solicitation (due date,
                 specifications, etc)
Combined         Informal/formal solicitation used for commercial items/buys.
Synopsis/        Complete scope of work/specification provided in the
Solicitation     announcement. Solicitation copy is provided. Evaluation - price
                 alone and/or other factors. Response time: 10–30 days.
Sources Sought Gathering information/Market Research. No solicitation
               available. Agency will make a determination on procurement
               based of information received (i.e., set aside for HUBZone,
               SDVOSB, 8(a), or full/open). Request information (statement of
               qualification) or list of questions. The response time is between
               10 – 45 days.
   10/20/2010                        www.sba.gov                              20
                 Type of Notices in FBO Con’t
Special Notice   Used for Information Purpose Only, Sources Sought, Notice of
                 a sole source procurement, and Recovery Act procurement.
                 Provide information of a vendor fair/industry day; upcoming
                 specific event, pending new requirements/changes.
Award            Notice of award and information pertaining to the award above
                 $3.5 million (with exceptions at 5.303(a)). Only formal
                 solicitation the award notice is posted. There is no requirement
                 to post or notify firms/vendors of informal solicitation. All
                 Recovery Act Funded projects will be posted for subcontracting
                 opportunities.
Cancellation     Announcement/solicitation has been canceled
Modification/    Changes to the Pre-solicitation notice or Solicitation (due date,
Amendment        specifications, etc)


   10/20/2010                      www.sba.gov                              21
                   Federal Supply Codes (FSC)
10 -- Weapons                                       26 -- Tires and tubes
11 -- Nuclear ordnance                              28 -- Engines, turbines & components
12 -- Fire control equipment                        29 -- Engine accessories
13 -- Ammunition & explosives                       30 -- Mechanical power transmission
14 -- Guided missiles                                     equipment
15 -- Aircraft & airframe structural                31 -- Bearings
     components                                     32 -- Woodworking machinery and equipment
16 -- Aircraft components & accessories             34 -- Metalworking machinery
17 -- Aircraft launching, landing & ground          35 -- Service and trade equipment
     handling equipment                             36 -- Special industry machinery
18 -- Space vehicles                                37 -- Agricultural machinery & equipment
19 -- Ships, small craft, pontoons & floating       38 -- Construction, mining, excavating &
     docks                                                highway maintenance equipment
20 -- Ship and marine equipment                     39 -- Materials handling equipment
22 -- Railway equipment                             40 -- Rope, cable, chain & fittings
23 -- Ground effects vehicles, motor vehicles,      41 -- Refrigeration, air-conditioning & air
     trailers & cycles                                    circulating equipment
24 -- Tractors                                      42 -- Fire fighting, rescue & safety equipment
25 -- Vehicular equipment components
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                   Federal Supply Codes (FSC)
43 -- Pumps & compressors                          59 -- Electrical and electronic equipment
44 -- Furnace, steam plant & drying                    components
    equipment; & nuclear reactors                  60 -- Fiber optics materials, components,
45 -- Plumbing, heating, & sanitation                  assemblies & accessories
    equipment                                      61 -- Electric wire & power & distribution
46 -- Water purification & sewage treatment            equipment
    equipment                                      62 -- Lighting fixtures & lamps
47 -- Pipe, tubing, hose & fittings                63 -- Alarm, signal & security detection
48 -- Valves                                           equipment
49 -- Maintenance & repair shop equipment          65 -- Medical, dental & veterinary equipment
                                                       & supplies
Hand tools
                                                   66 -- Instruments & laboratory equipment
52 -- Measuring tools
                                                   67 -- Photographic equipment
53 -- Hardware & abrasives
                                                   68 -- Chemicals & chemical products
54 -- Prefabricated structures and scaffolding
                                                   69 -- Training aids & devices
55 -- Lumber, millwork, plywood & veneer
                                                   70 -- General purpose information technology
56 -- Construction & building materials
                                                       equipment
58 -- Communication, detection, & coherent
                                                   71 -- Furniture
    radiation equipment
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                  Federal Supply Codes (FSC)
72 -- Household & commercial furnishings &       83 -- Textiles, leather, furs, apparel & shoe
    appliances                                       findings, tents & flags
73 -- Food preparation and serving equipment     84 -- Clothing, individual equipment &
74 -- Office machines, text processing systems       insignia
    & visible record equipment                   85 -- Toiletries
75 -- Office supplies and devices                87 -- Agricultural supplies
76 -- Books, maps & other publications           88 -- Live animals
77 -- Musical instruments, phonographs &         89 -- Subsistence
    home-type radios                             91 -- Fuels, lubricants, oils & waxes
78 -- Recreational & athletic equipment          93 -- Nonmetallic fabricated materials
79 -- Cleaning equipment and supplies            94 -- Nonmetallic crude materials
80 -- Brushes, paints, sealers & adhesives       95 -- Metal bars, sheets & shapes
81 -- Containers, packaging, & packing           96 -- Ores, minerals & their primary products
    supplies                                     99 -- Miscellaneous




10/20/2010    Access the complete list: http://www.dlis.dla.mil/H2/default.asp
                                        www.sba.gov                                          24
              Classification Codes
             Services & Construction




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               ARMY ANNOUNCEMENT IN FBO




             When you click this, it will take
             you to the Agency’s website




                           Announcement Breakdown
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List of
additional
documents
for this
requirement




              NOTE: AFS utilized by the Dept of Defense
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                                   List of additional
                                  documents for this
                                     requirement




    NOTE: NBC is utilized by the Dept of Interior (NPS, BLM, FS, BR)
            http://ideasec.nbc.gov/j2ee/opportunities.jsp
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                                   List of additional
                                  documents for this
                                     requirement




    NOTE: NBC is utilized by the Dept of Interior (NPS, BLM, FS, BR)
            http://ideasec.nbc.gov/j2ee/opportunities.jsp
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      For
   Simplified
 Acquisition and
  Commercial
Form can be used as:

    Solicitation
    Quote Sheet
    Award
    Receiving Report


    10/20/2010          www.sba.gov   30
             Main Commercial Clauses &
                    Provisions
    52.212-1 -- Instructions to Offerors -- Commercial Items.
                  (removed after award)
    52.212-2 -- Evaluation -- Commercial Items
                  (removed after award)
    52.212-3 -- Offeror Representations and Certifications --
                  Commercial Items (filed)
    52.212-4 -- Contract Terms and Conditions -- Commercial
                  Items (part of the award)
    52.212-5 -- Contract Terms and Conditions Required to
                  Implement Statutes or Executive Orders --
                  Commercial Items (part of the award)
                  Website: http://farsite.hill.af.mil
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                    52.212-1 -- INSTRUCTIONS TO
                              OFFERORS
   NAICS Code & Small Business Size Qualification
   Submission of Offers (include in the offer, proposal, quote)
   Period of acceptance of offers - “Prices is good for 30 days”
   Product Samples (i.e., video/movie, design/artwork, etc)
   Multiple offers (allowed - will be evaluated separately)
   Late Submission, modification, revisions/withdrawal of offers
        Late is Late – consider the contracting office physical location/time zone
        Calendar days used in the bidding period
        Acknowledge all amendments/revision of the solicitation
        Electronic commerce may/may not be authorized



10/20/2010                            www.sba.gov                                32
                  52.212-1 -- INSTRUCTIONS TO
                        OFFERORS (cont)
 Contract Awards
 Multiple Awards
 DUNS/CCR requirement
 Debriefing
   Strengths/weakness of the proposal
   Understand the process
   Improve future proposal/acquisitions
   The Govt followed the solicitation requirement/evaluation
    factors
   Determine if a protest is valid to pursue
         Pick your battles
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                  52.212-2 -- Evaluation

Evaluation Factors Identified
Relative Order of Importance of the Evaluation
 factors, such as in Descending Order of
 Importance:
      Technical Capability
      Price
      Experience (What you did)
      Past Performance (How well you did)
      Small Disadvantaged Business Participation
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                 Examples of Evaluation
                    Criteria/Factors
1) Low Price
2) Other Factors to Considered (agency should identify these
   factors)
    a) Delivery/Discounts
    b) ORCA – Online Representations & Certifications
       Application
    c) Technical – “Ability and understanding of requirements”
    d) Experience – “What you did”
    e) Past Performance – “How well you did”
    f) Key Personnel – Project Managers, Safety Officer, QC



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                ACTUAL EVALUATION FACTORS
“Award will be made to the offeror whose offer conforming to the solicitation is
determined to be most advantageous to the Government, price and other factors
                                 considered.”

“Award will be made           “52.212-02, Evaluation-Commercial Items.
to the responsible            The specific criteria to be used for evaluation,
offeror whose                 listed in declining importance, shall be as
quote/offer represents        follows:
                              1) Ability to meet salient characteristics
the best value in terms
                              2) Best value to the Government
of technical
                              3) Any warranties and price discounts
(capability of item(s)        4) Price
offered to meet the           All other evaluation factors other than price,
government need),             when combined, are significantly less
and price.”                   important than price.”
 10/20/2010                         www.sba.gov                              36
                  Brand Name or Equal
                        Product
         “The following provisions apply to this acquisition:
          52.211-6 Brand Name or Equal; FAR 52.212-1 is
         supplemented per following addenda: "Contractor
           shall submit their quote on company letterhead,
       delivery time, name, address, and telephone number of
        the offeror, terms of any express warranty, unit price,
                        and overall total price;”


       If providing “an equal” product – ensure to include product
   information (specifications, product literature) & state in your quote
                 that you are providing “an equal product”
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                    52-212-3 – Offeror
             Representation and Certifications

Require with quote/proposal
Require to complete on-line registration
On Line Representations and Certifications
 Application (ORCA)
      https://orca.bpn.gov/
      https://www.bpn.gov/ccr/default.aspx
      Not part of the final award document


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                          52.212-4 – Contract Terms &
                                   Conditions
   Inspection/Acceptance                             Risk of Loss
   Assignment (of claims)                            Taxes
   Changes (terms/conditions)                        Termination for the Govt
                                                       Convenience
   Definitions
                                                      Termination for Cause
   Excusable Delays                                  Title
   Invoices Instruction                              Warranty
       Wide Area Work Flow (WAWF)                    Limitation of Liability
       WAWF – used by Dept of Defense
                                                      Other Compliances
 Patent Indemnity
                                                      Compliance with laws unique to Govt
 Payment                                              contracts
         Items accepted (receiving report)
                                                      Order of Precedence
         Prompt payment Act (Interest)
                                                      Central Contractor Registrations
         Supplies/Services – 30 days
                                                       (CCR)
         Construction – 14 days
                                                      Alternate (instructions)
         Can request payment within 7 days


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                  52.212-5—Contract Terms &
                Conditions to Implement Status or
                        Executive Orders
 52.233-3 – Protest After Award
 Contracting Officer shall check the clauses as appropriate
      52.203-15 -Whistleblower Protection under the American
       Recovery & Reinvestment Act (ARRA)
      52.219-4 - HUBZone Set Aside
      52.219-6 - Notice of Total Small Business Set Aside
      52.219-14 - Limitations on Subcontracting
      52.219-27- Total Service Disabled Veteran Owned Set Aside
      52.225-1 - Buy American Act – Supplies
      52.222-41 - Service Contract Act (SCA) – for service
       requirements
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                   Self – Perform Rule
      Small Business (including 8(a) ANC) firms as
       Prime contractors must self perform a percentage
       of work
      Percentage is based on labor only
      52.219-14—Limitations on Subcontracting (Self-
       Perform by Prime)
        Supplies – 50%
        Services – 50%
        Construction – 15%
        Construction Special Trade - 25%
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                      Dept of Labor - Wage Rates




             Service Contract Act (SCA) – Applies to services above $2,500

             Davis Bacon Act (DB) – Applies to construction above $2,000

             Website: http://www.wdol.gov/
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                            Contract Award
     Are you Responsive?
      The solicitation requirements
     Are you Responsible?
       Pre-Award Survey: Technical capability
                 & production capability
                Quality Assurance (QA)
                Financial: accounts receivable, net worth, cash flow
                Accounting System
                System for Qualifying Suppliers
                Packaging, Marking, Shipping

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                 Contract Performance
    Read & understand the contract
    Communicate with all players
    Contingency Plans
    Anticipating potential problems
    On-Time delivery/performance
    Establish a good track (written) record
         For Past Performance evaluation
    The Contracting Officer is the only person with the
 authority to act as agent of the Government (FAR 1.602-1)


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                        Getting Paid
    Know the paperwork process
    Keep good records
    Know your options
      Progress payments
      Prompt Payment Act
    EFT (electronic funds transfer)
    Accept government credit cards
    Dept of Defense Agencies -- Wide Area Workflow-Receipt
     & Acceptance (WAWF-RA)
     https://wawf.eb.mil
     http://www.wawftraining.com
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                     Helpful Tips
The Contracting Officer- only authoritized person to
bind the Government (FAR 1.602-1)
Obtain clarification in writing regarding solicitation
   Email subject line: reference solicitation
   number/project title
   Include alternate point of contact
After award, information is public knowledge
   Agency allowed to release the vendor name/price
   Inquiry “or equal” product if it did not meet specs
   FOIA – Freedom Of Information Act (formal
   request )
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             Lost in Translation




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                      Questions?
                    Ms. Marichu Relativo
                      Tel: 907-271-2297
                     Fax: 907-271-2262
              Email: marichu.relativo@sba.gov

    http://www.sba.gov/aboutsba/sbaprograms/gcbd/index.html
                   http://www.sba.gov/

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