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									Space and Naval Warfare Systems
Center Atlantic
Acquisition Process
C5ISR Conference – Small
Business Track
Donna Murphy
2.0 Contracts Department
    Overview of the Acquisition Process

▼ 5 Primary Phases
   Planning
   Solicitation
   Evaluation
   Award
   Post Award
              Planning Phase

     START                                               Other than        Yes
                      Acquisition   Contract Planning                             Justification &
                                                          Full and
                       Planning       Conference                                  Approval (J&A)

     Define                                                        No
                       AS / AP      - Contract Types
                                                         Procurement             Sections B-M
                      Guidance      - CPC Baseline       Request (PR)
Contract Initiation
   Request /                        - Small Business
   Approval                           Requirements /
                                      DD 2579                                     SOW/PWS

Market Research
                                                          Request for               CDRLs
                                                         Proposal (RFP)
                                                                                    DD 254
                                                        Source Selection
                                                        Plan Development
         Solicitation Phase


  Finalize       Issue RFP    Amendments                  Issue RFP
    RFP              via       Needed?                   Amendments


                               Receipt of

                                                        Receive Hard
                               Download                     Copy
                               Proposals                 Proposals
                                                       (As Applicable)
         Evaluation Phase

    Review                                              Receive
  Proposals                     Yes    Establish          Final
for Compliance                        Competitive      Proposal
                 Discussions?                       Revisions (FPRs)

 Evaluation                                            Evaluate
 Board (TEB)             No             Conduct         FPRs
   Kick-Off                           Discussions


    Award Phase

    Public            Contract
Announcement?                        Contract
                       Award        Distribution


   Defense              Notice to
    Link             Unsuccessful
    News                Offerors/
     Post-Award Phase

              Yes                                Yes
  Is there           Manage                               Issue
 a Protest?          Protest           IDIQ                Task
                                     Contract?            Orders

Post Award             Contract                          Perform
Conference          Administration                       CPARS
                      Functions                        Evaluation(s)

                                                         Close Out
      E-Commerce Tool
     E-Commerce Tool (Cont’d)

▼ Vendors User Guide
   Located on the left-hand side of the e-Commerce Central website
   Provides detailed information on system operation, user
    registration, etc.
   Highly recommend that you become familiar with the e-Commerce
    tool prior to responding to a SPAWAR requirement
     Market Surveys

▼ Federal Acquisition Regulation (FAR) Part 10
   Prescribes policies and procedures for conducting market
   Market Research is required before soliciting offers for
    procurements above the simplified acquisition threshold (currently
   Market Research results are used to:
    − Determine if sources capable of satisfying the agency’s needs
    − Determine if commercial items are available to suit the
       agency’s needs
     Market Surveys (Cont’d)

▼ Defense Federal Acquisition Regulation Supplement
  (DFARS) Part 210 Further Advises That Results Should Be
  Used To Determine If The Criteria In FAR Part 19 (Small
  Business Programs) Are Met
   Should the acquisition be set-aside for small business
    participation (i.e., is there reasonable expectation that at least 2
    responsible small businesses within the assigned NAICS Code
    would submit offers with award at a fair and reasonable price)?
   Within the small business arena, do any of the preference
    programs apply (e.g., 8(a), HUBZone, SDVOSB, etc.)?
      Market Surveys (Cont’d)

▼ Extent of Market Research Varies Based On Factors Such
     Urgency
     Estimated dollar value
     Complexity
     Past Experience
▼ Market Research Techniques Include:
     Individual knowledge of market capabilities to meet requirements
     Publishing formal requests for information
     Querying available government databases
     Reviewing source lists for similar items
     Reviewing catalogs
     Conducting interchange meetings, presolicitation conferences,
     Market Surveys (Cont’d)

▼ Market Research Results Should Be Documented In A
  Manner Appropriate To The Size And Complexity Of The
▼ Who Performs Market Research?
   Acquisition Team:
    − Contract Specialist
    − Contracting Officer
    − Technical/Requirements Personnel
     Market Surveys (Cont’d)

▼ Are There Specific Policies/Procedures Applicable To
  SPAWARSYSCEN Atlantic Procurements?
   Market Research is not required for Simplified Acquisition
    procurements; however, basic market research should be
    conducted to determine if commercial items are available to
    satisfy the requirement
   Formal Market Research Involves:
    − Posting a market survey/sources sought notice in Federal
       Business Opportunities (via e-Commerce)
    − Analyzing the market survey results to determine the
       appropriate acquisition strategy (e.g., full and open
       competition, small business set-aside, 8(a) set-aside, etc.)
    − Notification to respondents of market survey analysis results
       (new process)
     Market Surveys (Cont’d)

▼ What Is Included In The Market Survey/Sources Sought
   General description of the planned requirement
    − Supplies – List of equipment required and/or specifications
    − Services – List the various task areas of support services
       required, along with estimated percentage of each in terms of
       total effort
    − Applicable NAICS Code and Size Standard
    − General planned contract information (type, est $, etc)
   Interested parties are requested to indicate the percentage of
    work their specific company can perform as it relates to the
    individual task areas identified (only include information for your
     Market Surveys (Cont’d)

▼ What Is Included In The Market Survey/Sources Sought
  Announcement? (Cont’d)
   Interested parties are requested to submit documentation to
    substantiate that they possess the requisite capabilities to perform
    the applicable task area(s). Examples include:
    − General information about your firm (name, address, etc.)
    − Business size, annual revenue (past 3 years), etc.
    − Number of years in business
    − Points of contact
    − Affiliate information
     Market Surveys (Cont’d)

▼ What Is Included In The Market Survey/Sources Sought
  Announcement? (Cont’d)
     − List of customers with which you have performed similar work
       within the past 5 years (including a summary of the work,
       contract type, dollar value, relationship of work to the stated
       capability percentages, customer point of contact)
     − Information related to whether you have an approved
       accounting system or not (FAR 16.301-3 – cost reimbursement
       contract may be used only when the contractor’s accounting
       system is considered adequate for determining costs
       applicable to the contract)
     − Any other information pertinent for establishing capabilities
     Market Surveys (Cont’d)

▼ Are There Guidelines For Determining Business Size?
   FAR Subpart 19.102 – Size Standards
    − Small Business size standards are applied by
       − Classifying the product or service being acquired in the industry
         according to the applicable North American Industry Classification
         System (NAICS) Manual (available via the Internet at
       − Identifying the size standard SBA established for that industry
       − Specifying the NAICS Code and Size Standard in the solicitation
         so that offerors can represent themselves as either a Large or
         Small Business
       − A procurement is classified in only one industry. If the requirement
         contains items/tasks covering multiple industries, the size standard
         accounting for the largest percentage of the contract price will be
     Market Surveys (Cont’d)

▼ FAR Clause 52.219-14 “Limitations on Subcontracting”
   By submission of an offer, the offeror agrees that in performance
    of the contract:
    − Service Contracts - At least 50 percent of the cost of contract
       performance incurred for personnel shall be expended for
       employees of the concern
    − Supply Contracts (except non-manufacturer) - The concern
       shall perform work for at least 50 percent of the cost of
       manufacturing the supplies, not including the cost of materials
     Market Surveys (Cont’d)

▼ How is the Acquisition Strategy Determination
   DD Form 2579 (Small Business Coordination Record)
   Market research analysis results attached
▼ Who Approves The Acquisition Strategy Determination?
   Concurrence by the Contracting Officer and Small &
    Disadvantaged Business Utilization Specialist (SADBUS)
   Review by the cognizant Small Business Administration
     Small Business Subcontracting Plans

▼ FAR Subpart 19.7 – The Small Business Subcontracting
  Plan Program
   Acquisitions expected to exceed $550K and that have
    subcontracting possibilities require the apparent successful offeror
    to submit a subcontracting plan
   Subcontracting Plans are not required:
    − From Small Businesses
    − For contracts/contract modifications that involve performance
       entirely outside the US and its outlying areas
     Small Business Subcontracting Plans (Cont’d)

▼ FAR Subpart 19.704 – Subcontracting Plan Requirements
   Separate goals for small business, veteran-owned small business,
    service-disabled veteran-owned small business, HUBZone small
    business, small disadvantaged business, and women-owned
    small business
   Total dollars planned to be subcontracted, with further division to
    categories identified above
   Description of the principal types of supplies and services planned
    to be subcontracted
   Description of method used to develop subcontracting goals
   Description of method used to identify potential sources
   Statement regarding whether indirect rates were included in
    establishing the goals
     Small Business Subcontracting Plans (Cont’d)

▼ FAR Subpart 19.704 – Subcontracting Plan Requirements
   Point of contact for plan administration
   Description of efforts the offeror will make to ensure the various
    small businesses have an equitable opportunity to compete for
   Assurances that the offeror will comply with flow-down clause
   Assurances that the offeror will comply with applicable reporting
   Description of records that will document plan compliance
     Small Business Subcontracting Plans (Cont’d)

▼ FAR Subpart 19.705-4 – Reviewing the Subcontracting
   Contracting Officer must review for adequacy as it applies to the
    particular acquisition
    − Comparison to previous acquisitions for same/similar work
    − Comparison to offeror’s historical achievements for
       same/similar work
   Goals should be set at a level that the parties can reasonably
    expect can result from the offeror’s good faith efforts to use the
    various small businesses to the maximum extent practicable
   Involve the cognizant Defense Contract Administration Agency
    (DCMA) in reviewing offeror’s past performance related to
    subcontracting efforts/achievements
   Obtain advice and assistance from the cognizant Small Business
    Specialist and SBA Procurement Center Representative (PCR)
      Small Business Subcontracting Plans (Cont’d)

▼ Failure to negotiate an acceptable Subcontracting Plan will
  cause the offeror to be ineligible for contract award
▼ The approved Subcontracting Plan is incorporated into the
    Copies of the contract award are distributed to the cognizant:
     − SBA Office
     − SBA PCR
     − DCMA
     Small Business Subcontracting Plans (Cont’d)

▼ What Happens After Contract Award?
   DCMA responsible for monitoring, evaluating, and documenting
    contractor performance in accordance with FAR Clause 52.219-9
    (Small Business Subcontracting Plan) and FAR Clause 52.219-16
    (Liquidated Damages)
   DCMA is to notify the contracting officer if, during contract
    performance, the contractor is failing to comply in good faith with
    the subcontracting plan
   DCMA provides final report at time of contract completion
    regarding contractor’s overall compliance with the subcontracting
     Small Business Subcontracting Plans (Cont’d)

▼ How Is “Failure to Make Good Faith Effort” Defined?
   Contractor’s willful or intentional failure to perform in accordance
    with the subcontracting plan
▼ What Are Liquidated Damages?
   If the contractor has failed to demonstrate good faith efforts in
    complying with the plan, liquidated damages will be assessed
   The amount of probable damages is equal to the actual dollar
    amount by which the contractor failed to achieve the
    subcontracting goal
    Proposal Evaluation

▼ Competitive Procurements Over $1M:
   Mandatory Factors
    − Corporate Experience
    − Past Performance
    − SB & SDB Participation (non-set asides)
    − Business Proposal Factors
   Optional Technical Factors
    − Personnel Qualifications
    − Technical Approach/Management Plan
    − Facility Information
    − Sample Tasks
    − Oral Interview
     Proposal Evaluation (Cont’d)

▼ Corporate Experience Data:
   Corporate Experience data is to be submitted from the prime
    offeror and any proposed significant subcontractors for current
    contracts involving efforts similar and relevant to the requirements
    of the Request for Proposal
▼ Elements
   Currency
   Relevancy
▼ Method
   Prime and Significant Subcontractors Only
   Number of References
   Reference Information Sheet
     Proposal Evaluation (Cont’d)

▼ Currency:
   Defined in Section L of the solicitation
   Sample definition:
    − Current contracts are considered to include work performed
      within the last five (5) years.
▼ Relevancy:
   Defined in Section L of the solicitation
   Sample definition:
    − Relevant is defined as a contract equal to or exceeding
      $5,000,000 (prime contractor) for efforts similar in scope to the
      requirements of this Request for Proposal.
     Proposal Evaluation (Cont’d)

▼ Significant Subcontractor:
   Defined in Section L of the solicitation
   Sample definition:
    − A significant subcontractor is defined as a subcontractor (or
      teaming partner) that will be performing at least twenty percent
      (20%) of the total proposed labor hours.
     Proposal Evaluation (Cont’d)

▼ Number of References:
   Defined in Section L of the solicitation
   Sample definition:
    − This data shall be submitted for no more than three (3) of your
      most current and relevant contracts. This number applies to
      each team member, i.e., the prime contractor may submit data
      for no more than three (3) current and relevant contracts, and
      each significant subcontractor (or teaming partner) may submit
      data for no more than three (3) current and relevant contracts.
      If you do not have three (3) relevant Federal Government
      contracts, then provide data on state and local government or
      commercial contracts, in that order, to complete this report.
     Proposal Evaluation (Cont’d)

▼ Reference Information Sheet:
   Provided as an Attachment to the RFP.
   Provides format for submission of Corporate Experience data.
   Includes “Experience Matrix” which contains those key PWS/SOW
    elements for which specific Corporate Experience information
    must be provided, along with the level of the offeror’s experience
    (i.e., prime or subcontractor).
     Proposal Evaluation (Cont’d)

▼ How is Corporate Experience Evaluated?
   Evaluated to determine similarity to nature, scope, complexity,
    and difficulty to that which must be performed under the
    prospective contract contemplated by the solicitation. The more
    similar and relevant the work performed for the reference is to the
    contemplated work, the more valuable the experience is to the
   The objective of the evaluation is to (1) determine the degree to
    which the offeror has previously encountered the kinds of work,
    uncertainties, challenges, and risks that it is likely to encounter
    under the prospective contract; and (2) develop insight into the
    offeror’s relative capability and the relative risk associated with
    contracting with the offeror.
     Proposal Evaluation (Cont’d)

▼ How is Corporate Experience Evaluated? (Cont’d)
   Only those Contract References provided by the Prime and
    Significant Subcontractors will be evaluated. If reference
    information is provided by a subcontractor that does not meet the
    RFP’s definition of a “significant subcontractor”, that reference
    data will not be evaluated.
   Corporate Experience reference data is limited to companies that
    are expected to perform the planned effort (i.e., included in the
    technical and cost/price proposal data submission, with assigned
    labor category hours and teaming arrangements). Reference
    data for any company, division, subsidiary, etc., that is not
    included in the technical and cost/price proposal for the planned
    effort will be not considered.
     Proposal Evaluation (Cont’d)

▼ How is Corporate Experience Evaluated? (Cont’d)
   Only those Contract References that are determined “relevant and
    current” will be evaluated. It is imperative that the offeror describe
    how the contract is relevant to the specific task elements
    contemplated on the proposed contract. If the Government is
    unable to determine the relevancy of the contract reference, that
    reference data will not be evaluated.
     Proposal Evaluation (Cont’d)

▼ Past Performance Data
   Past performance information is to be provided for each of the
    contract references provided under the Corporate Experience
   Offerors that have no record of past performance (i.e., new
    businesses) must submit a signed and dated statement to that
▼ Method
   Past Performance Questionnaire
   Contractor Performance Assessment Reporting System
   Past Performance Information Retrieval System (PPIRS)
     Proposal Evaluation (Cont’d)

▼ Past Performance Questionnaire:
   Provided as an Attachment to the RFP.
   Provides format for submission of Past Performance data.
   Standard set of questions that address elements such as Quality,
    Schedule, Cost Control, Business Relationships, and Key
   Offerors forward the Questionnaires to the appropriate Agency
    POC’s for the contracts cited on the Reference Information
   Agency POC’s evaluate the offeror’s contract performance for the
    various elements in accordance with the established rating
   Upon completion of the evaluation, Agency POC forwards the
    Questionnaire to the RFP’s designated Contract Negotiator.
     Proposal Evaluation (Cont’d)

   If the Offeror’s Past Performance information is located in the
    (CPARS) or the Past Performance Information Retrieval System
    (PPIRS) (as indicated on the Reference Information Sheet), then
    it is not necessary for a Past Performance Questionnaire to be
▼ How is Past Performance Evaluated?
   The Government will assess each offeror’s and proposed
    significant subcontractor’s past performance. The assessment
    will be an unbiased, judgment about the quality of an offeror’s
    past performance.
   Past performance is a measure of the degree to which an offeror
    satisfied its customers in the past and complied with the
    statement of work, contract schedule and contract terms and
    conditions. Past performance is also a measure of the risk of
    performance associated with the offeror.
     Proposal Evaluation (Cont’d)

▼ How is Past Performance Evaluated? (Cont’d)
   Evaluated for those Contract References cited under the
    Corporate Experience factor (i.e., Reference Information Sheet).
   Any Past Performance data received on a Contract Reference
    that has been determined “non-relevant” and/or “non-current” will
    receive a mid-point rating (i.e., “neutral” - evaluated neither
    favorably nor unfavorably).
   For offeror(s) that have submitted a certification statement that
    they are a “new business” and the Government has no
    information available regarding the offeror’s past performance,
    that offeror will receive a mid-point rating (i.e., “neutral” -
    evaluated neither favorably nor unfavorably).
     Proposal Evaluation (Cont’d)

▼ How is Past Performance Evaluated? (Cont’d)
   The overall score will be based on the average of contract
    responses received (or CPARS/PPIRS information available).
    The overall score will be normalized based upon the level of
    participation of the various team members.
▼ SB & SDB Participation Data: (Applies to full & open
   Offerors are to provide information related to the extent of
    participation with small and small disadvantaged businesses in
    performance of this contract.
   Offerors (large and small businesses) shall provide information
    concerning subcontracting, teaming or joint venture
     Proposal Evaluation (Cont’d)

▼ SB & SDB Participation Data: (Cont’d)
   Method
    − Small Business Participation Data Form. Provided as an
      Attachment to the RFP.
▼ How is SB & SDB Participation Evaluated?
   Offerors will be evaluated on the extent to which they identify and
    commit to small business and small disadvantaged business
    participation in the contract. This evaluation applies to large
    business proposals and small business proposals. The Small
    Business and Small Disadvantaged Business Offeror’s own effort
    will be considered in the evaluation of this factor. Large business
    participation whether as a prime contractor or a subcontractor will
    not be credited for Small Business Participation
     Tips For A Successful Proposal

▼ Technical proposal does not simply reiterate the PWS
  requirements. Instead, information cites specific examples
  of work performed and how it meets and/or exceeds the
  current requirements
   What sets your company and/or proposed team apart from the
   Remember – Demonstrating capabilities that “meet” the
    requirements is typically evaluated as a “satisfactory” or
    “acceptable” response. Demonstrating relevant capabilities
    beyond that set forth in the RFP is typically evaluated as “very
    good” or “exceptional”
▼ Continue to check e-Commerce for the latest information
      Tips For A Successful Proposal (Cont’d)

▼ Don’t wait until the last minute to submit your proposal
    Depending on file sizes and system capabilities, file transmission
     may take some time
    Make sure you are familiar with the e-Commerce proposal
     submission guidelines
     − User requirements
     − Naming conventions
    If electronic proposal submission is not completed by the stated
     closing date and time, the offer will be considered “late” and will
     not be evaluated!
     − Reference FAR 15.208 for proposal submission requirements
     Tips For A Successful Proposal (Cont’d)

▼ Check and double-check for errors
▼ Proposal rates are comparable to rates on file with DCAA
▼ Proposal is concise & relevant to the evaluation criteria
▼ Proposal complies with submission requirements and
  addresses all required elements
▼ Proposal offers innovative approaches to the task
  requirements that demonstrate value to the government
▼ Proposed Cost/Price is competitive

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