PD2 Contracting 101 Solicitation and Award SPS Spotlight Series February 2015

NOTE: This information was originally created for The SPS Spotlight Series project, which ran from November 2013 through November 2015.  Updates to the original content may be incorporated to ensure accuracy. If you have any questions about this information, please contact the SPS Help Desk at sps.helpdesk@caci.com. Overview Provide Overview of the DoD Contracting Process as it relates to PD2 Discuss the Solicitation and Award Phase Correlate the Contracting Solicitation and Award Process with Functionality of PD2

Sequence of Events About Solicitations Solicitation Phase PD2 Demonstration of Solicitation Functionality About Awards Award Phase PD2 Demonstration of Award Functionality

About Solicitations Solicitation means: Any request to submit offers or quotations to the Government Submitted by either “Large” or “Small” businesses The Small Business Administration (SBA) has established numerical definitions of small businesses, or “size standards,” for all for-profit industries. If a business meets these standards, they are considered small. If they do not, they are generally considered large. Solicitations are categorized into types of procedures

About Solicitations Solicitations under “Sealed Bid” procedures are called “Invitations for Bids.” (See FAR Part 14) Solicitations under “Negotiated” procedures are called “Requests for Proposals.” (See FAR Part 15) Solicitations under “Simplified Acquisition ” procedures may require submission of either a quotation or an offer. (See FAR Part 13) Generally, Sealed Bid and Negotiated procedures are used for solicitations over the Simplified Acquisition Threshold

WHAT DOES A SOLICITATION NUMBER LOOK LIKE? About Solicitations WHAT DOES A SOLICITATION NUMBER LOOK LIKE?

About Solicitations

About Solicitations Specific letters or “PIINs” are used in the 9th position of the solicitation number.

About Solicitations

The Solicitation Phase

The Solicitation Phase Putting the Solicitation Together Inclusion of all Line Items Attachments Pertinent to the Solicitation Format of the Solicitation

The Solicitation Phase A. Solicitation/Contract Form (Cover Page(s)) B. Supplies or Services and Prices (CLINS) C. Description/Specifications/SOW D. Packaging and Marking E. Inspection and Acceptance F. Deliveries and Performance G. Contract Administration Data H. Special Contract Requirements I. Contract Clauses J. List of Documents, Exhibits/Other Attachments (As Required) K. Representations, Certifications and Other Statements of Offerors L. Instructions, Conditions and Notices to Offerors M. Evaluation Factors For Award Usually, the Uniform Contract Format (UCF) is used in solicitations that are for Supplies or Services. It “may” be used in Construction, and Commercial. Sections K,L, and M are only used in the solicitation and are removed in the award.

The Solicitation Phase Clause Requirement and Selection FAR Requirement and Organizational Requirement Selection can be “Manual” or done through PD2 Clause Logic Clauses may be prescribed by regulation or created locally

The Solicitation Phase WHAT FORMS MAY BE USED?

The Solicitation Phase SF 33 Solicitation Offer and Award SF 1449 Commercial Item Acquisition SF 1442 Construction SF 18 Request for Quotation

The Solicitation Phase Small Business Determination Solicitations are sometimes automatically “set aside” for small business participation if within a certain dollar amount. Other Socio-Economic Programs (8(a), SDB, Hub Zone, etc.) Government advertises (called Synopsis) for the supplies or services needed FedBizOpps Prior to Solicitation Per FAR Part 5.2 Specified amount of time that this must remain synopsized or “on the street” Request bids or proposals from vendors based on the requirements in the specific solicitation

The Solicitation Phase The Use of Simplified Acquisition Procedures Includes Supplies, Services, and Construction The aggregate of which does not exceed the Simplified Acquisition Threshold (Currently $150,000.00) Commercial Item Acquisition may exceed this with certain exceptions (See FAR Part 12)

The Solicitation Phase

The Solicitation Phase Begin by highlighting the PR which is to be used. This PR will have all of the pertinent information for the solicitation.

The Solicitation Phase Go to the menus Procurement →Pre-Award → Solicitations, then select the form to be used. We selected the RFP/IFB (SF 33).

The Solicitation Phase The Create New Solicitation, Offer, and Award window displays. If this is to be an “IFB,” change the “R” to a “B.” If it is to remain an “RFP,” leave the “R.” The Format may also be selected here using the Format ID: dropdown arrow.

The Solicitation Phase Fill in information on the various tabs per your agency’s direction.

The Solicitation Phase Remember to include Clauses per your agency’s requirements, either manually or using Clause Logic. Save and close your solicitation.

The Solicitation Phase Once all information concerning this Solicitation is complete, follow your agency’s directives for the creation of a CAR.

The Solicitation Phase Once released by your Contracting Officer, your Solicitation is ready for the Award Phase.

About Awards Award means: Signatures Binding the terms of the Contract A legally enforceable commitment on the part of the Government, and an agreement to perform a particular task on the part of the Contractor or Vendor. Signatures Binding the terms of the Contract Signed by the Government only, Signed by the Government and the Contractor, or Signed by the Government, the Contractor and a third party. (The Small Business Administration or SBA) Subject to an evaluation process before the Award is final.

About Awards - Evaluation Evaluation performed by the Government Final result must be “Fair and Reasonable” to both parties Lowest Price not always the determining factor: Low Price in simple or Commercial Awards Best Value in complex Awards Other factors when dealing with particular awards such as “Sole Source” evaluations

About Awards - Evaluation SAP Procedures Informal, Much Simpler IFB – Bid Opening Date Evaluate Bids for Prices and Delivery Award to Lowest, Responsive, Responsible Bidder Bid prices are revealed at Public Bid Opening to all present RFP – Closing Date Prices are not revealed until award Evaluate Proposals for Prices, Delivery and /or Best Value Award or Negotiate with Responsible Offeror(s)

Award Phase In the Award Phase, a “Type of Contract” must be chosen in accordance with FAR Part 16: Fixed Price Cost Reimbursement Indefinite Delivery Time and materials Incentive Please consult your activity for the correct contract type to use.

Award Phase Several Contract Forms are available for use such as: SF 33/SF26 (Supplies / Services SF 252 (Architect-Engineering) SF1442 (Construction) SF 1449 (Commercial) DD 1155 (Small Purchase)

WHAT DOES A CONTRACT NUMBER LOOK LIKE? The Award Phase WHAT DOES A CONTRACT NUMBER LOOK LIKE?

The Award Phase

The Award Phase DESCRIPTION PIIN BLANKET PURCHASE AGREEMENT A INVITATION FOR BID B CONTRACTS MOST TYPES C INDEFINITE DELIVERY CONTRACTS D RESERVED E GSA/NIB/NISH/UNICOR F BASIC ORDERING AGREEMENTS G AGREEMENTS EXCLUDING BPAs H DO NOT USE I J SHORT FORM RESEARCH CONTRACT K LEASE AGREEMENT L PURCHASE ORDERS (MANUALLY ASSIGNED) M

The Award Phase DESCRIPTION PIIN NOTICE OF INTENT TO PURCHASE N DO NOT USE O PURCHASE ORDER (AUTOMATICALLY ASSIGNED) P REQUEST FOR QUOTATION (MANUAL) Q REQUEST FOR PROPOSAL R SALES CONTRACT S REQUEST FOR QUOTATION (AUTOMATIC) T USE WHEN YOU RUN OUT OF “T s” U USE WHEN YOU RUN OUT OF “P s” V USE WHEN YOU RUN OUT OF “M s” W RESERVED FOR DEPARTMENTAL USE X

The Award Phase - PD2 Functionality

The Award Phase - PD2 Functionality Highlight the Solicitation that the Award will be made from.

The Award Phase - PD2 Functionality Go to the menus Procurement →Pre-Award / Award→ Then select the form to be used. We selected the Large Purchase (SF 33)

The Award Phase - PD2 Functionality The Create New Large Purchase Award window displays. If the award is to be an “Indefinite Delivery Contract”, change the “C” in position 9 to a “D”. If not, leave it as it is. Then click the “OK” button.

The Award Phase - PD2 Functionality The actual Large Purchase Award form will appear. Fill in information on the various tabs per your agency’s direction. Now navigate to the “CLINS” tab and open one of the line items.

The Award Phase - PD2 Functionality The Line Item Detail window displays. Click on the “Funding” tab.

The Award Phase - PD2 Functionality This is the area where the Line of Accounting (LOA) will display. The LOA was pulled forward from the Purchase Request.

The Award Phase The Line of Accounting (LOA) is the funding associated with an organization’s budget. Here is an example of a Navy LOA. This is recognized by the “Service Designator” of 17.

The Award Phase Other Service Designators include but are not limited to: 57 – US Air Force 21 – US Army 17 – US Navy and US Marine Corps 97 – Other Defense Agencies

The About Awards Funding is derived by one of several means but primarily are: Appropriated; Funds that are set aside by Congress that are derived from sources such as tax dollars Non Appropriated; Funds that are generated by DoD military and civilian personnel and their dependents and used to augment appropriated funds

The Award Phase Once all information concerning this Award is complete, follow your agency’s directives for the creation of a CAR. This document must now be Generated, Approved, and Released by a Contracting Officer

Conclusion The Award may now be transmitted via whatever means is appropriate to the organization. Any attachments may be transmitted with the actual award document. Please see the next Contracts 101 Outreach presentation entitled Post Award (available March 2, 2015).