Contracting Officer Podcast Slides Knowledge & Insights From Contracting Officers

What is the Source Selection Zone (Zone 4) Episode 015 What is the Source Selection Zone (Zone 4) Original Air Date: February 22, 2015 Hosts: Kevin Jans & Paul Schauer

Formatting notes Hyperlinks: Blue font indicates hyperlinks – presentation must be in ‘Slide Show’ mode to activate the link Red bold font indicates a point of emphasis Green bold font indicates CO’s personal comment or perspective

What is the Source Selection Zone (Zone 4)? Proposal submittal to contract award (FAR 15.3 “procedures to select source(s) in competitive negotiated acquisitions”) What types of communication are allowed? What is the Government team doing during this zone? What is Industry doing during this zone? Spoiler alert: We are covering what and when – NOT how!

When does the Source Selection happen? Acquisition Time Zones (from Podcast Episode 003) Requirements Zone Market Research Zone RFP Zone (proposal zone) Source Selection Zone Execution Time Zones (from Podcast Episode 084) Kick Off Zone Performance Zone Re-compete Zone (well, sort of… ) Wrap-up Zone

What is the Source Selection Zone? RFP is closed Proposals are in “Pens down” for both sides No more changes to RFP, factors, etc. “In source selection”

What is the Source Selection Zone? Make the Contract Award CO is designated as SSA unless “agency head appoints another individual for a specific acquisition or group of acquisitions” (FAR 15.303(a)) Execute contract through Contract Writing System BOTH SIDES PAUSE TO ENJOY…. Kick Off meeting Contract admin begins

The Source Selection Zone – A Closer Look Evaluation Time (see Episode 058) “March to the beat of Section M” Time it takes to evaluate is shaped by Lowest Price, Technically Acceptable (LPTA) to Best Value (BV) continuum Document, document, document…

The Source Selection Zone – A Closer Look Decision Time Based on RFP, who made the Competitive Range Determination? Based on RFP, who is Best Value or LPTA? Explanation Time Be ready to explain the decision. Explain it once, explain it well. “Do you have time to do it twice?” Protest Time (See Episode 23)

Communication Managing Communication Clarifications (normally used without discussions) – No Final Proposal Revision (FPR) Communications - Prior to Competitive Range Determination (CRD) For those “on the bubble” Competitive Range - CO makes it based on “most highly rated.” Can be based on “most efficient number” rule (!)

Communication Exchanges or negotiations - Result in a FPR Tailor to each offer, done by CO with EACH offer in CR Does NOT favor an offeror, reveal an offeror’s advantage, or give away SPECIFIC price Proposal Revisions MAY be requested to: Document final agreed upon details, or… Get offeror’s “final” offer – FAR 15.307

Communication SSA’s Decision (FAR 15.308): Made on a “comparative assessment of proposals against all source selection criteria in the solicitation.” The “SSA’s independent judgment.” Documented, including rationale for business judgments or trade-offs (see Episode 063) “Need not quantify the tradeoffs that led to the decision.”

What is Industry Doing? Waiting Wondering Worrying Probably sleeping Still wondering what is taking so long…

What is the Government Team Doing? SSA shall – FAR 15.303(b)… (4) Ensure that proposals are evaluated based solely on the factors and subfactors contained in the solicitation (6) Select the source or sources whose proposal is the “best value to the Government” The contracting officer shall – FAR 15.303(c) (2) control exchanges with offerors after receipt of proposals

What is the Government Team Doing? Time to evaluate all the stuff NOTE: Really hard to estimate how long this will take Underpromise Communicate early and often

Proposal Evaluation Cost or Price Fixed Price: Competition establishes price reasonableness Cost-reimbursable: Evaluation must include cost REALISM – may include a Most Probable Cost analysis Past Performance Evaluations Generally considered “gold standard” for whether contractor can perform Takes recency and relevancy into account

Proposal Evaluation Technical Evaluation of their technical ability to perform the work

Summary Source Selection culminates the RFP process and encompasses proposal evaluation, negotiations, and contract award Communications between Government and Industry are very careful, and completely impartial Government team must be at the top of their game Industry can relax, re-charge, respond to communications as necessary, and get ready for contract award and performance

Contact us We are on LinkedIn, Twitter and Facebook We also started the Government Contracting Network Group on Facebook. Join us there! Send your topics to paul@Contractingofficerpodcast.com For Community support, contact Shelley Hall at shelley.hall@skywayacquisition.com