Contracting Officer Podcast Slides Knowledge & Insights From Contracting Officers

Final Proposal Revisions Episode 061 Final Proposal Revisions Original Air Date: Jan 10, 2016 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

Introduction Purpose of this podcast: Describe the Final Proposal Revision in the context of a source selection The FPR is one of the steps in the Source Selection process. It is essentially the documentation of the negotiation process

When do Final Proposal Revisions happen? Acquisition Time Zones (from Podcast Episode 003) Requirements Zone Market Research Zone RFP Zone Source Selection Zone (or sole source) Execution Zones: Kick Off, Transition (Ramp Up), Performance, Re-compete

FAR 15.307 – Revisions of Proposals If you make the competitive range (see Podcast 030), this is the next step If excluded from the competitive range, you will get no further consideration FAR 15.307(a): If an offeror’s proposal is not in the competitive range, the Government shall not accept or consider revisions to that offeror’s proposal This is why it is so important to nail the proposal the first time – you are NOT GUARANTEED a chance to revise your proposal! Remember, the Government is seeking to reduce the field down to one viable contender

FAR 15.307(b) The CO may request or allow proposal revisions to clarify and document understandings reached during negotiations. At the conclusion of discussions (see Podcast 048), each offeror in the competitive range shall be given an opportunity to submit a final proposal revision. The CO sets a common cut-off date only for receipt of final proposal revisions. CO advises offerors that the FPR shall be in writing …and Government intends to award without obtaining further revisions.

Why are Final Proposal Revisions important? It’s how the government gets to ONE offeror It’s a new proposal Helps ensure that Government and Industry clearly understand each other, and the proposal, if awarded, has the greatest chance of success for both It’s how we clarify the final agreement on what the contract will actually have in it It is pre-award communication - THAT’S A GOOD THING! It’s a “one hour now to save 10 hours later” drill

Why Should Government Care? Better communication Leads to better contracts Leads to better terms, conditions, products (and yes, price) Can be as simple or as complex as you want – But you must evaluate everything you ask for.... Have them just tell you the changes Have them highlight changes Have them use slip pages Have them give you a whole new proposal (baaaaad idea!) This is essentially a brand new proposal prep for contractors

Why Should Government Care? Don’t be afraid to do Final Proposal Reviews It’s more experience with proposals It’s more communication with the viable offerors It (possibly) raises the level of quality of the proposals being evaluated The Government can often be surprised by what they get in FPRs

Why Should Industry Care? It’s your second “bite at the apple” You’re in the home stretch, don’t quit on it now There is great peril here: Government only evaluates what you submit in the FPR (not, "I liked the original better so I'll give them credit for that") Pay close attention to their direction during discussions Pay close attention to the FPR instructions (Section M again) Change only what they ask to change, resist temptation to "improve" the rest You can inadvertently lower your ratings (not just increase them)

Why Should Industry Care? It’s yet another opportunity to differentiate yourself Oh, and it’s how you are going to WIN! But remember, the other companies want it as badly as you do…this is where the competition continues

Summary Government team: When you go into discussions, make it insanely simple if you must, but use it. When it makes sense: Without discussions is faster and cheaper Don't go to discussions unless you need to It’s a great tool in your tool bag Give them a head’s up and give them some time to prepare and submit

Summary Industry team: You’re in the FPR, great job! Don’t get arrogant Don’t just treat it like an admin drill Continue to compete: Make it the best version you can It’s your last chance to nail it! Your FPR will win you the award, or lose it.

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