GSA Public Buildings Service How to Submit a Proposal
2 Basic Procedures Sealed Bidding Invitation for Bids (IFB) Competitive Proposals Request for Proposals (RFP) Sealed Bidding Invitation for Bids (IFB) Competitive Proposals Request for Proposals (RFP)
Sealed Bidding When the award can be based on price Award can be made to responsible bidder with lowest price Invitation for Bids (IFB) Responsibility check When the award can be based on price Award can be made to responsible bidder with lowest price Invitation for Bids (IFB) Responsibility check
Pre-Award Survey (Responsibility Check) Determines if low bidder has Adequate financial resources Satisfactory past performance record Necessary facilities & technical skills Determines if low bidder has Adequate financial resources Satisfactory past performance record Necessary facilities & technical skills
Certificate of Competency Contracting officials suspect the low bidder is not a viable firm for the project Request determination from the Small Business Administration (SBA) SBA either issues or denies Contracting officials suspect the low bidder is not a viable firm for the project Request determination from the Small Business Administration (SBA) SBA either issues or denies
Competitive Proposals More frequently used Request for Proposals (RFP) Award based on Best Value to the Government Two basic types Technically acceptable lowest price Trade Off More frequently used Request for Proposals (RFP) Award based on Best Value to the Government Two basic types Technically acceptable lowest price Trade Off
Technically Accepted Lowest Price Two steps Technical Proposal Acceptable or not Price Proposal Lowest price Two steps Technical Proposal Acceptable or not Price Proposal Lowest price
The Trade Off Process Award may go to other than: Lowest price Highest ranked technically Technical Proposals are ranked Evaluation is based on factors Award may go to other than: Lowest price Highest ranked technically Technical Proposals are ranked Evaluation is based on factors
Example of a Factor Experience on similar projects Over the past ten years Focus on how “similar” is defined, (new construction of a building $7,500,000 or greater) Offerors must submit three projects Experience on similar projects Over the past ten years Focus on how “similar” is defined, (new construction of a building $7,500,000 or greater) Offerors must submit three projects
Past Performance Past Performance is always evaluated Reliable references The government can get past performance information from anyone Similar experience and past performance are two different factors Past Performance is always evaluated Reliable references The government can get past performance information from anyone Similar experience and past performance are two different factors
What is looked for in Past Performance? Timeliness Cost Control Administration Quality Product Business Relations Safety History Qualification of Key Personnel Timeliness Cost Control Administration Quality Product Business Relations Safety History Qualification of Key Personnel
More on evaluation factors Others may include Technical excellence Management plan Relative importance of factors Others may include Technical excellence Management plan Relative importance of factors
Elimination from competition Evaluators establish a competitive range based on submittals Notice regarding elimination Only highest rated proposal will be considered Number may further be reduced for efficiency Evaluators establish a competitive range based on submittals Notice regarding elimination Only highest rated proposal will be considered Number may further be reduced for efficiency
Debriefing Offeror advised of rationale for eliminating their proposal Review of significant elements of their proposal No information revealed about any other offerors proposal Debriefing may be requested after elimination or after award Reasoning is to assist in preparing future proposals Offeror advised of rationale for eliminating their proposal Review of significant elements of their proposal No information revealed about any other offerors proposal Debriefing may be requested after elimination or after award Reasoning is to assist in preparing future proposals
Do Attend pre-proposal conferences Respond to Sources Sought Notification Update your CCR profile Market your firm to PBS staff Bid on many projects Direct questions to the Contracting Officer Form joint ventures Attend pre-proposal conferences Respond to Sources Sought Notification Update your CCR profile Market your firm to PBS staff Bid on many projects Direct questions to the Contracting Officer Form joint ventures
Don’t Submit what is not required Provide a lump sum dollar amount Assume you’re not eligible for programs Submit what is not required Provide a lump sum dollar amount Assume you’re not eligible for programs
Questions?