THE PROPOSAL Star Yeo, Contracting Officer US Forest Service, Rocky Mountain Region

The Basics of Proposal Preparation Understand that the Federal Government is applies regulations and laws when expending dollars. –Appropriations Law –Code of Federal Regulations –National Environmental Policy Act (NEPA) –EPA Regulations –Other Laws

The Basics Continued Federal Procurement Data System (FPDS-NG) reports actual expenditures of the Federal Government to public. Great research tool! – System for Award Management the new and improved Contractor Registration System – Contracting Officers and Purchasing Agents in Federal Government are required to follow: –Agency Regulations and Policy –Federal Acquisitions Regulation

What should I understand about regulations? Do not be afraid of the FAR! Realize the FAR is guide that has some hard rules but also can be grey Government Officials who have procurement authority must adhere to certain aspects of the FAR. The Federal Departments also have their own set of policy and regulations on top of the FAR.

Where do I find solicitations to bid on? Dependent upon the type of contract and dollar threshold, they can be found in various places: –Federal Business Opportunities –Fed Connect –Fed Bid –GSA Ebuy –Departmental or Agency websites DoD Emall US Forest Service Virtual Incident Procurement –Local news or radio advertisements Did you know you can apply to be GSA schedule vendor? Would GSA Schedules work for you? Then check them out:

DO NOT BE FOOLED – Registration is FREE You do not pay to register in SAM or to be placed on GSA Schedules!! Contact your local PTAC for assistance!

I found a Solicitation, what is my next step? First Rule of Proposals: –Read the solicitation in its entirety, even the clauses! –You need to understand the Statement of Work to be able to respond correctly to the solicitation. Second Rule of Proposals: –Understand the sections of solicitation to build a great response in your proposals. –Pay attention to Sections L & M, as it describes how the response should be and how it the solicitation will be evaluated.

The Sections of the Solicitation or Contract A – Contract Standard Form B - Schedule of Items/Price List C – Statement of Work/Performance Work Statement D – Packaging and Marking E – Inspection and Acceptance F- Deliveries or Performance G – Contract Administration H – Special Contract Clauses I – Contract Clauses J – List of Documents, Exhibits and other Attachments K – Representations, Certifications and other Statements of Offerors/Responders L – Instructions, Conditions and Notice to Offerors M- Evaluation Factors for Award

Section A- Contract Forms SF 1449 – Acquisition of Commercial Items –Used for most commercial items in supplies and services not exceeding $150,000 (Simplified Acquisition Threshold). SF 1442 – Construction –Used for construction projects above $30,000 due to performance and payment bonds. SF 33 – Any Type of Contract –Generally with Indefinite Delivery/Indefinite Quantity (IDIQ’s) or Services above the Simplified Acquisition Threshold.

Section B- Schedule of Items/Price List Generally the agency soliciting will place a schedule of items or listing of need with area for contractors to fill out. –Make sure to fill out according to directions given! Line ItemDescriptionQuantityUnit of Measure Unit PriceTotal Price 001Widgets- Brown 1EA$ Mobilizatio n 1EA$20, Excavation100CY$15,000$150,000 Total$170,050.00

Section C – Statement of Work This is the section that defines the work being completed by the contractor Includes Location, Period of Performance and other information pertaining to the requirement. It can be simple or complex statements, be sure to read it completely.

Section D – Packaging and Marking Generally pertains to supplies or items purchased for the contract. –Bubble wrapped? –Contract Number marked on containers or reports. Can also be how the contractor does its reporting and how to label such reports.

Section E – Inspection and Acceptance This area defines how the inspection and acceptance is going to be on the requirement. Generally by a FAR Clause Pay attention to the details of who will conduct inspections and locations.

Section F- Deliveries and Performance This section generally will restate location for deliveries if a supply item or performance requirements upon the contractors part. Generally clause specific.

Section G – Contract Administration The sections defines the following: –Who are the Contracting Officer and Contracting Officers Representative –Invoice Process for Contractor Payment –Government Furnished Property –Post Award Conference Information

Section H – Special Contract Requirements Very Important to Read this section and understand it! Dependent upon type of contract –Fire Control plan –Traffic Plan –Certification Information

Section I – Contract Clauses A contract clause is a specific provision or section within a written contract. Each clause in a contract addresses a specific aspect related to the overall subject matter of the agreement. Contract clauses are aimed at clearly defining the duties, rights and privileges that each party has under the contract terms. Generally tailored to type of contract according to the Federal Acquisition Regulation. Read and Understand the clauses as they pertain to the requirement. Many clauses are based on the results of a legal case. Processes must be adhered to. READ YOUR CONTRACT!

Section J – List of Documents, Exhibits and Other Attachments Contains the following type of documents: –Drawings specific to requirement –Wage Determinations (Service Contract Act - SCA or Davis Bacon Act – DBA or Walsh-Healey W-H) –Special Guidance Manuals –Specifications/Manuals

Section K – Representations, Certifications and Other Statements of Offerors The Offeror must fill this section out and return with solicitation! Make sure you are registered in the System for Award Management. ( ) Make sure reps and certs matched your registered NAICS codes

Section L – Instructions to Offerors This is the section that tells you what type of information is wanted in the proposal. Read thoroughly!!! Make a checklist and review it prior to submitting. It explains the type of documentation the agency wants in return with solicitation. Comprised of the following information: –Technical Criteria instructions –Past Performance instructions –Price instructions –Form fill information –What medium to use (PDF, Word, Pamphlet, CD, mail, fax, etc)

Section M – Evaluation Factors for Award This sections will explain how the award will be made and what will be evaluated. List the evaluations factors and a brief description of how factors will be weighted. It can be awarded by the following type: –Best Value –Lowest Price Technically Acceptable.

Best Value VS. Lowest Price Technically Acceptable Best Value –“Best Value” will refer to competitive, negotiated procurements in which the Government reserves the right to select the most advantageous offer to the Government by evaluating and comparing factors. Advantages can offset increased price. –A Best Value procurement enables the Government to purchase technical superiority even if it means paying a premium price. A “premium” is the difference between the price of the lowest priced proposal and the one which the Government believes offers the best value. –Trade Off is the most important part of best value! Lowest Price Technically Acceptable –Technically acceptable proposal with the lowest evaluated price. –Tradeoffs are not permitted. –Proposals are evaluated for acceptability but not ranked using the non-cost/price factors

Resources System for Award Management – Small Business Administration – Wyoming Small Business Procurement Technical Assistance –

Questions? Star Yeo, Contract Specialist US Forest Service 740 Simms Street Golden CO Phone: