1. PD2 Contracting 101 Solicitation and Award
SPS Spotlight Series
February 2015

2. NOTE: This information was originally created for The SPS Spotlight Series project, which ran from November 2013 through November   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
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

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

4. 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

5. 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

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

7. About Solicitations

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

9. About Solicitations

10. The Solicitation Phase

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

12. 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.

13. 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

14. The Solicitation Phase
WHAT FORMS MAY BE USED?

15. The Solicitation Phase
SF Solicitation Offer and Award
SF Commercial Item Acquisition
SF Construction
SF Request for Quotation

16. 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

17. 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)

18. The Solicitation Phase

19. 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.

20. 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).

21. 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.

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

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

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

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

26. 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.

27. 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

28. 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)

29. 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.

30. 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)

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

32. The Award Phase

33. 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

34. 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

35. The Award Phase - PD2 Functionality

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

37. 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)

38. 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.

39. 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.

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

41. 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.

42. 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.

43. 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

44. 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

45. 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

46. 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).