1. Skyway Insight© Webinar
Training From Contracting Officers

2. Administrivia Settings Controls Attendees Record
Mic and speakers vs telephone
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Record

3. Tim Griggs 22 years in the United States Army (retired May 2016)
11 years in Acquisition and Contracting, DAWIA Level III in Contracting
Multiple Contracting Officer’s warrants in CONUS and deployed locations
Operations Manager and Community Forum Coordinator for Skyway
Expertise in Contingency Contracting, pre-and post-award, simplified acquisition, and commercial and non-commercial
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4. Skyway Insight© Webinar
Training From Contracting Officers
Topic: Part 6:  Taking the Mystery Out of Reading and Understanding Solicitations
Host: Tim Griggs

5. Agenda Introduction – Publicizing Contract Actions
What are Solicitations?
Standard Forms used in Solicitations
Types of Solicitations, and key differences
Uniform Contract Format
How to read and understand the Solicitation
Amendments to the Solicitation, and how to ask questions
How to respond to a Solicitation
Summary and Questions?

6. Publicizing Contract Actions
From FAR Part 5:
5.002: Contracting officers must publicize contract actions in order to --
(a) Increase competition;
(b) Broaden industry participation in meeting Government requirements; and
(c) Assist small business concerns and set-aside businesses in obtaining contracts and subcontracts.
5.003: For any requirement in the FAR to publish a notice, the contracting officer must transmit the notices to the GPE (Government Point of Entry)

7. Publicizing Contract Actions
Bid Board (more than $15,000 but less than $25,000)
NOTE: Since 9/11, most government facilities limit access, so Bid Boards are increasingly rare; therefore, most agencies post everything greater than $15,000 on FedBizOpps
Government Point of Entry, (more than $25,000)
Additional agency forums ( classified websites, VA vendor portal, etc.)

8. Publicizing Contract Actions
Synopsis
Request for Information
Special Notice (Limited competition, sole source, Justification & Approval)
Solicitation
RFQ
RFP
IFB

9. What are Solicitations?
From Federal Acquisition Regulation (FAR) Part 2.101:
“Solicitation” means any request to submit offers or quotations to the Government.
Under sealed bid procedures: “invitations for bids”
Under negotiated procedures: “requests for proposals”
Simplified acquisition procedures: may require either a quotation or an offer
“Solicitation provision or provision” means a term or condition used only in solicitations and applying only before contract award.

10. Types of Solicitations
Request for Quotations (RFQ)
Request for contractors to provide information, including price and delivery schedule
Request for Proposals (RFP)
Request for a formal offer that is intended to lead to contract award
Invitation for Bids (IFB)
Used in Sealed Bidding procurements

11. Standard Forms used in Solicitations (FAR Part 53-212 to 52-215)
SF18 – Request for Quotation (for use in Sealed Bidding and Contracts by Negotiation)
SF33 – Solicitation, Offer and Award (for soliciting supplies & services)
SF1449 – Solicitation/Contract/Award for Commercial Items (also used with Simplified Acquisition procedures)
SF1447 – Solicitation/Contract (for supplies & services using simplified contract format)
SF1442 – Solicitation, Offer, and Award (Construction, Alteration, or Repair) (above the Simplified Acquisition Threshold, or SAT)

12. Standard Forms and their uses
Solicitation
Award
Request for Quotes (RFQ)
SF18 – Request for Quotation (non-binding)
SF26 – Award/Contract
Request for Quotes – Commercial Items and Simplified Acquisition procedures
SF1449 – Solicitation/Contract/Award for Commercial Items
Negotiated Procurements (RFP)
SF33 – Solicitation, Offer and Award or
Negotiated Procurements/RFP for Construction above Simplified Acquisition Threshold (SAT)
SF1442 – Solicitation, Offer, and Award (Construction, Alteration, or Repair)
Sealed Bidding (Invitation for Bids)
Sealed Bidding/IFB using simplified contract format
SF1447 – Solicitation/Contract

13. Request for Quotations (RFQ)
Request for information from prospective contractors, including price and delivery schedule, but not intended to gain a binding offer
Standard Form (SF) 18 – Request for Quotation (FAR )
Or SF1449 – Solicitation/Contract/Award for Commercial Items
NOTE: RFQs may use non-standard forms, or even oral solicitations – it depends on the buying agency and the circumstances
Contracting Officer may decide to place an order
Not required to place order since RFQs are non-binding

14. Request for Quotations (RFQ)
When placing an order, the Contracting Officer uses either:
SF26 – Award/Contract, or
SF1449 – Solicitation/Contract/Order for Commercial Items (or under Simplified Acquisition procedures)
If contractor accepts the order, then a binding contract is created
In simplified acquisitions, quotes may be solicited orally, whenever economical and practical
NOTE: Rare in CONUS (Continental United States) but commonly used in contingency environments or during declared emergencies

15. Request for Proposals (RFP)
Used in negotiated procurements
Follow Uniform Contract Format (FAR )
Intended to result in a contracting action; contractors respond to RFPs by submitting binding offers
Standard Form (SF) 33 – Solicitation, Offer and Award (FAR )
Contracting Officer makes Source Selection and may enter negotiations

16. Invitation for Bids (IFB)
Used in Sealed Bidding procurements
Standard Form (SF) 33 – Solicitation, Offer and Award (FAR )
Follows Uniform Contract Format to maximum practical extent (FAR )
Award based solely on the basis of Price and Price-Related Factors
Avoid unnecessarily restrictive specifications that limit the number of bidders

17. Key differences between solicitation types
RFQ
RFP
IFB
Used for
Requests for Information & Simplified Acquisitions
Negotiated Procurements
Sealed Bidding
Binding offer? No
Yes
Uniform Contract Format?
Form used?
SF18, SF1449, or non-standard
SF33
Can be issued orally?
Applicable FAR Part
FAR Part 13
FAR Part 15
FAR Part 14
NOTE: Each of these methods may use Commercial Contracting procedures following FAR Part 12

18. Uniform Contract Format
Part I: The Schedule A - Solicitation/Contract Form B - Supplies or Services & Prices or Costs C - Specification/SOW/SOO/ORD D - Packaging & Marking E - Inspection & Acceptance F - Deliveries or Performance G - Contract Administration Data H - Special Contract Requirements

19. Uniform Contract Format
Part II: Contract Clauses
I - Contract Clauses
Part III: List of Documents, Exhibits, & Other Attachments
J - List of Attachments
Part IV: Representations & Instructions
K - Representations, Certifications, & Other Statements
L - Instructions, Conditions, & Notices to Offerors or Quoters
M - Evaluation Factors for Award

20. Additional resources that cover the UCF
See Skyway Insight Webinar here:
Podcast 041: What is the Uniform Contract Format: uniform-contract-format-ucf/

21. How to read and understand the SF18
Standard Form (SF) 18 – Request for Quotation (FAR )
Not required, solicitations may be non-standard, even oral
NOTE: Again, oral solicitations are rare in CONUS (Continental United States) but commonly used in contingency environments or during declared emergencies
Does not follow Uniform Contract Format
But SF26 – Award form does follow UCF

22. How to read and understand the SF18
Contracting Officer issues solicitation using this form (or an alternative)
Contractor submits a Quotation with price and delivery schedule
Contracting Officer may place an order based on that quote (using SF26 – Award/Contract or SF1449 – Solicitation/Contract/Order), but is not required to place an order (non-binding)
If contractor signs and returns the SF26 or SF1449, the order becomes a binding contract
NOTE: Some agencies do not require signed orders, but consider performance to be acceptance

23. How to read and understand the SF18

24. How to read and understand the SF18

25. How to read and understand the SF1449
Standard Form (SF) 1449 – Solicitation/Contract/Order for Commercial Items (FAR Part )
Used to solicit and award contracts for Commercial Items and using Simplified Acquisition procedures
Contracting Officer issues solicitation using this form
Contractor completes the form and submits it with offer
It constitutes a binding offer that leads to a contract if selected

26. How to read and understand the SF1449

27. How to read and understand the SF1449

28. How to read and understand the SF1449

29. How to read and understand the SF33
Standard Form (SF) 33 – Solicitation, Offer and Award (FAR )
Used for both RFPs and IFBs
Contracting Officer issues solicitation using this form
Contractor completes the form and submits it with proposal or sealed bid
It constitutes a binding offer that leads to a contract if selected

30. How to read and understand the SF33

31. How to read and understand the SF33

32. How to read and understand the SF33

33. Amending the Solicitation
Standard Form (SF) 30 – Amendment of Solicitation/Modification of Contract
May be issued anytime before closing date of Solicitation
Reasons for amendment:
Change the requirement being solicited
Correct errors
Extend the deadline for offers
Post additional or clarifying information as answers to vendor questions

34. Amending the Solicitation
Same form used to modify amendments and contracts:
Amendments to Solicitations are PRE-AWARD
Modifications to Contracts are POST-AWARD
All offerors must acknowledge all Amendments or may risk being found non- responsive

35. Amending the Solicitation

36. Amending the Solicitation

37. Asking questions about the Solicitation
Contractors have the right to submit questions about the Solicitation in order to better understand what is being solicited
Contracting Officer does not have to answer the questions
Many times, the CO’s answer will simply point out where in the Solicitation that issue is already addressed
NOTE: COs should make every effort to answer questions, and we at Skyway feel it is a Best Practice, although not a requirement

38. Asking questions about the Solicitation
In more complex acquisitions, the Contracting Officer typically provides time and procedures for questions, and then posts answers in an Amendment prior to the closing date of the Solicitation
NOTE: Skyway will create a webinar training on this concept in the future.

39. Responding to the Solicitation
Ensure the Solicitation form is filled out completely and accurately
SF33
SF1449
SF18
Backwards plan the process to ensure timely submission
Start at the deadline for submissions, and schedule the key events in reverse order, estimating the duration for each required activity
Add at least 10% schedule ‘cushion’ to allow for contingencies or delays
The goal should be to submit the best possible proposal by the day before the deadline

40. Responding to the Solicitation
Follow instructions in Section L – Instructions to Offerors
Format
Volumes and Sections
Page limitations
Technical specifications
Technical and Managerial Approaches
Number of copies, digital or hard copy, electronic submissions
Key personnel qualifications

41. Summary
Contracting Officers issue Solicitations to communicate the specific needs, and to request information or offers from industry
Type of Solicitation depends on requirement and contract approach
Successful contractors know how to read, understand, question, and respond to Solicitations

42. Conclusion
Questions?