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Design Engineering Support Program II DESP II

BE AMERICA'S BEST. 2. . . Overview . . DESP II Contracting Process Flow PR Package Contract File Documentation (Tabs 1- 17 ) Proposal Evaluation Summary (Tab 26) Proposal Evaluation Process Contract File Documentation (Tabs 48- 70 )Task Order Award DocumentTask Order Closeout Conclusion.

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Design Engineering Support Program II DESP II

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    1. Design & Engineering Support Program II (DESP II) Authorized Ordering Agency (AOA) Buyer Training May 2007

    2. BE AMERICA’S BEST 2

    3. BE AMERICA’S BEST 3 DESP II Process Flow Contracting Per FAR Par XXX, clearance is not required for order that are issued withing the terms and conditions of the basic contract award. Per FAR Par XXX, clearance is not required for order that are issued withing the terms and conditions of the basic contract award.

    4. BE AMERICA’S BEST 4 Small Business Coordination is not required for individual task orders as it was determined that since small business coordination was done at the basic contract level, it is not required for individual DESP II task orders. IAW FAR Part 16.505 ___, Individual task order are exempt from Synopsis Small Business Coordination is not required for individual task orders as it was determined that since small business coordination was done at the basic contract level, it is not required for individual DESP II task orders. IAW FAR Part 16.505 ___, Individual task order are exempt from Synopsis

    5. BE AMERICA’S BEST 5

    6. BE AMERICA’S BEST 6 Exception to Fair Opportunity Document: FAR Part 16.505(b)(1) states: The Contracting Officer must provide each awardee a fair opportunity to be considered for each order exceeding $2500…except… Per FAR part 16.505 (b)(2), there are four (4) exceptions to Fair Opportunities Urgent Need Only one awardee is capable because the services ordered are unique or highly specialized Logical Follow-on – For orders previously competed with DESP II Minimum Guarantee – Already met with the first DESP II task orders Since all ten prime contractors (with their teaming subs) qualified for the entire scope of work under the Performance Work Statement (awarded at the basic contract level), it would be hard to make a determination that only one of the ten primes could perform the effort for an individual task order. If an exception is being sought, the preparer must document, in the market research portion of the exception, how he determined that the other nine DESP II prime contractor’s were not able to perform the task. It has been taking as much as 2.5 months to get an exemption approved at Ogden ALC. It’s been determined that it’s faster to compete the effort rather than try and sole source it.Exception to Fair Opportunity Document: FAR Part 16.505(b)(1) states: The Contracting Officer must provide each awardee a fair opportunity to be considered for each order exceeding $2500…except… Per FAR part 16.505 (b)(2), there are four (4) exceptions to Fair Opportunities Urgent Need Only one awardee is capable because the services ordered are unique or highly specialized Logical Follow-on – For orders previously competed with DESP II Minimum Guarantee – Already met with the first DESP II task orders Since all ten prime contractors (with their teaming subs) qualified for the entire scope of work under the Performance Work Statement (awarded at the basic contract level), it would be hard to make a determination that only one of the ten primes could perform the effort for an individual task order. If an exception is being sought, the preparer must document, in the market research portion of the exception, how he determined that the other nine DESP II prime contractor’s were not able to perform the task. It has been taking as much as 2.5 months to get an exemption approved at Ogden ALC. It’s been determined that it’s faster to compete the effort rather than try and sole source it.

    7. BE AMERICA’S BEST 7 Tab 8 Other Determinations/Approvals Form document created in word Copies can be obtained via the DESP II Home Office or your local DESP II Program Representative Tinker – Cynthia Gunter Robbins – Tyler Shoman ASC – Phyllis McCrory Tab 8 Other Determinations/Approvals Form document created in word Copies can be obtained via the DESP II Home Office or your local DESP II Program Representative Tinker – Cynthia Gunter Robbins – Tyler Shoman ASC – Phyllis McCrory

    8. BE AMERICA’S BEST 8

    9. BE AMERICA’S BEST 9 Proposal Evaluation Summary

    10. BE AMERICA’S BEST 10 Proposal Evaluation Process (Sole Source) Technical Evaluation Request (Produced by Buyer) Request includes the offeror’s proposal Request an evaluation of: Labor Hours & Labor Mix (Prime and Subcontractor) Material Costs Travel Costs Other Direct Costs (ODCs) All Other Terms/Assumptions. Buyer Evaluation Evaluation of Correct Labor Rates, Burden Factors, and Profit/Fee (IAW Basic DESP II Contract). Labor Rates, Burdens, and Profit Factors are found on the DESP II CoP (Community of Practice) https://afkm.wpafb.af.mil/ASPs/Users/Login.asp?NoSession=True&inpDestinationPage=%2FASPs%2FCoP%2FClosedCoP%2Easp%3FFilter%3DOO%2DPK%2DOO%2D03&Filter=OO-PK-OO-03&LoginAcct=False

    11. BE AMERICA’S BEST 11 Proposal Evaluation Process (Competitive) Modified Delphi Method is Used What Is It? A Technique for Quantifying Subjective or Qualitative Data, for Analysis Purposes, for Assigning a Criterion Ranking How Does It Work? TOI Develops Evaluation Criterion, Tailored to the Requirement Must Include Small Business Participation Assign an Evaluation Class (EC) to each Criterion NC = Non-Critical C = Critical Assign a System Weight Factor (SWF) SWF of 1 – 5 for NC Criterion SWF of 6 – 10 for C Criterion

    12. BE AMERICA’S BEST 12 Proposal Evaluation Process (Competitive) Evaluation Steps List Contractors Across the Top of the Form, and List the Criteria/Requirements Down the Left Side of the Form Rank Each Contractor’s proposed Capabilities with Respect to Each Criterion - Range is 1 To 5 (Low to High) Determine Each Contractor’s Effective Value By Multiplying the Assigned Ranking and the SWF Calculate the Total Effective Value/Score for Each Proposal Award is Made in One of Three Ways Combine Technical, Past Performance, and Total Evaluated Price (TEP) – Award to Highest Modified Delphi Score ***(Preferred Method) Combine Technical and Past Performance. Evaluate Cost separatly (Best Value Determination Decision) Evaluate Technical, Past Performance, and Cost Separatly (Best Value Determination Decision)

    13. BE AMERICA’S BEST 13 Proposal Evaluation Process (Competitive) Send a Copy of the Modified Delphi Sheet with the Letter RFP Buyer Requests Technical Evaluation from TOI (include all proposals) Provide TOI (preferably team) Individual Analysis worksheets and a Roll-Up worksheet (Handout #s 9 & 10) Ensure the Modified Delphi Worksheet is filled out correctly Ensure analysis is detailed and well documented on the Worksheets Request an evaluation of the winning contractor’s Labor Hours & Labor Mix (Prime and Subcontractor) Material Costs Travel Costs Other Direct Costs (ODCs) All Other Terms/Assumptions.

    14. BE AMERICA’S BEST 14 Proposal Evaluation Process (Competitive)

    15. BE AMERICA’S BEST 15 Proposal Evaluation Process (Competitive) Sample Total Evaluated Price (Handout #12)

    16. BE AMERICA’S BEST 16

    17. BE AMERICA’S BEST 17 TAB 54 If funds are not committed on PR, committed funds document is filed here TAB 56 Legal Review Required for all contracting documents greater than $1M AFFARS 5301.602-2, effective 1 May 06 TAB 57 ACPs Summary Sheet TAB 58 Correspondence Regarding Execution of Contractual Document (for modifications) TAB 59 Clearance Review & Approval Documentation (AFFARS 5301.90) TAB 60 Notice to Unsuccessful Offerors (Handout #13)

    18. BE AMERICA’S BEST 18 Contract File Documentation (Cont.) TAB 61 Quality Assurance Nomination Letter (Sample Letter – Handout #14) Training Certificate Phase I Phase I certification can be obtained by taking the DAU Performance Based Services Acquisition course IAW local procedures Training Certificate Phase II (Handout #15) Provided by the task order Contracting Officer To be completed before award MOASP Memo(Handout #16) QAP Letter (Handout #17)

    19. BE AMERICA’S BEST 19 TAB 68 Post Award Debriefing of Offerors (IAW FAR 15.505) The Government’s evaluation of the significant weaknesses or deficiencies in the offeror’s proposal; The overall evaluated cost or price (including unit prices), and technical rating of the successful offeror and the debriefed offeror, and past performance information on the debriefed offeror, if applicable; The overall ranking of all offerors, when any ranking was developed by the agency; A summary of the rationale for award; and Reasonable responses to relevant questions about whether procedures contained in the solicitation, applicable regulations, and other applicable authorities were followed. Do not provide a point-by-point comparison of Proposals

    20. BE AMERICA’S BEST 20 Contract File Documentation (Cont.) Sample of Debrief to Offeror (Handout #18)

    21. BE AMERICA’S BEST 21 TAB 70 Copy of Award Fee Plan

    22. BE AMERICA’S BEST 22 Task Order Closeout DESP II Survey – Copy of Survey sent to the TOI upon completion of task order performance period Copy of Survey is located on DESP II Website (Handout #19) One copy of completed survey must be sent to the Ogden Technical Lead 801-777-9972 One copy is to be filed in the Official File Folder

    23. BE AMERICA’S BEST 23 Created in ACPs Must have the DESP II Parameter

    24. BE AMERICA’S BEST 24 Task Order Award Document Contact OO-ALC Contracting Lab at 801-777-5978 for a shell ACPs contract

    25. BE AMERICA’S BEST 25 Task Orders must conform to the basic contract CLIN structure CLIN structure is as follows:

    26. BE AMERICA’S BEST 26 Clauses The only Clauses cited in a DESP II task order are those clauses that require a fill-in. All other task order T’s and C’s are IAW the basic contract A list of Task order clauses are found at the mid-assembly point in ACPS

    27. BE AMERICA’S BEST 27 Forms and Sample Documents can be obtained via the DESP II Home Office or your local DESP II Program Representative POCs DESP II Technical Lead 801-777-9972 DESP II Contracting Officer 801-777-7168 DESP II Contract Negotiator 801-586-7933 DESP II Contract Negotiator 801-777-4754 DESP II Contract Negotiator 777-5395 Visit the DESP II Web Site at: http://contracting.hill.af.mil/AirCraft/DESPII/despII.asp

    28. BE AMERICA’S BEST 28 Conclusion Questions???????

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