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Understanding Simplified Acquisition Procedures & Combined Synopsis/Solicitation Prepared by Ms. Marichu N. Relativ

Office of Government Contracting. Understanding Simplified Acquisition Procedures & Combined Synopsis/Solicitation Prepared by Ms. Marichu N. Relativo Procurement Center Representative (PCR) - Alaska. Office of Government Contracting (GC)

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Understanding Simplified Acquisition Procedures & Combined Synopsis/Solicitation Prepared by Ms. Marichu N. Relativ

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  1. Office of Government Contracting Understanding Simplified Acquisition Procedures & Combined Synopsis/Solicitation Prepared by Ms. Marichu N. Relativo Procurement Center Representative (PCR) - Alaska Office of Government Contracting (GC) -- advocates on behalf of small business in the federal procurement world. www.sba.gov

  2. Key to Success • Any business, regardless of size, has the potential to get a contract with the government • Best chance are any vendors that sells a product or service & are: • Responsible • Competitive • Patient in dealing with the bureaucratic process • Committed to use all resources needed to market to the Government • Technologically proficient and adaptable to changes • Communicate/understand the contracting language www.sba.gov

  3. Small Business Programs & Goals • 8(a)/Small Business Development (SDB) – 5% • Certification requires SBA approval • HUBZone Small Business – 3% • Certification requires SBA approval • Service-Disabled Small Business (SDVOSB) – 3% • Self-certification in CCR • Small Women-Owned Small Business (SWOSB) – 5% • Self-certification in CCR • Small Business (SB) – 23% • Self-certification in CCR FAR Part 19, Public Laws, Code of Federal Regulations (13 CFR) www.sba.gov

  4. FY2009 Small Business Procurement Scorecard Report http://www.acq.osd.mil/osbp/statistics/goals.htm www.sba.gov

  5. www.sba.gov

  6. Purpose of Federal Government-Wide Goals • To help small and disadvantaged businesses • Federal contracts is not a guarantee • Level the playing field for small business • Agencies must TRY to meet these goals • Contracts are awarded on price, quality and performance • Contracts are not handouts or giveaways • SBA Scorecards each agency – Report card • Agency report cards posted in the SBA website http://www.sba.gov/aboutsba/sbaprograms/goals/index.html www.sba.gov

  7. Acquisition Regulations • Federal Acquisition Regulation (FAR) • Department of Defense (DFARS) • Department of the Army (AFARS) • U.S. Army Corps of Engineers (EFARS) • Department of the Air Force (AAFARS) • Department of the Interior (DIARS) • National Park Service (NPS) • Bureau of Land Management (BLM) • Fish & Wildlife Services (FWS) • Websites: www.arnet.gov/far or http://farsite.hill.af.mil/ www.sba.gov

  8. Order of Preference • Parity among the following: • 8(a) BD • HUBZone • SDVOSB • WOSB – Preference status – effective February 5, 2011 • Underrepresented NAICS codes set aside to WOSB/EDWOSB • General Rule: “Once 8(a) – Stays 8(a)” • Per FAR 19.8/13CFR 124 • Exception: New requirement or requirement increased by 25% • Construction requirement – considered new requirement • Same applies to the other Small Business Programs • Geographic Restriction on set aside: • None • Exception: Alaska ANC/8(a) firms www.sba.gov

  9. Acquisition Methods $150K $150K $6.5M $150K www.sba.gov

  10. Simplified vs. Commercial Acquisition • Simplified Acquisition Procurement (SAP) • Under $100,000 • Supplies, Services, Construction procurement • Reserved for small business • Commercial Acquisition • Up to $5.5 Million • Supplies & services only • Can be formal or informal acquisition $150K $6.5M www.sba.gov

  11. Types of Commercial Acquisition • One-time requirements • Gym equipment, purchase/install carpets, cameras, etc. • On-going requirements • Janitorial, grounds maintenance, laundry service, etc. • Follow-on requirements • IT upgrades/training • Exceptions • Non GSA or FSS procurement • Utilizing existing regional/agency requirements contracts (AFWay, MATOC, ERS) www.sba.gov

  12. MICRO PURCHASE • Micro Purchase – Credit Card • One-time purchase • Supplies: $3,000 or below • Services: $2,500 or below • Construction: $2,000 or below • Unrestricted (full/open) • Informal (end-user allowed to use) • Penalty for splitting requirements to keep under the threshold amount www.sba.gov

  13. Publicizing Actions • Government Point of Entry (GPE) • Below $10,000 – Not required • $10,000 – $25,000 • Display in public place or electronic means • Above $25,000 – GPE Required • Federal Business Opportunities website (FBO) • EBuy website for GSA requirements only • Recovery Act (ARRA) funded requirements • Exceptions • 8(a) Sole Source requirements FAR PARTS 5 & 8 www.sba.gov

  14. Publicizing Actions • Government Point of Entry (GPE) Dept of Interior GPE NPS, BLM, FWS, BIA, MMS, BR, NBC, etc… Transfer Data Back/Forth Transfer Data Back/Forth Stand alone GPE www.sba.gov

  15. Federal Business Opportunities (FBO) Government Point of Entry or GPE (+$25,000) = See FAR Part 5 www.sba.gov

  16. ARMY ‘s GPE AFSI Website: https://acquisition.army.mil/asfi/ www.sba.gov

  17. Dept of Interior’s GPE DOI Website: http://ideasec.nbc.gov www.sba.gov

  18. Current Requirements in Guam www.sba.gov

  19. Sample Notification from FBO Watch video in FBO for instructions to set up automatic notification Title:                            Polar Bear Telemetry Tags Sol. #:                          70181AQ017  Agency:                       Department of the Interior Office:                         Fish and Wildlife Service  Location:                     CGS-WO  Posted On:                  Nov 13, 2009 3:01 pm  Base Type:                  Combined Synopsis/Solicitation  Link:            https://www.fbo.gov/spg/DOI/FWS/CGSWO/70181AQ017/listing.html Title:                            RECOVERY 3 Lakes Bridge Replacement  Sol. #:                          AG-0489-S-10-0057  Agency:                       Department of Agriculture  Office:                        Forest Service  Location:                     EROC Northwest  Posted On:                  Nov 13, 2009 2:44 pm  Base Type:                  Presolicitation  Link:                https://www.fbo.gov/notices/1242321ba7d2eded9c2f97c0140f069c www.sba.gov

  20. Type of Notices in FBO www.sba.gov

  21. Type of Notices in FBO Con’t www.sba.gov

  22. Federal Supply Codes (FSC) 10 -- Weapons 11 -- Nuclear ordnance 12 -- Fire control equipment 13 -- Ammunition & explosives 14 -- Guided missiles 15 -- Aircraft & airframe structural components 16 -- Aircraft components & accessories 17 -- Aircraft launching, landing & ground handling equipment 18 -- Space vehicles 19 -- Ships, small craft, pontoons & floating docks 20 -- Ship and marine equipment 22 -- Railway equipment 23 -- Ground effects vehicles, motor vehicles, trailers & cycles 24 -- Tractors 25 -- Vehicular equipment components 26 -- Tires and tubes 28 -- Engines, turbines & components 29 -- Engine accessories 30 -- Mechanical power transmission equipment 31 -- Bearings 32 -- Woodworking machinery and equipment 34 -- Metalworking machinery 35 -- Service and trade equipment 36 -- Special industry machinery 37 -- Agricultural machinery & equipment 38 -- Construction, mining, excavating & highway maintenance equipment 39 -- Materials handling equipment 40 -- Rope, cable, chain & fittings 41 -- Refrigeration, air-conditioning & air circulating equipment 42 -- Fire fighting, rescue & safety equipment www.sba.gov

  23. Federal Supply Codes (FSC) 43 -- Pumps & compressors 44 -- Furnace, steam plant & drying equipment; & nuclear reactors 45 -- Plumbing, heating, & sanitation equipment 46 -- Water purification & sewage treatment equipment 47 -- Pipe, tubing, hose & fittings 48 -- Valves 49 -- Maintenance & repair shop equipment Hand tools 52 -- Measuring tools 53 -- Hardware & abrasives 54 -- Prefabricated structures and scaffolding 55 -- Lumber, millwork, plywood & veneer 56 -- Construction & building materials 58 -- Communication, detection, & coherent radiation equipment 59 -- Electrical and electronic equipment components 60 -- Fiber optics materials, components, assemblies & accessories 61 -- Electric wire & power & distribution equipment 62 -- Lighting fixtures & lamps 63 -- Alarm, signal & security detection equipment 65 -- Medical, dental & veterinary equipment & supplies 66 -- Instruments & laboratory equipment 67 -- Photographic equipment 68 -- Chemicals & chemical products 69 -- Training aids & devices 70 -- General purpose information technology equipment 71 -- Furniture www.sba.gov

  24. Federal Supply Codes (FSC) 72 -- Household & commercial furnishings & appliances 73 -- Food preparation and serving equipment 74 -- Office machines, text processing systems & visible record equipment 75 -- Office supplies and devices 76 -- Books, maps & other publications 77 -- Musical instruments, phonographs & home-type radios 78 -- Recreational & athletic equipment 79 -- Cleaning equipment and supplies 80 -- Brushes, paints, sealers & adhesives 81 -- Containers, packaging, & packing supplies 83 -- Textiles, leather, furs, apparel & shoe findings, tents & flags 84 -- Clothing, individual equipment & insignia 85 -- Toiletries 87 -- Agricultural supplies 88 -- Live animals 89 -- Subsistence 91 -- Fuels, lubricants, oils & waxes 93 -- Nonmetallic fabricated materials 94 -- Nonmetallic crude materials 95 -- Metal bars, sheets & shapes 96 -- Ores, minerals & their primary products 99 -- Miscellaneous Access the complete list: http://www.dlis.dla.mil/H2/default.asp www.sba.gov

  25. Classification Codes Services & Construction www.sba.gov

  26. ARMY ANNOUNCEMENT IN FBO When you click this, it will take you to the Agency’s website Announcement Breakdown www.sba.gov

  27. List of additional documents for this requirement NOTE: AFS utilized by the Dept of Defense www.sba.gov

  28. List of additional documents for this requirement NOTE: NBC is utilized by the Dept of Interior (NPS, BLM, FS, BR) http://ideasec.nbc.gov/j2ee/opportunities.jsp www.sba.gov

  29. List of additional documents for this requirement NOTE: NBC is utilized by the Dept of Interior (NPS, BLM, FS, BR) http://ideasec.nbc.gov/j2ee/opportunities.jsp www.sba.gov

  30. For • Simplified Acquisition and • Commercial • Form can be used as: • Solicitation • Quote Sheet • Award • Receiving Report SAMPLE SF 1449 www.sba.gov

  31. Main Commercial Clauses & Provisions • 52.212-1 -- Instructions to Offerors -- Commercial Items. • (removed after award) • 52.212-2 -- Evaluation -- Commercial Items • (removed after award) • 52.212-3 -- Offeror Representations and Certifications -- Commercial Items (filed) • 52.212-4 -- Contract Terms and Conditions -- Commercial Items (part of the award) • 52.212-5 -- Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items(part of the award) Website: http://farsite.hill.af.mil www.sba.gov

  32. 52.212-1 -- INSTRUCTIONS TO OFFERORS • NAICS Code & Small Business Size Qualification • Submission of Offers (include in the offer, proposal, quote) • Period of acceptance of offers - “Prices is good for 30 days” • Product Samples (i.e., video/movie, design/artwork, etc) • Multiple offers (allowed - will be evaluated separately) • Late Submission, modification, revisions/withdrawal of offers • Late is Late – consider the contracting office physical location/time zone • Calendar days used in the bidding period • Acknowledge all amendments/revision of the solicitation • Electronic commerce may/may not be authorized www.sba.gov

  33. 52.212-1 -- INSTRUCTIONS TO OFFERORS (cont) • Contract Awards • Multiple Awards • DUNS/CCR requirement • Debriefing • Strengths/weakness of the proposal • Understand the process • Improve future proposal/acquisitions • The Govt followed the solicitation requirement/evaluation factors • Determine if a protest is valid to pursue • Pick your battles www.sba.gov

  34. 52.212-2 -- Evaluation • Evaluation Factors Identified • Relative Order of Importance of the Evaluation factors, such as in Descending Order of Importance: • Technical Capability • Price • Experience (What you did) • Past Performance (How well you did) • Small Disadvantaged Business Participation www.sba.gov

  35. Examples of Evaluation Criteria/Factors • Low Price • Other Factors to Considered (agency should identify these factors) • Delivery/Discounts • ORCA – Online Representations & Certifications Application • Technical – “Ability and understanding of requirements” • Experience – “What you did” • Past Performance – “How well you did” • Key Personnel – Project Managers, Safety Officer, QC www.sba.gov

  36. ACTUAL EVALUATION FACTORS “Award will be made to the offeror whose offer conforming to the solicitation is determined to be most advantageous to the Government, price and other factors considered.” “Award will be made to the responsible offeror whose quote/offer represents the best value in terms of technical (capability of item(s) offered to meet the government need), and price.” “52.212-02, Evaluation-Commercial Items. The specific criteria to be used for evaluation, listed in declining importance, shall be as follows: 1) Ability to meet salient characteristics 2) Best value to the Government 3) Any warranties and price discounts 4) Price All other evaluation factors other than price, when combined, are significantly less important than price.” www.sba.gov

  37. Brand Name or Equal Product “The following provisions apply to this acquisition: 52.211-6 Brand Name or Equal;FAR 52.212-1 is supplemented per following addenda: "Contractor shall submit their quote on company letterhead, delivery time, name, address, and telephone number of the offeror, terms of any express warranty, unit price, and overall total price;” If providing “an equal” product – ensure to include product information (specifications, product literature) & state in your quote that you are providing “an equal product” www.sba.gov

  38. 52-212-3 – Offeror Representation and Certifications • Require with quote/proposal • Require to complete on-line registration • On Line Representations and Certifications Application (ORCA) • https://orca.bpn.gov/ • https://www.bpn.gov/ccr/default.aspx • Not part of the final award document www.sba.gov

  39. 52.212-4 – Contract Terms & Conditions • Inspection/Acceptance • Assignment (of claims) • Changes (terms/conditions) • Definitions • Excusable Delays • Invoices Instruction • Wide Area Work Flow (WAWF) • WAWF – used by Dept of Defense • Patent Indemnity • Payment • Items accepted (receiving report) • Prompt payment Act (Interest) • Supplies/Services – 30 days • Construction – 14 days • Can request payment within 7 days • Risk of Loss • Taxes • Termination for the Govt Convenience • Termination for Cause • Title • Warranty • Limitation of Liability • Other Compliances • Compliance with laws unique to Govt contracts • Order of Precedence • Central Contractor Registrations (CCR) • Alternate (instructions) www.sba.gov

  40. 52.212-5—Contract Terms & Conditions to Implement Status or Executive Orders • 52.233-3 – Protest After Award • Contracting Officer shall check the clauses as appropriate • 52.203-15 -Whistleblower Protection under the American Recovery & Reinvestment Act (ARRA) • 52.219-4 - HUBZone Set Aside • 52.219-6 - Notice of Total Small Business Set Aside • 52.219-14 - Limitations on Subcontracting • 52.219-27- Total Service Disabled Veteran Owned Set Aside • 52.225-1 - Buy American Act – Supplies • 52.222-41 - Service Contract Act (SCA) – for service requirements www.sba.gov

  41. Self – Perform Rule • Small Business (including 8(a) ANC) firms as Prime contractors must self perform a percentage of work • Percentage is based on labor only • 52.219-14—Limitations on Subcontracting (Self-Perform by Prime) • Supplies – 50% • Services – 50% • Construction – 15% • Construction Special Trade - 25% www.sba.gov

  42. Dept of Labor - Wage Rates Service Contract Act (SCA) – Applies to services above $2,500 Davis Bacon Act (DB) – Applies to construction above $2,000 Website: http://www.wdol.gov/ www.sba.gov

  43. Contract Award • Are you Responsive? • The solicitation requirements • Are you Responsible? • Pre-Award Survey: Technical capability • & production capability • Quality Assurance (QA) • Financial: accounts receivable, net worth, cash flow • Accounting System • System for Qualifying Suppliers • Packaging, Marking, Shipping www.sba.gov

  44. Contract Performance • Read & understand the contract • Communicate with all players • Contingency Plans • Anticipating potential problems • On-Time delivery/performance • Establish a good track (written) record • For Past Performance evaluation The Contracting Officer is the only person with the authority to act as agent of the Government (FAR 1.602-1) www.sba.gov

  45. Getting Paid • Know the paperwork process • Keep good records • Know your options • Progress payments • Prompt Payment Act • EFT (electronic funds transfer) • Accept government credit cards • Dept of Defense Agencies -- Wide Area Workflow-Receipt & Acceptance (WAWF-RA) https://wawf.eb.mil http://www.wawftraining.com www.sba.gov

  46. Helpful Tips • The Contracting Officer- only authoritized person to bind the Government (FAR 1.602-1) • Obtain clarification in writing regarding solicitation • Email subject line: reference solicitation number/project title • Include alternate point of contact • After award, information is public knowledge • Agency allowed to release the vendor name/price • Inquiry “or equal” product if it did not meet specs • FOIA – Freedom Of Information Act (formal request ) www.sba.gov

  47. Lost in Translation www.sba.gov

  48. Questions? Ms. Marichu Relativo Tel: 907-271-2297 Fax: 907-271-2262 Email: marichu.relativo@sba.gov http://www.sba.gov/aboutsba/sbaprograms/gcbd/index.html http://www.sba.gov/ www.sba.gov

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