federal acquisition service u.s. general services administration how to prepare a quality gsa offer...
TRANSCRIPT
Federal Acquisition Service
U.S. General Services Administration
How to Prepare a Quality GSA Offer
July 2010
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GSA Offer Preparation
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Accessing the Solicitations
FedBizOpps (www.fbo.gov) Search by Keyword
“financial and business solutions” for FABS Search by Solicitation Number
FCXB-F4-020002-B for FABS
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4www.fbo.gov Link to solicitation
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5Links to solicitation files Solicitation files
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Offer Instructions
READ THE ENTIRE SOLICITATION
SCP-FSS-002 Specific Proposal Submission Instructions (JUN 2009) Located on Cover Page of Attachment 2 – Solicitation
(page “iv”)
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Required Method for Submitting Offer
e-Offer Digital Certificate (eoffer.gsa.gov) Information submitted electronically
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Offer Sections
Section I – Administrative / Contract Data Section II – Technical Proposal Section III – Price Proposal
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Section I – Administrative / Contract Data
Pathway to Success Certificate Standard Form 1449; Attachment 4 (paper offer only) Vendor Response Document; Attachment 3 (paper offer only) Agent Authorization Letter; Attachment 12 (if applicable) Summary of Offer; Attachment 10 Copy of CCR Record; www.ccr.gov Copy of ORCA Record; www.orca.bpn.gov Past two years of company’s financial statements Small Business Subcontracting Plan; Attachment 7 (if large business) Previous Cancellation/Rejection Letters Other GSA contract numbers Pending offer(s) and contact information of Contract Specialist(s)
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Section I – Administrative / Contract Data Pathway to Success Certificate: vsc.gsa.gov
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Standard Form 1449 (Paper Offer Only); Attachment 4Fill in boxes 17(a), 30(a), (b), (c)
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Administrative / Contract Data Cont…
Vendor Response Document (Paper Offer Only); Attachment 3 Agent Authorization Letter; Attachment 12 (if applicable) Summary of Offer; Attachment 10 Copy of CCR Record; www.ccr.gov Copy of ORCA Record; www.orca.bpn.gov
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Administrative / Contract Data Cont…
Past two years of company’s financial statements Small Business Subcontracting Plan; Attachment 7
(if large business)
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Administrative / Contract Data Cont…
Previous Cancellation/Rejection Letters Other GSA contract numbers Pending offer(s) and contact information of Contract
Specialist(s) No brochures, newsletters, elaborate artwork,
expensive bindings or other visual presentation aids
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Small Business Subcontracting Plan Goals
GSA’s Internal Subcontracting Goals
37% - Small Businesses
5% - Women-Owned Businesses
6% - Small Disadvantaged Businesses
5% - Veteran-Owned Businesses
3% - Service Disabled Veteran-Owned Small Business
3% - HUBZone Businesses
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Section II – Technical Proposal
Technical Proposal is comprised of four factors: Factor One – Corporate Experience Factor Two – Relevant Project Experience Factor Three – Past Performance Factor Four – Quality Control
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Factor One – Corporate Experience Narrative describing applicable corporate experience (must
have provided service for two years) Two-page maximum Number of years providing service(s)
– Need at least 2 years for FABS Organization’s size, experience, and resources Brief history of activities Internal controls (organizational and accounting) Staffing capabilities Proposed federal marketing plan Discuss subcontractors
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Factor Two – Relevant Project Experience
Two project descriptions for EACH Special Item Number (SIN) proposed
Four-page maximum per project description Completed within the last two years or base year
completed, if on-going Demonstrate performed work is similar to solicited work Customer reference information for each project
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Relevant Project Experience Cont…
Narrative shall include: Detailed description of SIN-relevant work Methodology, tools, and/or processes used Demonstration of compliance with laws, regs., etc. Project schedule Similar in scope and complexity Specific experience and/or qualifications Special SIN Requirements
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Project Description Example – Customer Reference Information
Section II - Technical Proposal ABC Company, Inc.
SIN 520 5 – Loan Servicing & Asset ManagementProject 1 – Department of Veterans Affairs – Loan Resolution Project
Customer/Client Name: Department of Veterans AffairsProject Name/Contract Number: LRP-1 / VA-04-1224-APoint of Contact: Jane SmithPoint of Contact Phone Number: (555) 555-5555Point of Contact Email: [email protected] Period: 10/1/06 – 9/30/07Dollar Value of Project: $5,000,000.00Dollar Value of SIN-Relevant Work: $4,425,000.00
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Project Description Sample – Narrative
Section II – Technical Proposal ABC Company, Inc.
Brief Summary of ProjectThe VA contracted with ABC Company, Inc. to provide an end- to-end
solution, from loan origination through the fulfillment of borrower obligations to increase the effectiveness of its loan servicing program.
Detailed Description of SIN-Relevant WorkExplain in detail the elements of the project which relate directly to the
Schedule’s Statement of Work.
Methodology, Tools, and/or Processes UtilizedExplain how your firm performed the work.
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Project Description Sample – Narrative Cont…
Section II – Technical Proposal ABC Company, Inc.
Demonstration of compliance with any applicable laws, regulations,Executive Orders, OMB Circulars, professional standards, etc.
ABC Company demonstrated compliance with….
Project schedule (i.e., major milestones, tasks, deliverables), including anexplanation of any delays
- October 2006 – Began preliminary assessment… - December 2007 – Presented findings…. - January 2007 – Developed implementation strategy….
And so on, and so on…
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Substitution for Corporate Experience
If project experience does not exist, the offeror may substitute relevant projects of predecessor companies or key personnel that will be performing major aspects of the work
Must provide a project description which clearly identifies the entity or personnel that performed the services
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Factor Three – Past Performance
Offerors must order and obtain a Past Performance Evaluation (PPE) from Open Ratings, Inc. (Dun & Bradstreet)
Offerors are responsible for payment to Open Ratings ($175.00)
Submit completed Past Performance Evaluation AND order form with GSA offer
Address Negative Feedback
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Open Ratings Evaluations Cont…
Requires at least 4 references (Maximum: 20) Open Ratings will not release a report until it receives
at least 4 complete surveys Open Ratings estimates the process to take 20 to 35
days Reports are good for 1 year
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Factor Four – Quality Control
One narrative, regardless of number of SINs offered (2-page maximum)
Describe internal review procedures Identifies individuals reviewing projects Identifies if subcontractors are used and how offeror ensures
acceptable performance Identifies potential problems and solutions Contains procedures for meeting urgent requirements Assures and describes how multiple task orders from the
Government can be handled
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Section III – Price Proposal
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GSA’s Pricing Goal
Obtain Most Favored Customer (MFC) pricing
“The price analysis GSA does to establish the Government’s MAS negotiation objective should start with the best discount given to any of the vendor’s customers.” – GAO
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Section III – Price Proposal Proposal Pricelist Preparation; Attachment 8 Commercial Sales Practices (CSP); Attachment 9 Price Narrative Proposed Escalation (if applicable) Supporting Pricing Documentation Labor Category Descriptions Professional Compensation Plan Uncompensated Overtime Service Contract Act (SCA) Documentation
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Commercial Price List vs. Market Price(FAR 2.101)
Commercial Price List: Price included in a catalog, price list, schedule, or other form that is regularly maintained by the manufacturer or vendor, is either published or otherwise available for inspection by customers, and states prices at which sales are currently, or were last, made to a significant number of buyers constituting the general public
Commercial Market Price: Current prices that are established in the course of ordinary trade between buyers and sellers free to bargain and that can be substantiated through competition or from sources independent of the offerors
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Proposal Price List Preparation(Attachment 8)
SIN(s) proposed Service/Product proposed MFC/Best commercial customer MFC/Best commercial customer price Discount % offered to MFC/Best commercial customer Discount % offered to GSA Prices offered to GSA, excluding Industrial Funding Fee (IFF) Prices offered to GSA, including IFF
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Proposal Price List Preparation Example
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Proposal Price List Preparation Example Cont…
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Commercial Sales Practices Format (Attachment 9)
Previous sales information Estimated sales per SIN Discounting policies Deviations from standard commercial practices
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Commercial Sales Practices Format Example
ABC Company, Inc.
520-1, 520-2, 520-4
5,000,00010/1/07 9/30/08
520-1520-2
100,000
100,000
520-4 100,000
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Commercial Sales Practices Format (Attachment 9) Cont…
If “No,” explain in Price Narrative
If “Yes,” explain in Price Narrative
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Price Narrative
Provide information for the Contracting Officer to determine offered prices are fair and reasonable for each offered service
Deviations from CSP State whether prices proposed are based on
Commercial Price List or Market Prices Proposed economic price adjustment
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Economic Price Adjustment
Based on Commercial Price List: 552.216-70 ECONOMIC PRICE ADJUSTMENT – FSS
MULTIPLE AWARD SCHEDULE CONTRACTS (SEP 1999) (ALTERNATE I – SEP 1999)
– Based on changes in Commercial Price List
Based on Market Price: I-FSS-969 ECONOMIC PRICE ADJUSTMENT – FSS
MULTIPLE AWARD SCHEDULE (JAN 2002)– Negotiate fixed escalation rate– Based on market indicator
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Price Narrative Example
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Supporting Pricing Documentation
Support for EACH proposed service Invoices Contracts Quote sheets
Clear and relevant relationship between document and price Document labeled with
corresponding labor category or service
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Supporting Documentation Example
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Supporting Documentation Example
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Other Elements of Price Proposal
Labor category descriptions Functional responsibilities Minimum years of experience Minimum educational/degree requirements Applicable training/certification requirements
Professional Compensation Plan – Clause 52.222-46 Uncompensated Overtime – Clause 52.237-10 Services Contract Act documentation
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GSA Offer Evaluation
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When We Receive Your Proposal…
Offer assigned to Contract Specialist Offers with deficiencies will be rejected Contract Specialist will contact offereror to request clarifications
or correction of minor deficiencies Timeframe for response is established Negotiations Final Proposal Revision Award
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Contract Administration
Ongoing Process 5-Year Contract with THREE 5-
Year Option Periods IFF Sales Reporting Modification Requests Small Business Reporting (eSRS) Contractor Assist Visits Minimum Sales Criteria
$25,000 / 1st 2 years $25,000 / year
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Submitting Your Offer
E - Offer
http://eoffer.gsa.gov/
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For Further Assistance
Financial and Business Solutions (520) Hotline: (703) 605-9500 Email: [email protected]