1

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.

Office of Government Contracting

10/20/2010 www.sba.gov

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

Key to Success

210/20/2010 www.sba.gov

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

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FAR Part 19, Public Laws, Code of Federal Regulations (13 CFR)

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http://www.acq.osd.mil/osbp/statistics/goals.htm10/20/2010 www.sba.gov

FY2009 Small Business Procurement Scorecard Report

510/20/2010 www.sba.gov

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

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http://www.sba.gov/aboutsba/sbaprograms/goals/index.html

www.sba.gov

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)

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Websites: www.arnet.gov/far or http://farsite.hill.af.mil/

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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

Order of Preference

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Simplified Acquisition

Request For Quotation (RFQ)

Commercial Buy (Combined Synopsis/

Solicitation)

Sealed Bidding Acquisition

Invitation For Bid (IFB)

Negotiated Acquisition Request For

Proposal (RFP)

-Under $100K

-Informal

-Simplified (SAP)

-Supplies

-Services

-Construction

-FAR 13

-SF 18, 1449 or DD 2555

-Under $5.5M

-Informal

-Formal

-Supplies

-Services

-FAR 12

-FAR 14

-FAR 15

-SF 1449

- Above $100K

-Formal

-Seal Bid

-Price Only

-Supplies

-Services

-Construction

-FAR 14

-SF 33, 1442

-Above $100K

-Formal

-Negotiated

-Best Value

-Supplies

-Services

-Construction

-FAR 15

-SF 33, 1442

Acquisition Methods

910/20/2010 www.sba.gov

$150K $6.5M $150K $150K

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Simplified Acquisition Procurement (SAP)Under $100,000Supplies, Services, Construction procurementReserved for small business

Commercial AcquisitionUp to $5.5 MillionSupplies & services onlyCan be formal or informal acquisition

Simplified vs. Commercial Acquisition

www.sba.gov

$150K

$6.5M

One-time requirementsGym equipment, purchase/install carpets, cameras, etc.

On-going requirementsJanitorial, grounds maintenance, laundry service, etc.

Follow-on requirementsIT upgrades/training

ExceptionsNon GSA or FSS procurementUtilizing existing regional/agency requirements

contracts (AFWay, MATOC, ERS)10/20/2010 11

Types of Commercial Acquisition

www.sba.gov

Micro Purchase – Credit CardOne-time purchaseSupplies: $3,000 or belowServices: $2,500 or belowConstruction: $2,000 or belowUnrestricted (full/open)Informal (end-user allowed to use)Penalty for splitting requirements to

keep under the threshold amount10/20/2010 12

MICRO PURCHASE

www.sba.gov

Below $10,000 – Not required$10,000 – $25,000 Display in public place or electronic means

Above $25,000 – GPE RequiredFederal Business Opportunities website (FBO)EBuy website for GSA requirements onlyRecovery Act (ARRA) funded requirements

Exceptions8(a) Sole Source requirements

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Publicizing ActionsGovernment Point of Entry (GPE)

www.sba.gov

FAR PARTS 5 & 8

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Publicizing ActionsGovernment Point of Entry (GPE)

www.sba.gov

Dept of Interior GPENPS, BLM, FWS, BIA, MMS, BR, NBC, etc…

Transfer Data Back/Forth

Transfer Data Back/Forth

Stand alone GPE

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Federal Business Opportunities (FBO)

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Government Point of Entry or GPE (+$25,000) = See FAR Part 5

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AFSI Website: https://acquisition.army.mil/asfi/

ARMY ‘s

GPE

1710/20/2010 www.sba.govDOI Website: http://ideasec.nbc.gov

Dept of Interior’s

GPE

Current Requirements in Guam1810/20/2010 www.sba.gov

Title:                            Polar Bear Telemetry TagsSol. #:                          70181AQ017 Agency:                       Department of the InteriorOffice:                         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

Sample Notification from FBO

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Watch video in FBO for

instructions to set up automatic notification

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Type of Notices in FBOPre-solicitation Notice

Advance Notice that a solicitation is forthcoming. This is posted 15 days prior to the solicitation being available. Used in formal acquisition (RFP & IFB)

Solicitation Changes to the Pre-solicitation notice or Solicitation (due date, specifications, etc)

Combined Synopsis/

Solicitation

Informal/formal solicitation used for commercial items/buys. Complete scope of work/specification provided in the announcement. Solicitation copy is provided. Evaluation - price alone and/or other factors. Response time: 10–30 days.

Sources Sought Gathering information/Market Research. No solicitation available. Agency will make a determination on procurement based of information received (i.e., set aside for HUBZone, SDVOSB, 8(a), or full/open). Request information (statement of qualification) or list of questions. The response time is between 10 – 45 days.

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Type of Notices in FBO Con’t

Special Notice Used for Information Purpose Only, Sources Sought, Notice of a sole source procurement, and Recovery Act procurement. Provide information of a vendor fair/industry day; upcoming specific event, pending new requirements/changes.

Award Notice of award and information pertaining to the award above $3.5 million (with exceptions at 5.303(a)). Only formal solicitation the award notice is posted. There is no requirement to post or notify firms/vendors of informal solicitation. All Recovery Act Funded projects will be posted for subcontracting opportunities.

Cancellation Announcement/solicitation has been canceled

Modification/ Amendment

Changes to the Pre-solicitation notice or Solicitation (due date, specifications, etc)

10/20/2010 www.sba.gov

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 2210/20/2010 www.sba.gov

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

& supplies66 -- Instruments & laboratory equipment 67 -- Photographic equipment 68 -- Chemicals & chemical products 69 -- Training aids & devices 70 -- General purpose information technology

equipment 71 -- Furniture

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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 2410/20/2010 www.sba.gov

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Classification Codes Services & Construction

10/20/2010 www.sba.gov

Announcement Breakdown

When you click this, it will take you to the Agency’s website

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ARMY ANNOUNCEMENT IN FBO

NOTE: AFS utilized by the Dept of Defense

List of additional documents for this requirement

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NOTE: NBC is utilized by the Dept of Interior (NPS, BLM, FS, BR) http://ideasec.nbc.gov/j2ee/opportunities.jsp

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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

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List of additional documents for this

requirement

ForSimplified

Acquisition and Commercial

Form can be used as:

Solicitation Quote Sheet Award Receiving Report

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SAMPLE SF 1449

10/20/2010 www.sba.gov

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)

Main Commercial Clauses & Provisions

Website: http://farsite.hill.af.mil3110/20/2010 www.sba.gov

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

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52.212-1 -- INSTRUCTIONS TO OFFERORS (cont)

Contract Awards Multiple Awards DUNS/CCR requirement Debriefing

Strengths/weakness of the proposalUnderstand the processImprove future proposal/acquisitionsThe Govt followed the solicitation requirement/evaluation

factorsDetermine if a protest is valid to pursue

Pick your battles3310/20/2010 www.sba.gov

52.212-2 -- Evaluation

Evaluation Factors Identified Relative Order of Importance of the

Evaluation factors, such as in Descending Order of Importance:Technical CapabilityPriceExperience (What you did)Past Performance (How well you did)Small Disadvantaged Business Participation

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1) Low Price2) Other Factors to Considered (agency should identify these

factors)a) Delivery/Discountsb) ORCA – Online Representations & Certifications

Applicationc) Technical – “Ability and understanding of requirements”d) Experience – “What you did”e) Past Performance – “How well you did”f) Key Personnel – Project Managers, Safety Officer, QC

Examples of Evaluation Criteria/Factors

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“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.”

ACTUAL EVALUATION FACTORS

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“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.”

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“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”

Brand Name or Equal Product

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52-212-3 – Offeror Representation and Certifications

Require with quote/proposalRequire to complete on-line registrationOn Line Representations and Certifications

Application (ORCA)https://orca.bpn.gov/https://www.bpn.gov/ccr/default.aspxNot part of the final award document

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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)

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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 Aside52.219-6 - Notice of Total Small Business Set Aside52.219-14 - Limitations on Subcontracting 52.219-27- Total Service Disabled Veteran Owned Set Aside52.225-1 - Buy American Act – Supplies52.222-41 - Service Contract Act (SCA) – for service

requirements4010/20/2010 www.sba.gov

Self – Perform RuleSmall Business (including 8(a) ANC) firms as

Prime contractors must self perform a percentage of work

Percentage is based on labor only52.219-14—Limitations on Subcontracting (Self-

Perform by Prime)Supplies – 50%Services – 50%Construction – 15%Construction Special Trade - 25%

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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/10/20/2010 www.sba.gov

Dept of Labor - Wage Rates

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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

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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

Contract Performance

The Contracting Officer is the only person with the authority to act as agent of the Government (FAR 1.602-1)

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Know the paperwork processKeep good recordsKnow your options

Progress paymentsPrompt Payment Act

EFT (electronic funds transfer)Accept government credit cardsDept of Defense Agencies -- Wide Area Workflow-Receipt

& Acceptance (WAWF-RA)

https://wawf.eb.mil

http://www.wawftraining.com

Getting Paid

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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 titleInclude alternate point of contact

After award, information is public knowledgeAgency allowed to release the vendor name/priceInquiry “or equal” product if it did not meet specsFOIA – Freedom Of Information Act (formal request )

Helpful Tips

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Lost in Translation

www.sba.gov

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Questions?

http://www.sba.gov/

http://www.sba.gov/aboutsba/sbaprograms/gcbd/index.html

10/20/2010 www.sba.gov

Ms. Marichu RelativoTel: 907-271-2297Fax: 907-271-2262

Email: marichu.relativo@sba.gov