AIA Best Practices SMPS is a Registered Provider with The American Institute of Architects Continuing Education Systems. Credit earned on completion of this program will be reported to CES Records for AIA members. Certificates of Completion for non-aia members are available on request. This program is registered with the AIA/CES for continuing professional education. As such, it does not include content that may be deemed or construed to be an approval or endorsement by the AIA of any material of construction or any method or manner of handling, using, distributing, or dealing in any material or product. Questions related to specific materials, methods, and services will be addressed at the conclusion of this presentation. 2
Your Presenters Neal Couture, CPCM Executive Director National Contract Management Association Cindy Sears-Clemmons, CPSM Marketing Manager, Federal Management Group Jacobs Carter Burgess 3 1 Federal Government Procurement Overview
History of Federal Contracting Foundation in English Common Law, and the Magna Carta. Revolutionary era: munitions and rations, lack of financing or support U.S. Constitution: strong central government, taxes, appropriations, common defense Civil War era: specification challenges due to technology advancements, profiteering, irredeemable paper money Pre-WWI: lack of standardization, high prices, flying machine contract WWII: arsenal of democracy, enormous expenditures, new technologies, full industrialization of government Post-WWII: explosion of procurement regulation, public policy 5 Evolution of Procurement Practices Pre-1990 s (the old way): Hyper-specification 19 thick documents. Paper based. Sealed bids, low price wins. The current era: Best Value. Performance-based. Commercial item preference. Past performance data. Electronic commerce. 6
Federal Government Procurement Guiding Principles 1. Deliver on a timely basis the best value product or service to the customer. 2. Maximize the use of commercial products and services. 3. Use contractors who have a track record of successful past performance or who demonstrate a current superior ability to perform. 4. Promote competition. 5. Conduct business with integrity, fairness, and openness. 6. Fulfill public policy objectives. 7 Special Considerations When Contracting with the Government Authority to contract Contracting Officer. Representations and Certifications - ORCA. Contract opportunities must be publicized. Right to certain unilateral actions, including terminating the contract. Right to inspect your records. Your rights to protest contract awards and dispute Government decisions. Socio-economic programs. Labor laws applicable to contracts for services. Opportunity for public to comment on proposed acquisition policies and procedures. 8
Contract Types Fixed Price Places upon the contractor maximum risk and full responsibility for all costs and resulting profit or loss. Provides maximum incentive for the contractor to control costs and perform effectively. Imposes a minimum administrative burden upon the contracting parties. Cost reimbursement Provide for payment of allowable incurred costs, to the extent prescribed in the contract. Establishes an estimate of total cost for the purpose of obligating funds and establishing a ceiling that the contractor may not exceed (except at its own risk) without the approval of the contracting officer. 9 Solicitation Types Negotiated procurement (FAR Part 15) Source Selection Authority (SSA) and Source Evaluation Team. Request for Proposals (RFP) Technical requirements Proposal instructions Evaluation factors Firms submit their proposals (offers). Evaluate offers using evaluation factors. Exchanges with offerors after receipt of proposals. Competitive range decision. Proposal revisions. Select the proposal that represents the best value to the government. 10
Solicitation Types Sealed bidding (FAR Part 14) Invitation for Bids (IFB). Bids evaluated without discussions. Public opening of bids. Award made to responsible bidder whose bid, conforming to the invitation for bids, will be most advantageous to the Government, considering only price and the price-related factors included in the solicitation. Only fixed price contracts used. 11 Other Ways to Procure Interagency acquisitions. GSA Schedule contracts. Governmentwide Acquisition Contracts (GWACs) (for IT). Simplified acquisition procedures. Purchase cards. Blanket Purchase Agreements (BPAs). Purchase orders. Imprest funds cash. SF44 Purchase Order Invoice - Voucher 12
Socio-economic programs Small Business Set-asides. SBA s 8(a) Business Development (BD) Program. Small Disadvantaged Business Participation Program. Historically Underutilized Business Zone (HUBZone) Program. Service-Disabled Veteran-Owned Small Business Procurement Program. Each program requires contractor registration before being considered for contract awards. 13 Is Your Firm Prepared to Deal With the Federal Government? Put in place infrastructure and talent. Written code of business ethics and conduct. Records retention procedures. Contract management expertise. Verify your accounting system will comply. Payroll administration. Cost accounting (for cost reimbursement contracts). Electronic Funds Transfers (EFT). Register as a Contractor on CCR. Register for socio-economic programs if eligible. Find Federal Contracting Opportunities. 14
Essential Resources Federal Acquisition Regulation (FAR) http://www.arnet.gov/far/ Contractor Central Registration (CCR) http://www.fedbizopps.gov Online Representations and Certifications (ORCA) https://orca.bpn.gov/ Small Business Administration (SBA) http://www.sba.gov/ General Services Administration (GSA) http://www.gsa.gov/ FedBizOps http://www.fedbizopps.gov/ SBA Sub-Net http://web.sba.gov/subnet/ Guide to Selling to the Government http://www.business.gov/guides/contracting/ 15
Critical Success Factors 1. Understand your client s environment. 2. Know your clients the end user and the contracting officer. 3. Make it easy for your client to hire you by establishing contract vehicles GSA schedule, GWAC, BPA, etc. 4. Take advantage of all socio-economic programs. 5. Comply with all contract requirements, not just the technical aspects. 21 Questions and Comments
2 Understanding the SF330 Form Introduction POLL QUESTION How experienced are you with the SF 330? 1. Not experienced 2. Somewhat experienced 3. Very experienced 24
Overview The Purpose - One proposal format for many agencies Evaluates a firm s abilities to deliver services for a proposed project or contract SF 330 Approved in December 2003 Mandatory in June 2004 Replaces SF 254/255 that was in use since 1975 Obtain blank form and instructions from www.gsa.gov/forms The SF 254/255 is still in use by public institutions, state and local government agencies. Some of these agencies use their own modified 255 form/instructions. 25 Overview SF 255 vs. SF 330 Part I Like SF 255, SF 330 Part I demonstrates contract specific qualifications Unlike SF 255, requires organization chart SF 330 Part I - 1 page/person SF 330 Part I - 1 page/project No list of current Federal work (formerly SF 255 Block 9) Unlike SF 255, required matrix of key personnel and example projects Emphasis on demonstration of relationship between the example projects and the proposed team. 26
Overview SF 254 vs. SF 330 Part II SF 254 one per firm with each submission SF 330 Part II General Qualifications one for each firm or branch office with key involvement on the team Employees are coded by discipline Uses expanded and updated profile code list Simpler revenue information No example projects 27 General Know your client Relationship with client Positioning Always schedule a debriefing if offered Win or lose Keep notes on any formatting preferences expressed by the agency Color or no color? Lots of photos? 2 page resumes? 2+ page project pages? IDIQ as project page or stand-alone task orders? 28
General Basic The form comes with directions Follow the directions Fill in the requested information Follow all the specialized directions and criteria in the solicitation notice Do not include info that was specifically excluded by the notice. Since the sections are interrelated, consistency is important Use team reviews to gather comments and improve product 29 Just filling out the form is not enough anymore in this competitive environment to come out ahead 30
SF 330 Part I Sections A-C 31 SF 330 Part I Section D Organization Chart Check the box that indicates that the org chart is attached. Clearly show lines of authority Illustrates there are the required number of professionals in the required disciplines 32
SF 330 Part I Selecting your team Remember the 330 emphasizes relationships Tip - Use an expanded G matrix to plot possible people and projects Can inform team decisions, but shouldn t be the only driver The most X s doesn t always yield the most relevant project 33 SF 330 Part I Section E - Resumes Capabilities of key players Too much information can obscure what is really important Be consistent with formatting and narrative style - attention to detail is the mark of best-in-class 34
SF 330 Part I Section E Resumes Block 12 Match name on Section D - Org Chart and Section G Matrix Block 26 Block 13 Role must match Org Chart and Section G - Matrix Block 27 Block 14 If the person has worked at the firm less than one year, suggest not listing the months say 1 or <1 Block 15 - This is the legal name of your firm 35 SF 330 Part I Section E - Resumes Block 16 - Show highest degree unless the discipline of the person s other degree is also relevant In Block 17 if the individual has multiple registrations, include the ones requested by the RFP, or others that may be relevant. 36
SF 330 Part I What s wrong? Two resumes from the same proposal. 37 SF 330 Part I Inconsistent formatting Years with current firm less than 1 Gives information not asked for What s wrong? Two resumes from the same proposal. 38
SF 330 Part I Section E Resumes Emphasize relevancy and client benefit as a thread through each section Block 18 Other Professional Qualifications Many firms merely list publications or organization memberships Opportunity to prove that the person is the right person for that role Can use narrative or bullets Number of years or projects handled as a PM Experience with the agency Unique skills or expertise Experience with solicitation criteria 39 SF 330 Part I Block 18 Example 18. OTHER PROFESSIONAL QUALIFICATIONS (Publications, Organizations, Training, Awards, etc.): Recipient of Golden Castle Award 2004, National Association of Environmental Professionals, DUKE Environmental Leadership Program Implementation of NEPA 18. OTHER PROFESSIONAL QUALIFICATIONS (Publications, Organizations, Training, Awards, etc.): Mr. X is a certified Project Management Professional with experience managing the design of large military facilities, many under DoD indefinite delivery contracts. He has also served as project manager for public sector on-call contracts, having managed 6 contracts with 135 total task orders. OK Better 40
SF 330 Part I Block 18 Example 18. OTHER PROFESSIONAL QUALIFICATIONS (Publications, Organizations, Training, Awards, etc.): Ms. X has experience managing Federal A-E IDIQ design and program management contracts and specific knowledge of agency design criteria, lessons learned, prototype documents and design/construction challenges. Her past experience with design, procurement and construction challenges will enable her to take valuable lessons learned in each phase and transfer that knowledge to the design process to help save overall program construction dollars. Best 41 SF 330 Part I Section E - Resumes Block 19 Relevant Projects No more than five project examples usually one page Section F projects listed first Same order as in Section F 19.a.(1) Title and Location Use the same name everywhere you mention the project If it is a task order from a larger IDIQ, may reference the contract and agency 42
SF 330 Part I Section E - Resumes Block 19 Relevant Projects 19.a.(2) Year Completed The directions say: If any of the professional services or construction projects are not complete, leave Year Completed blank and indicate the status in Brief Description and Specific Role (block(3)). Often see Ongoing or N/A in this field Whichever you do, do it consistently on every resume 43 SF 330 Part I Section E - Resumes Block 19 Relevant Projects 19.a.(3) Brief Description (Brief scope, size, cost, etc.) PLUS Emphasize systems or components for which the person was responsible Relevance of the project to the contract you are pursuing 44
SF 330 Part I Section E - Resumes Block 19 Relevant Projects 19.a.(3) Brief Description Specific Role Should support role proposed on this contract Can name role first or last or in body of description, just do it consistently on every resume 45 SF 330 Part I Section E Resumes - Example Block 19 Relevant Projects OK Best 46
SF 330 Part I Resumes Sample Layouts 47 SF 330 Part I Resumes Sample Layouts Relevant details about expertise Role on project examples supports role assignment Description tells what he did Description tells what she did Consistent use of Ongoing 48
Questions and Comments SF 330 Part I Section F - Projects Show experience in the project type and relationships with team members Consistency counts project name and dates Relevancy rules No more than 10; subconsultant projects may be used If client allows, can use more than one page per project Somebody on the team should have worked on example projects Make sure it s the right somebody Address relevancy and what the agency says they want to know about each project Verify that contact names/references AND that they will give a good reference Beyond the facts sell the firm 50
SF 330 Part I Section F Projects Block 24 Brief Description of Project and Relevance to This Contract. Indicate scope, size, cost, principal elements and special features of the project. Discuss the relevance of the example project to this contract. Enter any other information requested by the agency for each example project. 51 Section F - Projects 52
Relevancy Statement Checklist of relevant services Consistent page layout Section F - Projects Client Satisfaction Quote Highlight key words Info about Complexity, Challenges, and Solutions/Results 53 SF 330 Part I Section F Projects Block 25 Firms from Section C Involved with This Project. Indicate which firms (or branch offices, if appropriate) on the project team were involved in the example project, and their roles. List in the same order as Section C. 54
SF 330 Part I Projects Sample Layouts 55 SF 330 Part I Projects Sample Layouts Address Relevancy Address Relevancy Address Relevancy Client Satisfaction Includes Relevant Accomplishments/ Performance Ratings Client Concerns 56
SF 330 Part I Section G - Matrix Purpose - Are they getting the A team that worked on the example projects? Order of names and projects must match what you did in Section E - Resumes and Section F - Projects. Strive for consistency If its X d on the matrix, find it on resume main rule of thumb Names of projects must match name used in other places in the proposal Follow specialized directions in the solicitation 57 SF 330 Part I G - Matrix What did the reviewers see? 58
SF 330 Part I G - Matrix What did the reviewers see? Does not show shared experience 59 SF 330 Part I Section H Additional Information Respond to the RFP an all criteria exactly Follow all the specialized directions Compliance Checklist, Font and Size, Page Count Make it easy for the reviewer to find and check off responses Headings, color, outline numbering Match numbering scheme in solicitation Consider a table of contents Executive summary/conclusion Customize everything Provide proofs to back up your claims All illustrations/tables/charts need action captions Direct the reader to conclusion you want them to draw connect the dots for them 60
SF 330 Part I Section H Additional Information 61 SF 330 Part I Section H Additional Information 62
SF 330 Part I Section I Authorized Representative The person who signs this should have the appropriate level of signature authority to commit the firm Signature makes the document a legal instrument that becomes part of your contract with the government Lack of Section I or signature can be grounds for elimination I. AUTHORIZED REPRESENTATIVE The foregoing is a statement of facts. 31. SIGNATURE 32. DATE 33. NAME AND TITLE March 13, 2008 63 SF 330 Part II Shows overall resources of the firm A part II must be shown for every office or consultant firm listed in Section C Must have a unique DUNS number for each office location in your company 64
SF 330 Part II The small business status in Block 5b should reflect what is in the firm s Central Contractor Registration record (CCR.gov) determined by the Small Business Administration not a state or regional certification (e.g., Texas HUBzone) Block 7 shows the ultimate owner 65 SF 330 Part II The Part II is facts-based but does require some strategy Block 9 Employees by Discipline 20 discipline codes may be shown If solicitation requires a certain discipline make sure it is at least represented on one of the Part IIs 66
SF 330 Part II Block 10 Profile of Firm s Experience Select up to 22 profile codes Last five years Watch relevance to the proposed contract 67 Common Pitfalls (or good ways to get eliminated) Is Section I of the SF 330 Part I signed? Are all SF 330 Part IIs signed? Have they been signed within the time period specified? Is there a Part II for every prime office and every consultant listed in Section C? Are the prime, JV, and/or all consultants in CCR? Has the required number of personnel been submitted in the required disciplines? Do our personnel have the required registrations/certifications? Have we addressed all the criteria in the solicitation? Are we within the specified page count? See also SF 330 Last Chance Checklist 68
Conclusion Customize everything Emphasize relevancy and client benefit Take the extra steps to maximize the opportunities to sell your firm Keep relationships between Sections tight and consistent 69 Questions and Comments
Thank You! Neal Couture Neal.couture@ncmahq.org Cindy Sears-Clemmons Cindy.Sears-Clemmons@c-b.com Your comments and suggestions are always welcome. Please direct them to Senior Education Manager Mark DellaPietra at mark@smps.org.