SBA/2009 1 Understanding Federal Acquisition: How to Decipher Federal Requirements Ms. Marichu Relativo Procurement Analyst Procurement Center Representative.

SBA/2009 1

Understanding Federal Acquisition: How to Decipher Federal Requirements

Ms. Marichu RelativoProcurement Analyst

Procurement Center Representative (PCR)

Office of Government Contracting (GC)

-- advocates on behalf of small business in the federal procurement world.

Federal Business Opportunities

SBA/2009 2

How to Get From Here

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To Here…

4

Small Business Programs & Government-wide Goals

23% - Small Business (SB) 5% - Small Disadvantaged Business (SDB)

(includes 8(a) Business Development) 5% - Women-owned Small Business (WOSB) 3% - Service Disabled Veteran Owned SB

(SDVOSB) 3% - HUBZone Small Business

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

Guam Oct 2010 www.sba.gov

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Understanding The Basics

Acquisition Methods:

Micro Purchases (Under $2,500/$3,000)

Simplified Purchases (Under $150,000)

Sealed Bidding (Formal above $150,000/low price)

Contract Negotiation (Formal above $150,000/Best Value)

Consolidated Purchasing Programs (GSA, MATOC, JOC)

* Under $150,000 reserved for small business (FAR 19.5)

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

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

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Type of Notices in FBO

Pre-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)

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Solicitation Phase

Solicitation Number: FA5004-09-R-C001

Agency Code Fiscal Year Type of Solicitation

Control Number

FA5004 09 R C001

R – Request for Proposal

B – Invitation for Bid

Q – Request for Quote

Dept of Defense

Solicitation # is reference prior to award / Contract # is referenced after award

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The Award

Contract Number: W911KB-09-C-0034

Agency Code Fiscal Year Type of Solicitation

Control Number

W911KB 09 C 0034

C – Contract

D – Delivery Order Contract

P – Purchase Order

Dept of Defense

Solicitation # is reference prior to award / Contract # is referenced after award

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Where to Begin…

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Watch the Video & Sign Up

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Email Notification of Projects

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See List

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

1610/20/2010 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 & supplies

66 -- Instruments & laboratory equipment

67 -- Photographic equipment

68 -- Chemicals & chemical products

69 -- Training aids & devices

70 -- General purpose information technology equipment

71 -- Furniture

1710/20/2010 www.sba.gov

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

1810/20/2010 www.sba.gov

Access the complete list: http://www.dlis.dla.mil/H2/default.asp

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Product & Service Codes (FSC)

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See list for definition

Sole Source 8(a) is not posted

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Federal Supply Classification

71

http://www.dlis.dla.mil/H2/default.asp

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Combine Synopsis/Solicitation

The same information in the ORCA file completed on line in CCR (https://orca.bpn.gov/ OR https://www.ccr.gov/)

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Obtain FAR Clauses-Full Text

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

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Federal Acquisition Regulation

Note: Some clauses are “incorporated by reference” in the solicitation. Obtain/read the full text (terms & conditions; payment; payments, etc…)

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Quotes Vs. Formal

Quotes are informal – vendors can ask questions, change amount, make recommendations, provide options/alternative items/methods with different price - up to the point of award. (FAR 13.004, 13.106-2)

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Sample Quote

May email/fax this information to the agency

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Formal Solicitation Format

Sections K, L, & M are not included in the award document

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View Solicitations

All solicitations are posted in the Federal Business Opportunity (FedBizOpps)

Download solicitation, specifications, drawings Understand the relevant purchasing regulations/clauses Understand the evaluation factors (price, best value, etc) Attend pre-proposal conference/site visit Required documents to submit Proposal due date

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Prepare Your Offer

3 Rules for a solicitation:

Read it…Read it…Read it!!!

Request a Procurement History

Attend Pre-Bid Meetings & Walk-Throughs

Get clarification of ambiguities

Proofread your proposal

Submit it on time!

Contact the PTAC, SBA/PCR

Guam Oct 2010 www.sba.gov 31

Additional Assistance

Local District Offices and Resource Partners

SBA Guam Brand Office – Ken Lujan([email protected]) /Tel: 671-472-7277

SBA Procurement Center Representative (PCR) – Hawaii, Guam & Pacific Insular Area – Larry Orr ([email protected])/ Tel: 808-474-7317 Procurement Technical Assistance Center (PTAC)

http://www.guamptac.com/ Small Business Development Centers

www.sba.gov/sdbc/

Small Business Specialists (SBS)

www.acq.osd.mil/sadbu

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Questions?

http://www.sba.gov/

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

“The survival of small business is essential to our homeland defense.”

-- President George W. Bush

Thank you