deltek insight 2011: the federal procurement process revealed
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BD - 100:The Federal Procurement Process Revealed
Insight 2011
Presented by Brian Haney, Senior Vice President, Deltek
Project Manufacturing
Human Resources
Project Management
Financial Management
Enabling Success
04/18/20232 ©2011 Deltek, Inc. All Rights Reserved
Winning More Business
Reducing the Cost of Compliance
Increasing Project Visibility
Improving Cash Flow
CRM and Capture ManagementTeaming Solutions
Market Intelligence
Business Performance Management
Know More
Win More
Do More
Project Manufacturing
Human Resources
Project Management
Financial Management
Win More
04/18/20233 ©2011 Deltek, Inc. All Rights Reserved
CRM and Capture ManagementTeaming Solutions
Market IntelligenceWin More
Do More
Opportunity Identification
Customer & Pipeline Mgmt
TeamingProposal
Development
Business Performance Management
Know More
4
Budget Formulation to EnactmentFiscal Year 2011 Budget Cycle
The Agency Role
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The Exhibit 53• Agency request for IT funding at program level
• Submitted to OMB for preparation of President’s Budget
• Captures “steady state” and new development/modernization/enhancement (DME) funding
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The Exhibit 300 (Business Case) Produced by the Program Office for specific, major IT initiatives Contains:
Technical scope and program POCs Planned spending levels and anticipated ROI Program goals and management metrics Compliance with EA and information security guidance
Used by OMB to assess program effectiveness Required for the appropriation of program funding
The OMB Role
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OMB and Budgetary Authority• Guides/assists in President’s budget preparation• Supervises federal budget administration in Executive Branch• Assesses and sets priority for competing funding demands
among agencies• Evaluates the effectiveness of agency programs, policies, and
procedures, including Recovery Act spending• Enforces rules & regulations and sets policy consistent with
• Legislation
• Regulations
• Administrative Agenda
The Congressional Role
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Budget and Appropriations Committees
Appropriations Bills Conference reports• Adopt conference reports and send to President for signature
Appropriations Bills Conference reports• Adopt conference reports and send to President for signature
The White House• President’s Budget
The White House• President’s Budget
House & Senate Appropriations CommitteesViews & Estimates
• Full Committees make 302(b) sub allocations to their respective subcommittees
House & Senate Appropriations CommitteesViews & Estimates
• Full Committees make 302(b) sub allocations to their respective subcommittees
Separate House & Senate Appropriations BillsAgriculture & Rural Development District of ColumbiaCommerce, Justice & Science Energy and WaterMilitary Construction & Vet Aff. Homeland Security State & Foreign Operations InteriorTransportation, Treasury & Judiciary Labor, HHS, EducationHousing & Urban Development Legislative branchDefense
Separate House & Senate Appropriations BillsAgriculture & Rural Development District of ColumbiaCommerce, Justice & Science Energy and WaterMilitary Construction & Vet Aff. Homeland Security State & Foreign Operations InteriorTransportation, Treasury & Judiciary Labor, HHS, EducationHousing & Urban Development Legislative branchDefense
House & Senate Appropriations Subcommittees• Hold Hearings
House & Senate Appropriations Subcommittees• Hold Hearings
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The Effect of Continuing Resolutions• Appropriate “steady state” or O&M funding at prior year levels with minimal or no
growth
• Tend to stall launch of new major initiatives
• Yield more piece-meal spending
• Result in the need for agencies to be creative in re-allocating funding
After Appropriation
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Spending the Funds• Appropriation – provides agency or program with a specified amount of budget
authority.
• Conducted annually for the coming fiscal year• Funds must be obligated during the fiscal year
• Budget Authority -- legal authority to incur financial obligations that will result in immediate or future outlays
• Obligations -- commitments to make payments, immediately or in the future.
• Represents the best indicator of actual spending.• Outlays – payments, typically by a Treasury check
Contract Formulation
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SolicitationCapture
Submit Proposal/
QuoteProduction
Summary – The Government Buying and Vendor Selling Process
Solicitation
Resources ThemesCapture Strategy Risks/Financials Teaming
Evaluate OpportunityEvaluate Customer Evaluate CompetitionQualify Opportunity
Go Forward?
Post Submission
Orals BAFO Down-select
AWARDDECISION
RFP RFQ/TO
ApproachLegal/Risks Pricing
Key Players Determine Funding
Buying Approach/MechanismResearch
Answer Questions Industry Days/Site Visits
Debriefs
ProcurementStrategy
Vision & Need
Response
KeyGovernmentIndustry
Regulations
Requirement Drivers
Requirements and the Acquisition Lifecycle
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Program Office (Customer)
Ex 53 (for IT)Ex 300
OMBPresident’s Budget
Congressional Approval
Program Office (Customer)
Contracting Office (Buyer)
How Program Requirements Make It Into the Federal Budget
Remember! The Contracting Office is the Buyer FOR the Program Office. The Contracting Office is rarely the
customer and it rarely has the requirement being fulfilled.
Determining an Acquisition Strategy – Market Research Before solicitation release Contracting Offices must conduct
market research Why? It’s the law – Federal Acquisition Regulations (FAR) Part 10 states
market research must be conducted “to arrive at the most suitable approach for acquiring, distributing, and supporting supplies and services.”
Results determine which products, technologies, and services are available Results used to assess market competitiveness - can a requirement be set-
aside or will it need to be sole sourced or competed on unrestricted basis? Contracting Offices will utilize one of the following methods
Request for Information (RFI) Sources Sought Notice Market Survey Direct Contact with Vendors (INPUT can assist with this!)
Determining an Acquisition Strategy and Selecting a Contracting Method GSA Schedule Contracts
Maintained and Managed by General Services Administration (GSA) Oversees procurement of $66B/yr
Think of the GSA Schedule as a Catalog listing your best price offer Selling Goods and Services
6.8M supplies; 8600+ suppliers Goods and services must be commercially available on the open market
These are Evergreen Contracts You can apply to get on schedules at any time
Sample Contracts Schedule 70 – IT Schedule MOBIS - Mission Oriented Business Information Services PES - Professional Engineering Service
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Government Wide Acquisition Contracts (GWAC) Only 4 agencies authorized to issue GWACs: GSA, NASA, NIH, and Commerce May offer IT Goods & Services that are not commercially available GWACs can be enterprise-wide (e.g., Alliant) and/or set aside for small business (e.g.,
8(a) Stars) Open Market competition is used to create the GWAC
Accepted vendors are given both a “Good Housekeeping Seal” of approval as well as a “license to hunt” Requirements on GWACS are competed as Task Orders / Delivery Orders
Multiple Award Indefinite Delivery / Indefinite Quantity Contracts (MA IDIQ) Competed by only one agency Used to save on fees associated with other acquisition methods (e.g., GSA Schedules
and GWACs) MA IDIQs set up acquisition environments hidden from public view Program Office can order up to ceiling value of the contract
Determining an Acquisition Strategy and Selecting a Contracting Method
Multi-Agency Contracts (MACs) Definition - A task order acquisition vehicle established by one or more agencies for
use by multiple Government agencies to obtain supplies and services Benefit - Groups of Agencies procure in a block to share contract action fees
Non MAC initiating agencies can use, but they’ll pay a higher usage fee than the managing agencies
Permission must be granted for other agencies to use
MACs are not GWACs – Any agency can initiate a MAC. No special authority from OMB is necessary for a MAC competition
Sole Source Contracts Sole sourcing based on Small Business Preference Programs (e.g., 8(a), Alaskan
Native, SDVOSB, HUB zone, etc.) Preference programs are established by the SBA
Sole source awards have a maximum ceiling value Full and Open
Credit Cards (Micro-purchases and commodities only)
Determining an Acquisition Strategy and Selecting a Contracting Method
Government Acquisition Trends
Purchases on GSA Schedules have been declining due to fees.
Purchases on IDIQs have been rising due to lower fees and simpler acquisition.
Solicitation Development and Release
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Requirements & Document Development – Who Does What? Program Office
Assembles Technical Requirements Consults with CO concerning preferred
solutions Prepares the Statement of Work
Contracting Office Conducts market research Secures legal approvals Prepares the non-requirement sections
of the Solicitation (i.e. Insertion of FAR clauses)
Determines Solicitation type Assembles and releases the final
document
Determining a Competition Type
Competition Type Determination Decision based on Market Research results Based on Needs / Wishes of Program Office Based on Scope of Requirements (local office
or multiple locations?)
Final Decision – To release Full and Open or as a Set-Aside
requirement
Avenues for Releasing Pre-Solicitation Notices Pre-Solicitation Notices announce imminent release of an RFP Can be accompanied by a Synopsis of the requirement Pre-Solicitation Notices typically appear 30-60 days before
Solicitation release FedBizOpps (FBO)
Single Government point-of-entry for Federal Government procurement opportunities over $25,000
Agency Procurement Sites Additional procurement information can sometimes be obtained from
individual agency maintained procurement websites Examples:
Navy Spawar e-commerce Air Force Herbb, Hanscom AFB Army Interactive Business Opportunities Page (IBOP) NASA Acquisition internet Service DHS Advance Acquisition Planning
Contract Types – Getting Paid Firm Fixed Price
Vendor proposes price for services/commodities to the Government Vendor carries the risk if price is exceeded Proposed price is based on total of Products, Other Direct Costs, and
Labor Hours Cost Plus
Government reimburses the vendor for incurred costs Government carries the risk if costs are exceeded Proposed price is based on Products, Other Direct Costs, and Labor
Hours Indefinite Delivery / Indefinite Quantity (IDIQ)
Used in combination with Fixed Price or Cost Allows purchase of contracted good / services in various quantities and
at various times within the contracted duration and ceiling value of contract.
Contract Durations Base Year
The only period of performance guaranteed at contract award Option Periods
Multiple time durations (usually months or years) priced at the time of award. Option periods will be exercised if: The need still exists Funding is available Contractor is performing to standards
Award Terms Additional contract durations (usually months or years) “awarded” as
performance incentives
Award and Contract Administration
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Government Proposal Evaluation Contracting Office and Program Office evaluate proposals
together on a Source Evaluation Board (SEB) Contracting Office evaluates proposal compliance with instructions Program Office evaluates solutions based on their applicability to
the requirement Experience of proposed personnel will be cross checked by PO Past Performance will be verified by CO
Information provided in proposal (due diligence) Information in Government Past Performance database
Competitive Negotiations Used at discretion of the CO and use must be announced in advance Used for large competitions to establish a “competitive range” of acceptable
proposals (weeding out process) Can be written or oral and COs will typically focus on perceived “deficiencies”
or “weaknesses” in proposals
Source Selection Oral Presentations
Optional (typically announced in advance) Best and Final Offer (BAFO)
Revised pricing based on negotiations Additional Questions &
Clarifications Follow-up on unclear aspects of proposal
Down-Selection Gradual elimination of weak proposals
Award Determination Made by decision maker upon
recommendation from the SEB
Award and Debriefings Contracting Office must notify unsuccessful vendors
ASAP if bidder is excluded from competitive range Before an award if Small Business Set-Aside procurement Within 3 days of Award for Full and Open procurements
Notifications can be oral or written Debriefing must be offered to all bidders
Number of proposals received Name of the firms that proposed Further explanation of contract award (or non-award) determination
Advice – Always take the debrief. It is a chance to get a leg up on competition next acquisition cycle, it shows the CO and PO you are engaged, and it can
help bidding strategies in the future (identify weaknesses).
Award Protests Protest Types
Pre-Award - Challenge to the terms of the Solicitation RFP is unduly restrictive or overstates agency’s needs Ambiguous requirements or terms Requirements unnecessarily favor one vendor
Post–Award - Challenge to Agency’s evaluation and award decision Deviation from stated evaluation criteria Relaxation of RFP requirements Lack of meaningful discussions / fair opportunity Arbitrary technical / price / past performance
evaluations Unequal treatment / bias Unjustified single source awards (including delivery /
task orders)
Don’t Forget!
Exclusive Events at Insightfor Business Development Attendees:
Tuesday, May 17, 2011
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• Federal Teaming Expo from 6:00pm to 7:30pm in the Expo Hall
All teaming expo attendees will be entered in a drawing to win an iPad. Winners will be announced at the BD reception (must be present to win).
• Business Development Reception from 7:30pm to 9:30pm in the Magnolia Ballroom
Winners of iPad drawing will be
announced at 8:00 pm and 8:30 pm at
the BD Reception (must be present to
win).
Q & A
04/18/202336 ©2011 Deltek, Inc. All Rights Reserved
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