Understanding the Government s Source Selection Process An Industry Perspective

Transcription

1 Understanding the Government s Source Selection Process An Industry Perspective 1 November 2017 Presented By: Rodger D. Pearson Professor of Services Acquisition

2 Presentation Purpose This presentation was developed for the Government AND industry in order to eliminate some mystery from the source selection process Know the regulations Six of the seven steps within the acquisition process will be discussed in a source selection context Industry interjection at each of the six steps will be discussed A notional diagram (road map) of the source selection process will be reviewed Discussion: Government/Industry impediments articulated who needs what?

3 Regulations The playbook is on the Web! When Agencies within the Department of Defense (DoD) perform a source selection, regulations must be adhered to: Federal Acquisition Regulation (FAR) (Primarily Part 15) Defense Acquisition Regulation Supplement (DFARS) (Primarily Part 215) to include the DFARS Procedures, Guidance and Information (PGI) Agency rules and regulations read and understand them all! Most provide administrative process procedures and supplement the FAR, DFARS/DFARs PGI and DoD Source Selection Procedures (31 March 2016) (Part of DFARs PGI) Organization operating procedures Bottom Line Know the rules, regulations, processes and definitions

4 Source Selection Procedures DoD Source Selection Procedures (31 March 2016) Source Selection Process Considerations Low Price Technically Acceptable (LPTA) Contractors please add twice! Value Adjusted Total Evaluated Price (VATEP) Subjective Tradeoff Formal or not? - more dollars typically mean more people/more reviews/more time Source Selection Advisory Council (SSAC) if formal Peer reviews Source Selection Plan Copy and paste! Evaluation Activities: Cost/Price, Technical, Past Performance, Small Business Does the adjectival rating equate to the definition? Source Selection Decision Document The whole world will read

5 Playbook Examples! FAR (c) & (e) Response time - 30 calendar days from issuance of solicitation if greater than simplified acquisition threshold, 45 days if research and development FAR (b)(1) Send proposals in on time late is late! FAR Request debrief within 3 days of notification of contract award FAR (b) Evaluation factors must represent key areas of performance FAR (d) All factors and significant sub-factors that affect award and their relative importance shall be stated clearly in the solicitation

6 Acquisition Steps: Defense Acquisition Guidebook Mission Requirement Mission Results 7. Performance Management Build & Manage Relationship Assess Performance Execute 1. Form the Team Leadership Support Build the Team Users Stakeholders QA Reps Proj. Mgr CORs Buyers Acquisition Team Resource Mgt Legal PEOs 6. Execute Plan/Strategy SB Select Right Contractor Award Contract Roll out strategy 2. Review Current Strategy Conduct Historical Analysis Define Stakeholder & Customer needs PCO Tech 3. Market Research Analyze Market Identify suppliers 4. Requirements Definition Draft Requirements Roadmap Build the SOW/PWS 5. Acquisition Plan/Strategy Business Strategy Acquisition Plan/Strategy Plan Develop

7 Crow Loudly The Roadmap and Contractor Interjection Step 1 - Form the Team a. Leadership Buy-In b. Appoint Functional Experts Build Team c. Build relationships ahead of time Step 2 Review Strategy a. What works/what doesn t b. New ideas or replicate c. What is important? Step 3 Market Research a. Number of Vendors in Market Place b. Large/Small Business c. Contract Type/Incentives d. Comment Disposition Be Detailed

8 The Roadmap and Contractor Interjection Step 4 Requirements Definition a. Build the SOW or PWS 1. Acquisition Requirements Roadmap Tool (ARRT) b. Draft early or be late c. The review is a time killer 1. Approval Chain 2. Legal 3. Contracts Step 5 Acquisition Plan/Strategy a. Regulations/Formats b. Staffing c. Cost Estimates d. Source Selection Factors e. Link line item to PWS to Sections L & M f. Peer Reviews g. Release Draft RFP Step 6 Execute Plan a. Source Selection Board 1. Eval/Discuss/FPR b. Select Contractor 1. Briefs/Decision c. Peer Reviews d. Notifications e. Award f. Debriefs g. Roll-out

9 The Roadmap Start Early!!! Identify Need Appoint Acquisition Team Members Conduct Market Research Conduct Risk Assessment (DAU SAW) Draft Requirement Documents (PWS/PRS/QASP) Establish Evaluation Criteria Draft Sections L & M Conduct Industry Day and One-On-One Sessions Identify and Appoint SST Receive Contract Requirements Package Prepare and Issue Draft RFP Respond to Industry Questions Brief SSA and Obtain Approval of SSP OSD Peer Review Phase I If > $1B or local Solicitation Review Board (SRB) Release Final RFP Provide training to SSEB Receive Proposals

10 The Roadmap PCO/SSEB Chair Review of Proposals (Affordability Cap Check) Initial Proposal Evaluations Prepare Evaluation Notices (ENs) Brief SSA/SSAC (Competitive Range Determination) Conduct Discussions Receive/Evaluate Interim Responses to ENs OSD Peer Review (Phase II) If > $1B Request/Receive Final Proposal Revisions Evaluate Final Proposal Revisions Brief SSAC SSAC Prepares Comparative Analysis SSA Prepares Source Selection Decision Document OSD Peer Review Phase III or Contract Review Board (CRB) Award Contract Notifications to Offerors Debriefings to Offerors Manage Protest Post Award Conference

11 Discussion: Government/Industry Impediments Industry: What does the Government do that frustrates you? Communication The RFP slipped again??? CLINs/SOW/Section L/Section M do not line up? Factors not clear? Debriefs not beneficial? Government: What could industry do to help the process Answer RFIs Provide good detail: what works, what could work better Do not be yes men Provide concise proposals detailing how the objective will be accomplished

12 Government Source Selection Steps POC Information Rodger Pearson Thanks to Carole Hubbard, ACC-Redstone, for her input on the SSEB Process Flow Charts!