Defense Travel Management Office

Transcription

1 Doing Business with the Federal Government Andrea Carlock, DTMO Senior Functional Advisor Tammy J. Proffitt, Director, DHRA Small Business Program Larry Helton, Branch Chief DHRA Contracting Directorate Matt Ponzar, DHRA Associate General Counsel March 6, 2018 Department of Defense

2 Agenda Defense Travel Management Office Strategic Partnerships Expectations and Preparation Solicitations and General Contract Format Do s and Don ts 2

3 Geography has made us neighbors. History has made us friends. Economics has made us partners. And necessity has made us allies. Those whom nature hath so joined together, let no man put asunder. John F. Kennedy 3

4 DTMO Vision Basis for Industry Partnerships Defense Travel Management Office 4

5 Vendor Expectations Many companies aspire to do contract work for the federal government Constructive changes Establish qualifications Be competitive Understand the process Fully read and understand solicitation Preparation is learning about and understanding the process of aligning skills with needs 5

6 Building a Foundation Define what your company does Utilize Small Business Administration (SBA) help Register in System for Award Management (SAM) ( Register in Dynamic Small Business Search (DSBS) Accomplished via the SAM registration process Resources expose you to opportunities Guides Free training! Funding programs Marketing, research and competitive analysis 6

7 Define Your Products/Services and Register! Defined in North American Industry Classification System (NAICS) ( Federal Supply Group and Class (FSG/FSC) D-U-N-S Number ( Commercial and Government Entity (CAGE) Code Auto-assigned during SAM registration process Dynamic Small Business Search (DSBS) Profile ( 7

8 Find Opportunities Defense Travel Management Office Prime Opportunities FedBizOps ( User Guides Training Videos FAQs New Vendor Collaboration Section GSA Schedules Fast, easy and effective contracting vehicles for customers and vendors Link: Subcontract Opportunities Prepares you for Prime Opportunities Sub-net ( 8

9 Opening Doors Office of Small Business Programs Perspective Education & Training Procurement Technical Assistance Program: National Contract Management Association: Industry Associations and Organizations Engagement Industry Days Vendor Events Small Business Offices Track opportunities early 9

10 Opening Doors Office of Small Business Programs Perspective (continued) Partner Team and joint venture Form vertical and horizontal strategic alliances Mentor-Protégé Programs Stand-out Respond to Sources Sought Notices/ Request for Information Industry Certifications Be searchable Be responsive Perform well 10

11 Opening Doors Office of Small Business Programs Perspective Cycle Of Success Professional, Patient, Persistent 11

12 How to Write the Proposal Read and re-read the Solicitation! If unsure, ask questions Clearly align your proposal with the governments need Clearly articulate How you will solve the problem or fill the need Answer the how with each and every response to Key areas What makes you the Best solution? 12

13 What Makes you the BEST Solution? Defense Travel Management Office Understand the solicitation and respond appropriately Demonstrate How you will fulfill the need Fair but competitive pricing Clear, concise, and error free Highlight evidence of past success Intertwine your capabilities into proposal 13

14 Types of Solicitations Request for Quotation (RFQ) / Request for Information (RFI) An information exchange technique used when the Government does not presently intend to award a contract, but wants to obtain price, delivery, other market information, or capabilities for planning purposes, especially to prepare for releasing a Request for Proposal at some future date Responses to these notices are not offers and cannot be accepted by the Government to form a binding contract 14

15 Types of Solicitations Request for Proposal (RFP) Defense Travel Management Office A document used in negotiated acquisitions to communicate Government requirements to prospective contractors and to solicit proposals RFPs for competitive acquisitions describe: The Government s requirement Anticipated terms and conditions that will apply to the contract Information required to be in the offeror s proposal Factors and significant sub-factors that will be used to evaluate the proposal and their relative importance 15

16 General Contract Format Part I Section A Solicitation/Contract Form (SF-33) Section B Supplies and Services and Prices/Costs Section C Description/Specifications/Statement of Work Section D Packaging and Marking Section E Inspection and Acceptance Section F Deliveries or Performance Section G Contract Administration Data Section H Special Contract Requirements 16

17 Part II General Contract Format (continued) Section I Contract Clauses Part III Section J List of Attachments Part IV Section K Representations, Certifications, and Other Statements of Offeror s Section L Instructions, Conditions, and Notices to Offeror s Section M Evaluation Factors for Award 17

18 Part I General Contract Format Focus Areas Defense Travel Management Office Section C Description, Specifications, Statement of Work (SOW), Performance Work Statement (PWS) Section F Describes delivery and performance Part IV Section L Instructions, Conditions, and Notices to Offeror s Section M Evaluation Factors for Award 18

19 Contracting Do s Understand the nature of the Government s business and mission; mission drives the services required Read and understand the Evaluation Criteria, Evaluation Factors, and Instructions to Offeror s Provide all requested proposal information in the volume/area specified not exceeding page limits Read and understand the Performance Work Statement (PWS)/Statement of Work (SOW), and attachments Provide clear and concise approaches using simple language to demonstrate understanding of the requirements 19

20 Contracting Don ts Defense Travel Management Office Don t assume that the Evaluation Criteria and Factors are the same or similar to past procurements Don t drown your proposal with fluff; use page limits wisely to provide a response in accordance with the Instructions to Offeror s Don t cut and paste old proposals or regurgitate requirements Don t include a statement that indicates we have read, understand and will comply with the requirements Don t focus on the we can do the work, instead focus on how we are going to do the work based on the requirements 20

21 Avoid the Following Defense Travel Management Office Failure to FULLY understand the solicitation Incomplete or late submission Non-specific proposal High Fluff and Weak Substance Unrealistic pricing Evaluation components not addressed 21

22 Lofty words cannot construct an alliance or maintain it; only concrete deeds can do that. John F. Kennedy 22

23 Questions 23