Download The Procurement Process - National 8(a) Association

National 8(a) Association
Fall Summit
October 29, 2013
E. Darlene Bullock
U.S. Department of Homeland Security
http://www.dhs.gov/do-business-dhs
Office of Small and Disadvantaged
Business Utilization (OSDBU)
What governs the procurement process?
• Federal Acquisition Regulation (FAR)
• Agency Supplemental Regs/Rules (HSAR, HSAM,
DFARS, etc.)
• FAR Deviations
• Agency specific policies/procedures
• Activity specific policies/procedures
• Local Clauses
Identification of a Need
• Who does this?
– The Agency, program offices, society, unsolicited
proposals, etc.
– Procurement offices do not identify needs but will
assist with the development of SOWs, SOOs,
Acquisition Plans, etc.
– Once the need is identified depending on it’s
complexity, several things may take place
• Identifying how to procure the items – Acquisition Plan
• Is funding available??
• Statement of Work/Specs developed
Strategic Sourcing
• What is this?
– Another way that needs are identified.
– “The process of managing a Department's spending in a
logical category to emphasize various characteristics.
These characteristics can include performance, price, total
life cycle management costs, small business participation,
vendor access to business opportunities, etc and are
typically specific to the individual category. Procurement
offices to not identify needs but will assist with the
development of SOWs, SOOs, Acquisition Plans, etc.”
– Not limited to just supply type contracts.
– DHS has a wide range of strategically sourced contracts.
How does the Government buy what’s
needed?
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Mandatory sources
GSA Schedules
Agency Pre-existing contract vehicles
Open Market
Agency required sources
Using electronic commerce (i.e, reverse auctions)
DHS Supports all set-aside programs
Finding Opportunities in General
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www.fbo.gov
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www.ebuy.gsa.gov
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www.fido.gov
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Reverse Auction Websites
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Commercial subscriptions
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Federal Websites
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Conferences
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Word of Mouth
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Does that Agency buy your product/service….Homework!!
Finding Opportunities at DHS
• DHS has 8 Major Buying Activities:
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Customs and Border Protection (CBP)
DHS Headquarters/Office of Procurement Operations
Federal Emergency Management Agency (FEMA)
Federal Law Enforcement Training Center (FLETC)
Immigration and Customs Enforcement (ICE)
Transportation Security Administration (TSA)
U.S. Coast Guard
U.S. Secret Service
Finding Opportunities at DHS
• The Legacy DHS Advanced Acquisition Planning system
was created in 2005 to respond to a Congressional request
to make agency planned purchases available to the public.
Up to 2011 more than 1.2 million people have visited.
4,000 DHS employees and contractors have created 80,000
plans with anticipated funding of $232 billion
• http://apfs.dhs.gov/ - New site. The Forecast data is for
planning purposes and is not a commitment by the
Government to purchase the desired products and services.
Finding Opportunities at DHS
• The Department of Homeland Security (DHS) Forecast
of Contract Opportunities includes projections of all
anticipated contract actions above $150,000 that small
businesses may be able to perform under direct
contracts with DHS, or perform part of the effort
through subcontract arrangements with the
Department’s large business prime contractors. For
additional information on procurements not expected
to exceed $150,000, please contact the appropriate
DHS Small Business Specialist for each Component.
Ok. Now what??
• Contact Small Business Specialist and POC at particular
component.
• If an RFI or Sources Sought is issued make sure you
respond!
• See if you can meet with the program office before any
solicitation is issued.
• Have strategic business partners (other socio-economic
groups).
• Think about how the government can access your firm.
• Look for subcontracting opportunities particularly within
Agency contracts (IDIQs).
• Stay on top of how the solicitation will be issued.
What Contracting Officers Don’t Do
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Procurement offices do not identify needs* but will assist with the
development of SOWs, SOOs, Acquisition Plans, etc.
Control funds from program offices.
Use public office for private gain.
Give preferential treatment to any person or company.
Don’t predetermine winners.
Lose complete independence or impartiality.
Make a Government decision outside official channels.
Affect adversely the confidence of the public in the integrity of the
Government.
Discriminate, contrary to any law, rule, or regulation, on the grounds
of race, color, religion, national origin, sex, age, handicapping
condition, marital status, or political affiliation.
Direct internal activities of a program office.
Contractors also have responsibilities.
Proposal Response Tips
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Read!! Read!! Read!!
Develop a checklist while reading the RFP.
Follow instructions!!!! Reread Sections B,C, L, and M!!!
Provide a solution. Don’t paraphrase the RFP.
Spell out any teaming agreements.
Ensure Joint Venture information is complete and accurate.
Relevant prime past performance is critical but not always required to win award.
Pricing is critical – sharpen your pencil.
If using a proposal writer make sure they are familiar with your firm and the
government agency.
Make sure graphics/tables make sense.
Edit as needed!! One voice!
Triple check (spelling, page numbering, consistency of headings/fonts/etc.)
Respond as requested! Follow Instructions!
Address potential Organizational Conflicts of Interest (OCI) up front!
Understand the technical evaluation factors!
Ask Questions prior to the solicitation closing.
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SUCCESS!!!
- Win – Win..May have been
some concessions
- Government received the
services as requested in the
contract to meet their
mission; the contractor
providing the services
performed well and profited
from providing the services.
QUESTIONS