Pre-PropConfcontracting.ppt
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- Solicitation number
- FA3002-06-R-0025
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Develop America's Airmen Today ... for Tomorrow
Air Education and Training Command I n t e g r i t y - S e r v i c e - E x c e l l e n c e Welcome to the National Advertising and Event Marketing Pre-Proposal Conference and Site Visit
UNCLASSIFIED
UNCLASSIFIED
AETC Contracting Squadron Randolph AFB, TX 20 Aug 2007
Welcome and Introductions Mr. Bryan Sparks – Procuring Contracting Officer
AETC CONS/LGCU
Col Timothy Hanson – HQ AFRS, Strategic Comm. Division Chief
Mr. Tim Talbert – HQ AFRS, Strategic Comm. Division Deputy
Agenda
| 0900 – 0930 | Introductions/Welcome/Rules of Engagement (AETC/CONS, Mr. Bryan Sparks) | |
| 0930 - 1045 | AF Recruiting Service Organization Briefing - (Lt Col Haygood) | |
| 1045 – 1100 | Break | |
| 1100 – 1200 | Marketing Program Overview (AFRS/RSM, Mr. Tim Talbert) | |
| 1200 -1315 | Lunch (at leisure) | |
| 1315 - 1400 | Marketing Budget Process (Continued), Mr. Talbert) | |
| 1400 – 1445 | AF Recruiting Systems Overview (AFRS/RSI) | |
| Databases | ||
| Interfaces | ||
| Security Requirements | ||
| 1445 – 1500 | Break |
1530 – 1630 Wrap-up, Q & A
Purpose
| Provide prospective offerors an overall understanding of the objectives of this acquisition |
| Provide a summary and discuss the requirement |
| Explain significant elements of the solicitation, and answer advance questions submitted |
| Give prospective offerors an opportunity to visit the Randolph AFB Recruiting Headquarters |
Rules of Engagement
| The PCO serves as the single point of contact for all inquiries and information regarding this acquisition |
| Any remarks, explanations, or answers to questions are supplemental guidance and do not override the terms of the solicitation |
| All question requiring official response must be in writing. Answers to questions will be posted. |
| Closing date for question is 28 Aug 07, 4:00 PM Central Time |
| Terms of the solicitation remain unchanged unless the solicitation is formally amended in writing |
| Please do not use personal video/recording devices |
| Please turn off cell phones |
Administrative Comments
| Sign-In |
| Attendance Sheet will be posted on FedBizOpps |
| Briefing Slides will be posted on FedBizOpps |
| Conference Minutes will be posted on FedBizOpps |
| Questions and Responses |
| Questions may be asked during the briefer’s presentation and during the site visit |
| Questions must be in writing for an official response to be posted the same. |
| This briefing is video tape for record |
I n t e g r i t y - S e r v i c e - E x c e l l e n c e Solicitation Overview / Advance Questions
Mr. Bryan F. Sparks Procuring Contracting Officer
AETC CONS/LGCU
FedBizOpps (FBO)
| Request for Proposal (RFP) posted on the Federal Business Opportunities (FedBizOpps) website on 08 Aug 07 |
| http://www.fbo.gov/ |
| Solicitation Number: FA3002-06-R-0025 Title: National Advertising |
| All supporting documents, notices, questions and responses, or any amendments will be posted on the FBO website |
| Submit questions in writing via e-mail to the PCO, Bryan Sparks, as soon as possible |
| Register to Receive Notification |
Contract Type and Structure
| Acquisition is Full and Open Competition |
| Follow-on acquisition; the incumbent contractor is GSD&M |
| Indefinite-Delivery Requirements (IDR) Contract |
| Task Orders issued on a fiscal year basis |
| Single Contract Award |
| Cost Plus Fix-Fee (CPFF) with some Firm-Fixed-Price (FFP) CLINS (Monthly basis) |
| Task Order under CPFF will use an Advertising Instruction Record (AIR) to define outcome |
Labor Provisions
| Service Contract Act does not apply |
| Forward Pricing Rate Agreement shall be negotiated with DCAA for all labor categories |
Period of Performance
| Mobilization Period | 1 Apr 08 – 30 Jun 08 | |
| Basic Period | 1 Jul 08 – 30 Sep 08 | |
| Nine One-Year Option Periods | ||
| First Option Year | 1 Oct 08 – 30 Sep 09 | |
| Second Option Year | 1 Oct 09 – 30 Sep 10 | |
| Third Option Year | 1 Oct 10 – 30 Sep 11 | |
| Fourth Option Year | 1 Oct 11 – 30 Sep 12 | |
| ETC… | ||
| Ninth Option Year | 1 Oct 16 – 30 Sep 17 |
Note: Discussions or other acquisition constraints may move the mobilization period to the right and thereby decreasing the basic period.
| Pre-Performance Conference will be held prior to Mobilization |
| AETC CONS/LGCU will perform contract administration |
| Contracting Officers will exercise options, modify contract, monitor performance, and close out contract |
| Contracting Officer Technical Representatives (COTRs) shall act as both account executives and quality assurance representatives |
| DCAA will audit all contract records during and prior to closeout |
Post Award Administration
Key Dates/Activities
| Past Performance Summary List | |||||
| and Worksheets | 17 Aug 07 | ||||
| Past Performance Questionnaires | 23 Aug 07 | ||||
| Proposals Due | 10 Sep 07 | ||||
| Anticipated Contract Award | 21 Mar 08 | ||||
| Phase-In Start | 1 Apr 08 | ||||
| Contract Start | 1 Jul 08 |
Change in proposal due date may affect the award date.
Items of Note
| Carefully read the RFP, as well as the Performance-based Work Statement (PWS) |
| Proposal based upon requirements in the PWS addressing the evaluation criteria in Sections L & M |
| To be eligible for award must be registered in the Central Contractor Registration (CCR) database |
| Note all Section H Special Contract Requirements |
| Contractor’s proposal will be incorporated into the contract by reference at the time of award |
Section B – must fill out mobilization CLIN 0001AA if you are anticipating mobilization cost. This is a firm fixed price.
Section H – Special Contract Clauses Section K – Reps and Certs Section I – General Contract Clauses Section L – What needs to be presented in the proposal Section M – How the government will evaluate the proposal
Items of Note, con’t
| Structure proposal IAW Section L submission instructions |
| Note format requirements at Paragraph 3.0 |
| Note page limitation for Mission Capability and what is excluded from the page count at Paragraph 3.1 |
| Proposal shall be clear and concise containing sufficient detail for easy evaluation |
| Proposal acceptance period shall be at least 300 calendar days (See Section B, Clause 52.214-16) |
Proposal Organization
One copy of each volume shall be marked “Original.” In addition to the specified hard copies, the offeror shall submit specified copy of each volume in electronic format using re-writable CD-ROM disks.
Note: The hard copy form of the offeror‘s proposal takes precedence if any inconsistencies or discrepancies exist between the offeror‘s hard copy proposal and the electronic copy.
| Volume/Title | Copies | Page Limits |
| Volume I – Technical Proposal | 10 | 40 |
| Volume II – Past Performance | 6 | See Sec 5.0 |
| Volume III – Small Business SubK | 3 | No Limit |
| Volume IV – Price | 3 | No Limit |
| Volume V – Contract Documentation | 3 | No Limit |
Oral Presentation PowerPoint: no slide limit, however, all slides must be presented during presentation (time limitation)
Written Proposal: 40 page limit - Page count does not include the PowerPoint slides, Storyboards, or Quality Control Plan.
Storyboards: Shall not exceed twelve storyboards total (up to six (6) Strategic Plan and up to six (6) Sample Task)
Basis for Contract Award
| Competitive, best value source selection conducted IAW Federal Acquisition Regulation (FAR) Part 15.3, DFARS Part 215.3, AFFARS Part 5315.3 and the Mandatory Procedures at MP5315.3 thereto | ||||
| The Government will select the best overall offer, based upon an integrated assessment of the Evaluation Factors -- | ||||
| Factor 1 – Mission Capability Proposal | ||||
| Subfactor 1 –Management Plan | Oral Presentation | |||
| Subfactor 2 – Strategic Plan | Oral Presentation | |||
| Subfactor 3 – Sample Task | Oral Presentation | |||
| Subfactor 4 – Business Practices/Processes | Written | |||
| Factor 2 – Proposal Risk | Written | |||
| Factor 3 – Past Performance | Written | |||
| Factor 4 – Small Business Subcontracting Participation | Written (Pass/Fail) | |||
| Factor 5 – Price (All other factors, when combined or separate, | Written |
are significantly more important than price; however, price will contribute substantially to the selection decision)
Basis for Contract Award, con’t
| Lowest priced proposal may not necessarily receive the award |
| Highest technically rated proposal may not necessarily receive the award |
| Contractor must be determined responsible IAW FAR Part 9 |
| Proposal shall conform to the solicitation requirements, to include all stated terms, conditions, representations, certifications, and technical requirements |
| The Government reserves the right to award without discussions based on the evaluation of the initial proposal |
Evaluation Factors Mission Capability
| Factor 1 – Mission Capability (Volume I) |
| Focuses on the strengths and deficiencies in the offeror’s proposal |
| Shall be rated at the subfactor level using the color ratings listed in Section M, Paragraph 4.2.4 |
| An overall factor-level rating is not assigned |
| It is not necessary or desirable to reiterate the requirement of the PWS |
| Include all plans as required by the PWS |
| Highlight strengths as defined in Section M, paragraph 4.2.5.1 |
| Volume I shall be specific, complete, and clearly demonstrate a thorough understanding of the requirement |
Mission Capability Subfactor Ratings Blue-Exceptional: Exceeds specified minimum performance or capability requirements in a way beneficial to the Government; proposal must have one or more strengths and no deficiencies to receive a blue.
Green-Acceptable: Meets specified minimum performance or capability requirements delineated in the Request for Proposal; proposal rated green must have no deficiencies but may have one or more strengths.
Yellow-Marginal: Does not clearly meet some specified minimum performance or capability requirements delineated in the Request for Proposal, but any such uncertainty is correctable.
Red-Unacceptable: Fails to meet specified minimum performance or capability requirements; proposal has one or more deficiencies. Proposals with an unacceptable rating are not awardable.
Proposal Risk
| Factor 2 – Proposal Risk (Volume I) |
| Inherent in the Mission Capability subfactor evaluation; risks identified by the evaluation team with an offeror’s proposed approach |
| Focuses on the weaknesses associated with an offeror’s proposed approach |
| Shall be assigned to each Mission Capability subfactor using the ratings listed in Section M, paragraph 4.8.2 |
| An overall factor-level rating is not assigned |
| Assessment includes potential for disruption of schedule, increased cost, poor performance, the need for increased Government oversight, and the likelihood of unsuccessful contract performance |
| The Government will evaluate how the offeror proposes to mitigate any risks |
Proposal Risk Ratings
| High | Likely to cause significant disruption of schedule, increased cost or degradation of performance. Risk may be unacceptable even with special contractor emphasis and close Government monitoring. |
| Moderate | Can potentially cause some disruption of schedule, increased cost, or degradation of performance. Special contractor emphasis and close Government monitoring will likely be able to overcome difficulties. |
| Low | Has little potential to cause disruption of schedule, increased cost or degradation of performance. Normal contractor effort and normal Government monitoring will likely be able to overcome any difficulties. |
Past Performance
| Factor 3 – Past Performance (Volume II) |
| An overall performance confidence assessment shall be assigned using the ratings listed in Section M, paragraph 5.4.1 (Confidence Rating) |
| Demonstrated record of present and past performance in supplying products and services that meet users’ needs |
| Confidence in the offeror’s ability to fulfill the solicitation requirements while meeting schedule, budget and quality |
| Focuses on performance that is relevant to the Mission Capability subfactors |
| In determining relevancy, consideration will be given to such things as contracts of similar size, scope and complexity using the definitions listed in Section M, paragraph 5.2.3 (Relevancy Rating) |
| Recency is ongoing contract performance for at least 6 months, or contract performance completed within the last three years |
Past Performance Relevancy Definitions
| Very Relevant | Past/present performance effort involved essentially the same magnitude of effort and complexities this solicitation requires. |
| Relevant | Past/present performance effort involved much of the magnitude of effort and complexities this solicitation requires. |
| Somewhat Relevant | Past/present performance effort involved some of the magnitude of effort and complexities this solicitation requires. |
| Not Relevant | Past/present performance effort did not involve any of the magnitude of effort and complexities this solicitation requires. |
Performance Confidence Assessment Ratings
| High Confidence | Based on the offeror’s performance record, the government has high confidence the offeror will successfully perform the required work. |
| Significant Confidence | Based on the offeror’s performance record, the government has significant confidence the offeror will successfully perform the required work. Normal contractor emphasis should preclude any problems. |
| Satisfactory Confidence | Based on the offeror’s performance record, the government has satisfactory confidence the offeror will successfully perform the required work. Special contractor emphasis should preclude any problems. |
| Unknown Confidence | No performance record is identifiable or the record of past performance involved little of the effort and complexities this solicitation requires. |
| Little Confidence | Based on the offeror’s performance record, substantial doubt exists that the offeror will successfully perform the required effort. |
| No Confidence | Based on the offeror’s performance record, extreme doubt exists that the offeror will successfully perform the required effort. |
Past Performance, con’t
| Summary List |
| Five (5) completed Past Performance Worksheet Documents per Prime or Team Member |
| Three (3) completed Past Performance Worksheet Documents Per Subcontractor. |
| Past Performance Questionnaire |
| Send to each POC identified; sample cover letter provided |
| Completed questionnaires submitted directly to the Contracting Officer |
| Government will use data obtained from offeror and other government systems |
Small Business Subcontracting
| Factor 4 – Small Business Subcontracting Participation (Volume III) |
| Small Business prime contractor, not Small Disadvantage Business (SDB) must submit a SDB Participation Plan |
| Larger Business prime contractor, must submit Small Business Subcontracting Participation Plan |
| Rated on a Pass / Fail basis |
| Soundness of the offeror’s proposed subcontracting efforts for the basic contract period and all option years |
| Proposed subcontracted services are realistic and reasonable to the maximum extend practicable |
| Meets the requirements at FAR Part 19.704, and compliance with FAR Clauses 52.219-8 and 52.219-9 |
Small Business Subcontracting, con’t
| Minimum small business subcontracting goals (% of the total proposed subcontracting dollars): |
| Small business |
| Women-owned |
| Small disadvantaged |
| HUBZone |
| Service-disabled veteran-owned |
| Veteran-owned |
| Historically Black Colleges |
| Express the proposed goals in terms of dollars for each category above and percentages of the total value of the contract for each category above |
Small businesses (SB), veteran-owned small business (VOSB), service-disabled veteran-owned small business (SDVOSB), historically underutilized business zone (HUBZone), small disadvantaged business (SDB), woman-owned small business (WOSB), and historically black colleges and universities (HBCU) and minority institutions (MI).
Price
| Factor 5 – Price (Volume IV) |
| Total Evaluated Price is the sole basis for evaluating price for contract award purposes and will be the only price discriminator among offerors |
| Evaluated for the basic period and all option periods |
| Evaluated for price reasonableness; comparison of proposed prices among offerors and comparison to the Independent Government Estimate, as appropriate |
| Insert price elements for CLINs 0001AA listed in Schedule B only; |
| Will not receive a rating |
| Unreasonably low / high or unbalanced proposed prices may be grounds for eliminating a proposal from competition on the basis that the offeror does not understand the requirement |
Contract Documentation
| Volume V |
| All acknowledged solicitation amendments |
| Standard Form (SF) 33 Block 14 or Sign SF 30 |
| Section A – Signed SF 33 and Blocks 12-18 |
| The “original” copy of the SF 33 shall be clearly marked and should be provided with two hole punched on top (See 3.6) |
| Section K – Completed |
| Complete Provision 52.204-8 and Government will obtain Representations and Certifications from ORCA |
| Identify company POC(s) authorized to negotiate / discuss proposal |
| If no exceptions are taken to any terms and conditions of the solicitation, include a statement to this effect |
Contact Information
| Website |
| http://www.fbo.gov/ |
| bryan.sparks@us.af.mil |
| Telephone |
| 210-652-4051 |
| Facsimile |
| 210-652-2304 |
I n t e g r i t y - S e r v i c e - E x c e l l e n c e
UNKNOWN-0.ppt
Standard Cover Slide
Arial, 32 Pt Font
Shaded; Color – Blue (upper right hand corner of palette)
Colonel Show D. Way
1 Apr 03
Arial, 18 pt, bold
CLASSIFICATION (if required)
CLASSIFICATION (if required)
Overview
Standard Slides
Charts / Graphs
Classification Markings
Helpful Hints
Any photos should relate to the text and enhance the message of the slide. Use a 1.5 point line around photos
Do not use Clipart
Standard Slides
This slide is the standard background
Title – Arial, Bold, 40 pt unless too long; no smaller than 32
Primary bullets – Arial, 28 pt
Secondary Level – Arial, 24 pt
Third Level – Arial, 20 pt should be the minimum size
Use upper and lower case as required for emphasis and readability
Bold text only for emphasis; do not use shadow
Align bullets under the point in the AF symbol
“Wipe Right” is the standard for slide transitions
Standard Slides, con’t
Colors
Title – Dark Blue (upper right hand of pallet)
Body – Black
Bullets and line spacing – use the default setting whenever possible
Bullets 100% of text
Insert spaces before and after dashes, slashes, and ellipsis unless you are writing an office symbol. For example, use “pilot / nav” and “AETC/CC”
Most importantly
Be consistent within your presentation
Charts / Graphs
Keep as simple as possible
Use the space available ... bigger charts are easier to read
Colors
Goal lines are orange
The primary colors for graphs are orange, green, and dark blue; if additional colors are needed, ensure they do not detract from the message
Red normally indicates a problem area – avoid it unless it’s the message you wish to send
Borders, axis values, and gridlines should be black
Line Charts
Good
Goal
Fiscal Year
Classification Markings
Mark title slide with overall briefing classification
Unclassified
If entire briefing is unclassified — no classification markings needed
Use Green for unclassified markings
Classified
Use classification markings if presented, or saved with other classified briefing
If ... ANY slide in briefing is classified, mark all briefing slides with appropriate classification level
Use Red for classified markings
CLASSIFICATION
CLASSIFICATION
Helpful Hints
Dry run briefings on the equipment you will use
Ensures computers can handle your presentation
Colors may not project overhead as well as they do on your computer screen
Tailor your briefing to the audience
Ensure briefings to CC / CV are presented at the executive level … strive to use 15 slides max
Only use graphics if they enhance the message of the slide
Templates, patches, etc., can be obtained from AETC/CCX, DSN 487-5844
Helpful Hints, con’t
“The Show”
Transitions are OK, but be careful; complex transitions take time and can be distracting
Dual screen briefings are OK in Martin Hall Conf Room and the AETC Conf Center … check for other locations
In both locations the left and right screens must be changed simultaneously
Build briefings with an equal number of left and right slides
Blank slides should be solid black
Chartsmanship: Be consistent!
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