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Source Selection and Evaluation

发布时间:2013-11-20 13:49:22  

UNCLASSIFIEDUS Special Operations CommandSource Selection and Evaluation

Briefer: Raisa Barnes

Office: SORDAC-KX

Date: 1 May 2013

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Agenda

?Types of Source Selections?Source Selection Process/Government?s

Responsibility

?Source Selection Teams?Solicitation/Request for Proposal (RFP)?Proposal Submission and Evaluation Criteria?Evaluation and Decision Process2UNCLASSIFIED

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Exchanges with Industry

Before receipt of proposals?Industry conferences

?Public hearings

?Market research

?Pre-solicitation notices

?Draft RFPs

?Site visits

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Source Selection Approaches

?Two common types:

?Lowest price technically acceptable (FAR 15.101-2 )?Best value is expected to result from selection of a

technically acceptable proposal with the lowest evaluated price

?Trade-off Process (FAR 15.101-1)?In the best interest of the Government to consideraward to

other than the lowest priced offeror or other than the

highest technically rated offeror

?All evaluation factors and significant subfactors that will

affect contract award and their relative importance shall be clearly stated

?Possible Trade-offs: Technical, Past Performance, and

Price/Cost4UNCLASSIFIED

UNCLASSIFIEDSourceSelection Process

????????????Receive procurement request packageDevelop the acquisition strategy/planPrepare and issue the solicitationReceive proposals Conduct initial proposal evaluation Establish competitive range Conduct “meaningful” discussionsRequest final proposal revisionConduct final proposal evaluationSource selection decisionAward

Debrief unsuccessful offerorsUnderstanding the whole process before you begin is critical.DoD Source Selection Procedures Guide:

http://www.acq.osd.mil/dpap/policy/policyvault/USA007183-10-DPAP.pdfUNCLASSIFIED5

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Acquisition Planning

?Government?s Responsibility:

?Identify the requirement

?Determine how a successful offeror will be selected?Determine the criteria used to measure the merit of

the proposal

?Identify important discriminating factors & sub-

factors

?Identify the level of importance for each factor &

sub-factor

?Determine what information the offerors need to submit

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Typical SourceSelection Team

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EVALUATION AND DECISION

PROCESS

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Strengths

DeficienciesSignificant WeaknessesWeaknessesUncertaintiesDiscussionsFinal Evaluation

Final SSEB ReportFindingsSelection Decision Document UNCLASSIFIED

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Proposal Information

Instructions to Offerors

Describes what the Government wants offerors to submitEvaluation CriteriaHow we’re going to evaluate

what offerors submitSection L mirrors the information in Section M.

The proposal provides the only information that can be evaluated during the source selection, Government’s knowledge of the offeror cannot be considered or evaluated…so make sure you clearly document the data requested in Section L to be evaluated in accordance with Section M10UNCLASSIFIED10

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Factors & Sub-factors

Know the

important

factors

Know the

level of

for each factor & sub-factor11

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Proposal Instructions

Section LTECHNICAL (Area)THINK--What information did Product Samples (Factor)the Government request?

Make it clear in your proposal, Test Results (Sub-factor)

User Assessment (Sub-factor)answer the Government’s requirement.Specifications (Sub-factor)

Technical Approach (Factor)

Specification Thresholds/Objectives (Sub-factor)Management (Factor)

Quality Assurance (Sub-factor)Section L tells you what you

must submit. Section M tells Subcontracting (Sub-factor)the importance of each area, Facilities (Sub-factor)factor and sub-factor is PAST PERFORMANCE (Area)detailed. The Areas/Factors/

Sub-factors relative order of PRICE (Area)UNCLASSIFIEDimportance must be included in the RFP.12

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Steps To Take

?Know the Requirement

?Know the criteria and standards stated in the RFP?Read through the request for proposal -one time in

total

?Read through again and know what the government

is looking for, what are the key elements

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UNCLASSIFIEDProposal Evaluation vs.

Source Selection

?PROPOSAL EVALUATION

?Examination of the merits of each proposal against

the requirements of the solicitation and rating the factors and sub-factors.

?Performed by the Source Selection Evaluation

Board (SSEB).

?SOURCE SELECTION

?Comparing the evaluated merits of each proposal

against those of the other proposals, using the

established weights of the factors and sub-factors, and selecting the proposal judged to represent the “best value” to the Government.

?Performed by the Source Selection Authority (SSA).14UNCLASSIFIED14

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General Information for Evaluation ?Evaluations are consistent with the RFP criteria

?Government cannot use what they know about the Offeror, it must be

included in the Offeror?s proposal

?Proposals are not evaluated against one another

?proposals are evaluated against the criteria outlined in Section M?Evaluating the offeror?s unique approach to the requirement

?Government will issue Evaluation Notices (ENs) as the tool to

understand discrepancies or obtain clarifications

?ENs are not providing or developing a solution for the Offeror, they are

to obtain additional information

?ENs are specific to individual concern within an Offeror?s proposal?All source selections are governed by the DoD Source Selection

Procedures

?http://www.acq.osd.mil/dpap/policy/policyvault/USA007183-10-

DPAP.pdf

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UNCLASSIFIEDEvaluation Methodology

OUTSTANDING

GOOD

ACCEPTABLE

MARGINAL

UNACCEPTABLEPAST PERFORMANCESUBSTANTIAL CONFIDENCESATISFACTORY CONFIDENCELIMITED CONFIDENCENO CONFIDENCEUNKNOWN CONFIDENCEPRICE $ Total Evaluated Price (TEP) (FFP Contracts)or $ Most Probable Cost (MPC) (CPFF

Contracts/Incentive Contracts)16UNCLASSIFIED

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Combined Technical/RiskRatings

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Evaluating

a Technical Proposal

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Technical Team Evaluation Process?Tech Team reviews and evaluates, as a whole

?The technical approach described in the proposal?The SOW to ensure that it implements what is

described in the proposal

?The Basis of Estimates (BOEs) to ensure that the

hours estimated to implement the approach

described in the proposal are adequate to perform the work

?Review estimating methodology to ensure it?s

reasonable

?The Bill of Materials to ensure that the material types

and quantities necessary to execute the approach are included

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Technical Sub-Factor RatingOfferors

ABC

Technical Approach

ManagementDTest ResultsUser AssessmentSpecificationsSpec (T/O)Quality Assurance Subcontracting Facilities 20UNCLASSIFIED

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Roll-UpProcess

TECHNICAL -AREA

A

BCDProduct Samples -FACTOR

Technical Approach -

FACTORManagement -FACTORTo derive the Technical Area rating, roll-up the factor ratingsUNCLASSIFIED21

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Initial Evaluation ResultsOfferors

ABCDTECHNICAL 22UNCLASSIFIED

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Past Performance Evaluation

?The past performance evaluation factor assesses

the degree of confidence the Government has in an offeror’s ability to supply products and services that meet users’ needs, based on a demonstrated record of performance

requirements

?phone numbers

?Consider relevant subcontracts?UNCLASSIFIED23

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Past Performance Confidence UNCLASSIFIEDUNCLASSIFIED

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Initial Evaluation ResultsOfferors

ABSub Sat Sat LimitedCDTECHNICAL PAST PERF26UNCLASSIFIED

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Cost/Price27UNCLASSIFIED

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What?s The Price?

?Cost contracts

?Govt. creates a Total Evaluated Price based on the Most Probable Cost

(MPC) of the Offeror by making adjustments where necessary (i.e., direct and indirect rates, labor hours, material, etc.).

?This helps to prevent the Gov?t from making a selection based on an

unrealistic estimate and insures offeror understands the requirement). ?For FFP contracts the TEP is the Offeror?s price

?Government will not adjust the TEP

?If the price quoted appears unrealistically low, it may influence

performance risk rating and reflect a lack of understanding of the requirement

Coordination between Technical Team and Cost/Price Team is critical to ensure that the Technical Volume is in line with the Cost/Price Volume (i.e.,

Price is representative of the technical approach).

ADVICE: Show all detailed calculations. Excel spreadsheets should be submitted with all formulas and links included. How did you arrive at your price? Price/Cost Volumes do not have page limits, explain your basis of

estimate.UNCLASSIFIED28

Major Elements InCost Realism AnalysisUNCLASSIFIED?Inputs

?Labor Hours

?Material (Type & Quantities)?Travel (# People,# Trips, Duration)?ODC (E.G. Computer Time)?Rates & Costs

?Labor Rates

?Indirect Rates

?Material Costs

?Profit/Fee

?Terms and Conditions?Incentive Structure ?Ceiling Price / Share RatiosCOST TEAMPCO / BUYERPRICE ANALYST

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Cost/PriceTeam

?Cost Team Responsibilities:

?Verifying Rates and Factors

?Checking the cost proposal for completeness

?Understanding pricing assumptions that may affect

cost/ price

?Coordination with Technical Team to ensure

consistency between Technical Volume and Cost/Price Volume

Coordination between Technical Team

and Cost/Price Team is critical to ensure

that the Technical Volume is in line with

the Cost/Price Volume (i.e., Price is

representative of the technical approach)

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Cost/Price Realism Assessment

Methodology

?UNCLASSIFIEDCriteria: Cost proposals evaluated for:

?Consistency with technical proposals

?Clear understanding of solicitation requirements

?Sound approach to satisfying these requirements

?Methodology:

?Labor and ODC evaluated for realism in relation to RFP and offeror ?s

unique approach

?Cost impact of Technical/Management risks assessed

?Costs adjusted to eliminate competitive advantage from proposed use

of Gov?t property or facilities

?Most Probable Cost (MPC) developed for each offeror?s proposal?Technique:

?Comparison to program cost estimate, analogous programs,

parametric models (SEER-SEM), historical databases, and SSEB engineering assessments

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Initial Evaluation Results

Offerors

ABCDTECHNICAL Sub Sat Sat LimitedPAST PERF$10M $9.8M $12M $15M

PRICEGovernment will use the initial evaluations to determine if weakness, significant weakness, and/or deficiencies can be corrected. FAR 15.306(c)(1) states “…competitive range comprised of all of the most highly rated proposals”. Proposals

with no chance of winning should not be carried forward.

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Competitive Range & Discussions??SSA approves competitive range decision or to award without discussionsLeave in all offerors that have a reasonable

chance to win. Eliminate from the CRD all others

If an offeror has no chance of award, the Government is doing them a favor by removing them. They may not like it at first but in the long run it is

best for all involved.

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Competitive Range Decision &

Discussions

?Evaluation Notices (ENs) are

given to each offeror still in the competitive range addressing any identified weaknesses,

significant weaknesses,

deficiencies or exceptions.

Discussions allow the offeror to understand issues and

potentially resolve them.

At the conclusion of

discussions, offerors submit a Final Proposal Revision ??Proposals are evaluated against the evaluation standards in the RFP and not compared to the other vendors until the comparative analysis.UNCLASSIFIED34

UNCLASSIFIEDExchanges w/ Offerors

FAR 15.306

?Source Selection Vocabulary

?Clarifications–limited exchanges with offerors when

award w/o discussions is contemplated. It allows for Q and A on past performance issues or to correct minor clerical errors.

?Communications –contact with the offerors on matters

that may determine if they may or may not be in the

competitive range such as adverse past performance or ambiguities. Contractors cannot revise their proposal.?Discussions-negotiations that occur after any

competitive range decision that cover weaknesses, significant weaknesses and deficiencies with the idea that the offerors will revise their proposal.

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Source Selection Process-End Game??Receive requirement

?Prepare the acquisition strategy/plan

?Prepare the source selection plan

?Prepare and issue the solicitation

?Receive proposals

?Conduct (initial) proposal evaluation

?Establish competitive range

?Conduct “meaningful” discussions

?Request final proposal revision

?Conduct final proposal evaluation

?Source selection

?Award

Debrief unsuccessful offerors

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Questions

?

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