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Jean E. Goforth 21 CONS/LGCZB

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Jean E. Goforth 21 CONS/LGCZB

  1. 1. AIR FORCE SPACE COMMAND UTILITY PRIVATIZATION Introduction to Federal Contracting For Utilities Privatization (UP) Jean E. Goforth 21 CONS/LGCZB Peterson AFB CO 29 Sep 2004
  2. 2. Overview <ul><li>The Process </li></ul><ul><li>Milestones </li></ul><ul><li>Source Selection </li></ul><ul><li>Assistance </li></ul><ul><li>Procurement Integrity </li></ul><ul><li>Conclusion </li></ul><ul><li>Questions </li></ul>
  3. 3. SAF/IEI SPONSORING MAJCOM AF/ILE AFCESA/AFCEE PROJECT BASES OVERSIGHT DIRECTION DIRECTION TECH SUPPORT ROLES/RESPONSIBILITIES <ul><li>MAJCOMs/BASES </li></ul><ul><ul><li>Identify Needs </li></ul></ul><ul><ul><li>Implement Program </li></ul></ul><ul><ul><li>Follow Policy, Criteria, Procedures </li></ul></ul><ul><ul><li>Feedback </li></ul></ul><ul><li>AF/ILEX </li></ul><ul><ul><li>Advocacy, Policy/Program </li></ul></ul><ul><ul><li>Oversight </li></ul></ul><ul><ul><li>Guidance /Information </li></ul></ul><ul><li>AFCESA </li></ul><ul><ul><li>Technical Support </li></ul></ul><ul><ul><li>Contract Support </li></ul></ul><ul><li>AFCEE </li></ul><ul><ul><li>Environmental Support </li></ul></ul><ul><li>SAF/IEI </li></ul><ul><ul><li>Approval </li></ul></ul><ul><ul><li>Notify Congress </li></ul></ul>The Process -- UP Management Concept INFORMATION CONGRESS NOTIFICATION DIRECTION INFORMATION AF MANAGEMENT CONCEPT : <ul><li>AIR STAFF DIRECTION </li></ul><ul><li>MAJCOM IMPLEMENTATION </li></ul>OSD
  4. 4. The Process – OSD Directed <ul><li>UP PROCESS: </li></ul><ul><ul><ul><li>Request for Information/Request for Interested Sources </li></ul></ul></ul><ul><ul><ul><li>Kick Off </li></ul></ul></ul><ul><ul><ul><li>Acquisition Plan Approval </li></ul></ul></ul><ul><ul><ul><li>Source Selection Authority Approves Source Selection Plan </li></ul></ul></ul><ul><ul><ul><li>RFP & Section Js Release </li></ul></ul></ul><ul><ul><ul><li>Pre-Proposal Conference, Site Visit, and One-On-One Exchanges </li></ul></ul></ul><ul><ul><ul><li>Receive Proposals (RFP Closing Date) </li></ul></ul></ul><ul><ul><ul><li>Evaluate Proposals </li></ul></ul></ul><ul><ul><ul><li>Establish Competitive Range & Conduct Discussions </li></ul></ul></ul><ul><ul><ul><li>Final Proposal Revision and Evaluations </li></ul></ul></ul><ul><ul><ul><li>SSA Decision Recommendation </li></ul></ul></ul><ul><ul><ul><li>AFCESA, AF/ILE, & ESG Review; Economic Analysis Cost Comparison Certification signed; Back to SSA; Congress notified </li></ul></ul></ul><ul><ul><ul><li>Contract Award (includes Right of Access) Signed </li></ul></ul></ul><ul><ul><ul><li>Debriefings to Offerors </li></ul></ul></ul><ul><ul><ul><li>Transition Begins With Permits, Capital Improvements, Bill of Sale Signed Transferring Ownership </li></ul></ul></ul><ul><ul><ul><li>Contract Performance Commencement </li></ul></ul></ul><ul><ul><ul><li> </li></ul></ul></ul>
  5. 5. MAJCOM UP Decision RFP Closing Evaluation Begins Site Visit Pre- Proposal Conference 1-On-1s Certify Economic Analysis Results FPR Evaluations Final Proposal Revisions (FPR) Competitive Range Discussions Negotiations RFP Issued To Industry The Process -- Competitive Process 45 Cumulative 60 100 45 60 60 120 220 280 340 400 Events Time Posted On FedBizOps One Day Per System Plus 2 Proposal From Offeror To Gov’t ENs Issued Verbal/ Written Discussions Final Proposal Revisions To Gov’t Package for MAJCOM Decision Brief ESG 20 420 Products/Outcome Status of Acquisition Process briefed by MAJCOMs to ILEXO on Specified Dates 75 Congress Notification Go/No Go Debriefings
  6. 6. Milestones <ul><li>After RFP Closes: </li></ul><ul><ul><li>Begin Technical Evaluation s </li></ul></ul><ul><ul><li>Complete Initial Proposal Evaluations </li></ul></ul><ul><ul><li>Complete Evaluation Notices (ENs) </li></ul></ul><ul><ul><li>Brief SSA on ENs </li></ul></ul><ul><ul><li>Open Discussions/Negotiations </li></ul></ul><ul><ul><li>Receive EN responses </li></ul></ul><ul><ul><li>Conclude evaluations of EN responses </li></ul></ul><ul><ul><li>Draft SSET Report </li></ul></ul><ul><ul><li>SSAC Brief SSA on SSET Report/Competitive Range/Request for Clearance </li></ul></ul>
  7. 7. Milestones <ul><li>After RFP Closes, Continued </li></ul><ul><ul><li>Request Final Proposal Revisions </li></ul></ul><ul><ul><li>Receive Final Proposal Revisions </li></ul></ul><ul><ul><li>Complete Final Proposal Evaluations </li></ul></ul><ul><ul><li>SSAC Briefing – Final SSET Report </li></ul></ul><ul><ul><li>Economic Analysis Package Certification by Wing FM </li></ul></ul><ul><ul><li>SSAC Briefs SSA </li></ul></ul><ul><ul><li>SSA Briefs ESG on Recommended GO/NO GO </li></ul></ul><ul><ul><li>Contracting Congressional Notification </li></ul></ul><ul><ul><li>If economical IAW 10 USC 2688, Contract Award </li></ul></ul><ul><ul><li>Begin Transition Period and Obtain Permits </li></ul></ul><ul><ul><li>Bill of Sale Executed </li></ul></ul><ul><ul><li>Contract Performance Starts </li></ul></ul>
  8. 8. Source Selection Roadmap Cost Technical Proposals Meaningful Discussions Market Research Customers Needs Best Value Process RFP Requirements & Criteria Evaluate Determine Competitive Range Evaluate Proposals Compare Debrief Contract Decision Proposals Begin Best Value <ul><li>Acquisition </li></ul>Lessons Learned Key Discriminators (Source Selection Plan) Final Proposal Revision Strategy/Plan Plan the Approach <ul><li>Requirements </li></ul>
  9. 9. Source Selection Organization--AFSPC Mission Capabiltiy Standing HQ team Base Rep AFSPC/MS Executive Steering Group Areas of SSET evaluation Standing HQ Council with Base Rep(s) Source Selection Authority (SSA) – Source Selection Advisory Council (SSAC) Source Selection Evaluation Team (SSET) Past Performance (PRAG) Risk Cost Recorders
  10. 10. Pre- RFP RFP Release Proposal Receipt Comp Range Deter Request FPR Award Interim Rating Before Final Proposal Rev (FPR) EXCHANGES <ul><li>Req Devel </li></ul><ul><li>Acq Strategy </li></ul><ul><li>DRFPs </li></ul><ul><li>Conferences </li></ul><ul><li>One-on-one </li></ul><ul><li>Mtgs </li></ul><ul><li>Market </li></ul><ul><li>Research </li></ul><ul><li>CO Responses </li></ul><ul><li>to Questions </li></ul><ul><li>RFP Amendments </li></ul>Exchanges (CO controls after RFP release <ul><li>All proposals eval </li></ul><ul><li>Comp range deliberated </li></ul><ul><li>No revisions allowed </li></ul><ul><li>Communicate only with </li></ul><ul><li>those uncertain if in/out CR </li></ul>Communications for greater understanding leading to CRD <ul><li>Now best value is goal </li></ul><ul><li>ENs (not CRs/DRs) issued </li></ul><ul><li>Proposal revisions allowed </li></ul><ul><li>Must discuss </li></ul><ul><li>-significant weaknesses </li></ul><ul><li>-deficiencies </li></ul><ul><li>-other aspects to enhance </li></ul><ul><li>award potential </li></ul><ul><li>Release Interim FPR ratings </li></ul><ul><li>Request FPRs </li></ul>Discussions (only w/offerors in CR) Post-Award Debriefings Debriefings of successful and unsuccessful offerors. Same rating charts as shown to SSA FPR Receipt EXCHANGES BY CONTRACTING PHASE WITH DISCUSSIONS Evaluation
  11. 11. Final Proposal Revision (FPR) <ul><li>All offerors in Competitive Range given an opportunity to revise their proposals simultaneously. </li></ul><ul><li>Use a common cut off date and time to ensure a fair competitive environment </li></ul><ul><li>If after receipt of final revised proposals it becomes necessary to subsequently clarify you can without any additional request for final offers from all offerors </li></ul><ul><li>In unlikely case further expanded negotiations, a second final offer opportunity must be extended to all offerors </li></ul>
  12. 12. Contractor Debriefs Post Award <ul><li>Include Significant Strengths, Weaknesses, Deficiencies </li></ul><ul><li>Overall Evaluated Ratings for offeror and selected offeror </li></ul><ul><li>Redacted SSDD Slides required </li></ul><ul><li>Briefing Charts for offeror </li></ul><ul><li>Summary of Rationale for Award </li></ul><ul><li>Reasonable Responses to Relevant Questions </li></ul><ul><li>Not a Forum for Debate </li></ul><ul><li>See AFFARS 5315.506 </li></ul><ul><li>Offerors may not be pleased, but should understand the reason for selection. </li></ul>
  13. 13. Assistance <ul><ul><li>Sources for Assistance: </li></ul></ul><ul><ul><ul><li>Air Force Source Selection Policy </li></ul></ul></ul><ul><ul><ul><li>http://www.safaq.hq.af.mil/contracting/index.html </li></ul></ul></ul><ul><ul><ul><li>Air Force Civil Engineering Support Agency </li></ul></ul></ul><ul><ul><ul><li>http://www.afcesa.af.mil </li></ul></ul></ul><ul><ul><ul><li>Air Force Federal Acquisition Regulation (FAR) site </li></ul></ul></ul><ul><ul><ul><li>http://farsite.hill.af.mil (All Clauses) </li></ul></ul></ul><ul><ul><ul><li>http://www.arnet.gov/far (FAR Clauses only) </li></ul></ul></ul>
  14. 14. <ul><li>FAR Part 3.101-1 - Government business shall be conducted in a manner above reproach and, except as authorized by statute or regulation, with complete impartiality and with preferential treatment for none </li></ul><ul><li>All communications with offerors must come through contracting officer/specialist to ensure complete and accurate information provided and impartial treatment of offerors </li></ul>Procurement Integrity
  15. 15. Conclusion <ul><li>DoD emphasis on AFSPC fully evaluating UP systems for privatization </li></ul><ul><li>AFSPC doing everything possible to minimize workload on Wing (Base) personnel </li></ul><ul><li>Success is defined as SSA decision for Competitive RFPs by 30 Sep 05 </li></ul>
  16. 16. Questions <ul><ul><li>Questions? </li></ul></ul>
  17. 17. MAJCOM UP Decision Discuss Areas of RFP & Establish Milestones Send Cover Letter With RFP Package Certify Economic Analysis Results Contract Review Events Outcome: Written Documents Terms & Conditions Visit Local Provider & Oral Presentation Time Allotted For Response Of Interest The Process -- Sole Source Process 75 Cummulative 30 90 60 60 15 60 60 105 165 255 315 375 Events Time Declaration Of Interest Sole Source Template To Offeror Decision Risk Assessment Presentation From Local Provider Proposal From Offeror To Govt Package for MAJCOM Decision Brief ESG 15 390 Products/Outcome EXIT CRITERIA: At any stage in process if impasse is reached due to cost, performance, regulation or statute exemption processed. Status of sole source actions briefed quarterly by ILEXO
  18. 18. Milestones <ul><li>Key Dates are established by AF/ILEXO and AFCESA for each specific location and include dates: </li></ul><ul><ul><li>Kickoff Meeting (Begin RFP) briefings include: </li></ul></ul><ul><ul><ul><li>Wing senior leadership on entire UP program; </li></ul></ul></ul><ul><ul><ul><li>Wing Civil Engineers, Finance, Legal, and Contracting briefed on entire source selection process and needed support </li></ul></ul></ul><ul><ul><li>Issue RFPs to Industry </li></ul></ul><ul><ul><ul><li>Site Visit, Pre-Proposal Conference, One-On-One Discussions </li></ul></ul></ul><ul><ul><ul><li>Questions from offerors and Government answers posted to FedBizOpps </li></ul></ul></ul><ul><ul><li>Close RFPs (RFP deadline dates for proposal submission) </li></ul></ul><ul><ul><li>Source Selection Authority (SSA) Decisions briefed to AF UP Executive Steering Group </li></ul></ul>
  19. 19. Source Selection Process
  20. 20. Mandatory Evaluation Factors <ul><li>Mission Capability </li></ul><ul><li>Proposal Risk </li></ul><ul><li>Past Performance Confidence Assessment </li></ul><ul><li>Price/Cost </li></ul>
  21. 21. Mission Capability Subfactor Rating <ul><li>Six Subfactors: </li></ul><ul><li>Service Interruption/Contingency </li></ul><ul><li>Quality Management </li></ul><ul><li>Capital Upgrades and </li></ul><ul><li>Renewals & Replacements </li></ul><ul><li>Operational Transition </li></ul><ul><li>Financial Capability </li></ul><ul><li>Small Business </li></ul>
  22. 22. Proposal Risk AFFARS 5315.305 (a)(3)(ii) <ul><li>Identification and assessment of Risk Associated with an offeror’s proposal approach </li></ul><ul><li>Rated as: </li></ul>High Moderate Low
  23. 23. Past Performance <ul><li>Assessment of offeror’s present and past work record </li></ul>References Cited in Proposal Questionnaires/ Interviews Recency Relevancy Quality Performance on Recent Gov’t Contracts Performance on Recent Commercial Contracts
  24. 24. Integrated Assessment <ul><li>Price/Cost Reasonableness </li></ul><ul><ul><li>Yes or No </li></ul></ul><ul><ul><li>Lower than Government Cost Estimate (GCE) </li></ul></ul><ul><li>Price/Cost Realism </li></ul><ul><ul><li>Are resources adequate for proposed approach? </li></ul></ul><ul><ul><li>Basis for “most probable cost” estimate </li></ul></ul>
  25. 25. Discussions <ul><li>Negotiations conducted in a competitive environment after determination of competitive range </li></ul><ul><li>Objective: To maximize the Government’s ability to get the best value; to fully understand what was proposed; and share cost comparison with GCE </li></ul><ul><li>Evaluation Notices are issued to offerors in competitive range </li></ul><ul><ul><li>Means to clarify and discuss proposals </li></ul></ul><ul><ul><li>Change Pages to Impacted Proposal Data Requested </li></ul></ul><ul><li>Once discussions concluded, complete file must be reviewed by MAJCOM Contracting Personnel and Clearance granted prior to requesting Final Proposal Revisions </li></ul><ul><li>Reference: FAR 15.306(d) </li></ul>
  26. 26. Awardability <ul><li>Other aspects of the proposal </li></ul><ul><ul><li>Proposed Terms and Conditions </li></ul></ul><ul><ul><li>Pre-Award Surveys </li></ul></ul><ul><ul><li>Required Certifications </li></ul></ul><ul><ul><li>Responsibility Determination (FAR 9) </li></ul></ul><ul><ul><li>Must Be Below Government Cost Estimate (GCE) IAW 10 U.S.C. 2688 </li></ul></ul>
  27. 27. Final Decision Briefing <ul><li>SSAC Briefing to SSA </li></ul><ul><li>SSA compares proposed price </li></ul><ul><li>to Government Cost Estimate </li></ul><ul><li>SSA Briefs Executive Steering Group </li></ul><ul><li>SSA Signs SS Document </li></ul>

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