GSA Public Buildings Service

How to Submit a ProposalHow to Submit a Proposal

2 Basic Procedures2 Basic Procedures

Sealed BiddingInvitation for Bids (IFB)

Competitive ProposalsRequest for Proposals (RFP)

Sealed BiddingInvitation for Bids (IFB)

Competitive ProposalsRequest for Proposals (RFP)

Sealed BiddingSealed Bidding

When the award can be based on price

Award can be made to responsible bidder with lowest price

Invitation for Bids (IFB)Responsibility check

When the award can be based on price

Award can be made to responsible bidder with lowest price

Invitation for Bids (IFB)Responsibility check

Pre-Award Survey(Responsibility Check)

Pre-Award Survey(Responsibility Check)

Determines if low bidder hasAdequate financial resourcesSatisfactory past performance recordNecessary facilities & technical skills

Determines if low bidder hasAdequate financial resourcesSatisfactory past performance recordNecessary facilities & technical skills

Certificate of CompetencyCertificate of Competency

Contracting officials suspect the low bidder is not a viable firm for the project

Request determination from the Small Business Administration (SBA)

SBA either issues or denies

Contracting officials suspect the low bidder is not a viable firm for the project

Request determination from the Small Business Administration (SBA)

SBA either issues or denies

Competitive ProposalsCompetitive Proposals

More frequently usedRequest for Proposals (RFP)Award based on Best Value to the

GovernmentTwo basic types

Technically acceptable lowest priceTrade Off

More frequently usedRequest for Proposals (RFP)Award based on Best Value to the

GovernmentTwo basic types

Technically acceptable lowest priceTrade Off

Technically Accepted Lowest Price

Technically Accepted Lowest Price

Two stepsTechnical Proposal

Acceptable or notPrice Proposal

Lowest price

Two stepsTechnical Proposal

Acceptable or notPrice Proposal

Lowest price

The Trade Off ProcessThe Trade Off Process

Award may go to other than:Lowest priceHighest ranked technically

Technical Proposals are rankedEvaluation is based on factors

Award may go to other than:Lowest priceHighest ranked technically

Technical Proposals are rankedEvaluation is based on factors

Example of a FactorExample of a Factor

Experience on similar projectsOver the past ten yearsFocus on how “similar” is defined,

(new construction of a building $7,500,000 or greater)

Offerors must submit three projects

Experience on similar projectsOver the past ten yearsFocus on how “similar” is defined,

(new construction of a building $7,500,000 or greater)

Offerors must submit three projects

Past PerformancePast Performance

Past Performance is always evaluated

Reliable referencesThe government can get past

performance information from anyone

Similar experience and past performance are two different factors

Past Performance is always evaluated

Reliable referencesThe government can get past

performance information from anyone

Similar experience and past performance are two different factors

What is looked for in Past Performance?

What is looked for in Past Performance?

TimelinessCost ControlAdministrationQuality ProductBusiness RelationsSafety HistoryQualification of Key Personnel

TimelinessCost ControlAdministrationQuality ProductBusiness RelationsSafety HistoryQualification of Key Personnel

More on evaluation factorsMore on evaluation factors

Others may includeTechnical excellenceManagement plan

Relative importance of factors

Others may includeTechnical excellenceManagement plan

Relative importance of factors

Elimination from competition

Elimination from competition

Evaluators establish a competitive range based on submittals

Notice regarding eliminationOnly highest rated proposal will be

consideredNumber may further be reduced

for efficiency

Evaluators establish a competitive range based on submittals

Notice regarding eliminationOnly highest rated proposal will be

consideredNumber may further be reduced

for efficiency

DebriefingDebriefing

Offeror advised of rationale for eliminating their proposal

Review of significant elements of their proposal

No information revealed about any other offerors proposal

Debriefing may be requested after elimination or after award

Reasoning is to assist in preparing future proposals

Offeror advised of rationale for eliminating their proposal

Review of significant elements of their proposal

No information revealed about any other offerors proposal

Debriefing may be requested after elimination or after award

Reasoning is to assist in preparing future proposals

DoDo

Attend pre-proposal conferencesRespond to Sources Sought

NotificationUpdate your CCR profileMarket your firm to PBS staffBid on many projectsDirect questions to the Contracting

OfficerForm joint ventures

Attend pre-proposal conferencesRespond to Sources Sought

NotificationUpdate your CCR profileMarket your firm to PBS staffBid on many projectsDirect questions to the Contracting

OfficerForm joint ventures

Don’tDon’t

Submit what is not requiredProvide a lump sum dollar amountAssume you’re not eligible for

programs

Submit what is not requiredProvide a lump sum dollar amountAssume you’re not eligible for

programs

Questions?Questions?