AIR FORCE SPACE COMMAND UTILITY PRIVATIZATION

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
Overview

• The Process
• Milestones
• Source Selection
• Assistance
• Procurement Integrity
• Conclusion
• Questions

3
The Process -- UP Management Concept
ROLES/RESPONSIBILITIES
CONGRESS

• MAJCOMs/BASES
• Identify Needs
• Implement Program
• Follow Policy, Criteria, Procedures
• Feedback
• AF/ILEX
• Advocacy, Policy/Program
• Oversight
• Guidance /Information
• AFCESA
• Technical Support
• Contract Support
• AFCEE
• Environmental Support
• SAF/IEI
• Approval
• Notify Congress

OVERSIGHT
NOTIFICATION
PROJECT
SAF/IEI
BASES
DIRECTION
INFORMATION
DIRECTION

AF/ILE
SPONSORING
INFORMATION
MAJCOM
DIRECTION
TECH SUPPORT
AFCESA/AFCEE
4
The Process OSD Directed

• UP PROCESS
• Request for Information/Request for Interested
  Sources
• Kick Off
• Acquisition Plan Approval
• Source Selection Authority Approves Source
  Selection Plan
• RFP Section Js Release
• Pre-Proposal Conference, Site Visit, and
  One-On-One Exchanges
• Receive Proposals (RFP Closing Date)
• Evaluate Proposals
• Establish Competitive Range Conduct Discussions
• Final Proposal Revision and Evaluations
• SSA Decision Recommendation
• AFCESA, AF/ILE, ESG Review Economic Analysis
  Cost Comparison Certification signed Back to
  SSA Congress notified
• Contract Award (includes Right of Access) Signed
• Debriefings to Offerors
• Transition Begins With Permits, Capital
  Improvements, Bill of Sale Signed Transferring
  Ownership
• Contract Performance Commencement

5
The Process -- Competitive Process
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
Events
Brief ESG
60
100
45
60
60
20
75
Time
45
Cumulative
120
220
280
340
400
420
Final Proposal Revisions To Govt
Products/Outcome
Posted On FedBizOps
One Day Per System Plus 2
Proposal From Offeror To Govt
ENs Issued Verbal/ Written Discussions
Package for MAJCOM Decision
Congress Notification Go/No Go Debriefings
Status of Acquisition Process briefed by MAJCOMs
to ILEXO on Specified Dates
6
Milestones

• After RFP Closes
• Begin Technical Evaluations
• Complete Initial Proposal Evaluations
• Complete Evaluation Notices (ENs)
• Brief SSA on ENs
• Open Discussions/Negotiations
• Receive EN responses
• Conclude evaluations of EN responses
• Draft SSET Report
• SSAC Brief SSA on SSET Report/Competitive
  Range/Request for Clearance

7
Milestones

• After RFP Closes, Continued
• Request Final Proposal Revisions
• Receive Final Proposal Revisions
• Complete Final Proposal Evaluations
• SSAC Briefing Final SSET Report
• Economic Analysis Package Certification by Wing
  FM
• SSAC Briefs SSA
• SSA Briefs ESG on Recommended GO/NO GO
• Contracting Congressional Notification
• If economical IAW 10 USC 2688, Contract Award
• Begin Transition Period and Obtain Permits
• Bill of Sale Executed
• Contract Performance Starts

8
Source Selection Roadmap
Requirements
Proposals
Begin Best Value
Criteria
(Source Selection Plan)

• Acquisition

Evaluate
RFP
Key Discriminators
Determine
Competitive
Range
Lessons Learned
Market Research
Meaningful
Discussions
Best Value Process
Final Proposal Revision
Debrief
Customers Needs
Evaluate
Contract
Decision
Proposals
Compare
Proposals
Cost
Technical
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Source Selection Organization--AFSPC
Executive Steering Group
AFSPC/MS
Standing HQ Council with Base Rep(s)
Standing HQ team Base Rep
Mission Capabiltiy
Areas of SSET evaluation
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EXCHANGES BY CONTRACTING PHASE WITH DISCUSSIONS
Comp Range Deter
Request FPR
Proposal Receipt
RFP Release
Interim Rating Before Final Proposal Rev (FPR)
Pre- RFP
FPR Receipt
Award
Evaluation
EXCHANGES

• All proposals eval
• Comp range deliberated
• No revisions allowed
• Communicate only with
• those uncertain if in/out CR

• Req Devel
• Acq Strategy
• DRFPs
• Conferences
• One-on-one
• Mtgs
• Market
• Research

• Now best value is goal
• ENs (not CRs/DRs) issued
• Proposal revisions allowed
• Must discuss
• -significant weaknesses
• -deficiencies
• -other aspects to enhance
• award potential
• Release Interim FPR ratings
• Request FPRs

Post-Award Debriefings

• CO Responses
• to Questions
• RFP Amendments

Debriefings of successful and unsuccessful
offerors. Same rating charts as shown to SSA
Exchanges (CO controls after RFP release
Communications for greater understanding leading
to CRD
Discussions (only w/offerors in CR)
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Final Proposal Revision (FPR)

• All offerors in Competitive Range given an
  opportunity to revise their proposals
  simultaneously.
• Use a common cut off date and time to ensure a
  fair competitive environment
• 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
• In unlikely case further expanded negotiations, a
  second final offer opportunity must be extended
  to all offerors

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Contractor Debriefs Post Award

• Include Significant Strengths, Weaknesses,
  Deficiencies
• Overall Evaluated Ratings for offeror and
  selected offeror
• Redacted SSDD Slides required
• Briefing Charts for offeror
• Summary of Rationale for Award
• Reasonable Responses to Relevant Questions
• Not a Forum for Debate
• See AFFARS 5315.506

• Offerors may not be pleased, but should
  understand the reason for selection.

13
Assistance

• Sources for Assistance
• Air Force Source Selection Policy
• http//www.safaq.hq.af.mil/contracting/index.html
• Air Force Civil Engineering Support Agency
• http//www.afcesa.af.mil
• Air Force Federal Acquisition Regulation (FAR)
  site
• http//farsite.hill.af.mil (All Clauses)
• http//www.arnet.gov/far (FAR Clauses only)

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Procurement Integrity

• 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
• All communications with offerors must come
  through contracting officer/specialist to ensure
  complete and accurate information provided and
  impartial treatment of offerors

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Conclusion

• DoD emphasis on AFSPC fully evaluating UP systems
  for privatization
• AFSPC doing everything possible to minimize
  workload on Wing (Base) personnel
• Success is defined as SSA decision for
  Competitive RFPs by 30 Sep 05

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Questions

• Questions?

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The Process -- Sole Source Process
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
Events
Brief ESG
30
90
60
60
15
60
60
15
Time
75
Cummulative
105
165
255
315
375
390
Proposal From Offeror To Govt
Products/Outcome
Declaration Of Interest
Sole Source Template To Offeror
Decision Risk Assessment
Presentation From Local Provider
Package for MAJCOM Decision
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
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Milestones

• Key Dates are established by AF/ILEXO and AFCESA
  for each specific location and include dates
• Kickoff Meeting (Begin RFP) briefings include
• Wing senior leadership on entire UP program
• Wing Civil Engineers, Finance, Legal, and
  Contracting briefed on entire source selection
  process and needed support
• Issue RFPs to Industry
• Site Visit, Pre-Proposal Conference, One-On-One
  Discussions
• Questions from offerors and Government answers
  posted to FedBizOpps
• Close RFPs (RFP deadline dates for proposal
  submission)
  
• Source Selection Authority (SSA) Decisions
  briefed to AF UP Executive Steering Group

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Source Selection Process
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Mandatory Evaluation Factors

• Mission Capability
• Proposal Risk
• Past Performance Confidence Assessment
• Price/Cost

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Mission Capability Subfactor Rating

• Six Subfactors
• Service Interruption/Contingency
• Quality Management
• Capital Upgrades and
• Renewals Replacements
• Operational Transition
• Financial Capability
• Small Business

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Proposal Risk AFFARS 5315.305 (a)(3)(ii)

• Identification and assessment of Risk Associated
  with an offerors proposal approach
• Rated as

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Past Performance

• Assessment of offerors present and past work
  record

References Cited in Proposal
Questionnaires/ Interviews
Recency Relevancy Quality
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Integrated Assessment

• Price/Cost Reasonableness
• Yes or No
• Lower than Government Cost Estimate (GCE)
• Price/Cost Realism
• Are resources adequate
  for proposed approach?
• Basis for most probable cost estimate

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Discussions

• Negotiations conducted in a competitive
  environment after determination of competitive
  range
• Objective To maximize the Governments ability
  to get the best value to fully understand what
  was proposed and share cost comparison with GCE
• Evaluation Notices are issued to offerors in
  competitive range
• Means to clarify and discuss proposals
• Change Pages to Impacted Proposal Data Requested
• Once discussions concluded, complete file must be
  reviewed by MAJCOM Contracting Personnel and
  Clearance granted prior to requesting Final
  Proposal Revisions
• Reference FAR 15.306(d)

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Awardability

• Other aspects of the proposal
• Proposed Terms and Conditions
• Pre-Award Surveys
• Required Certifications
• Responsibility Determination (FAR 9)
• Must Be Below Government Cost Estimate (GCE) IAW
  10 U.S.C. 2688

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Final Decision Briefing