Preparing Successful Proposals for Navy Construction Contracts

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Preparing Successful Proposals for Navy
Construction Contracts

• Clyde S. Higa, P.E.
• Lynn Arakaki, Contracting Officer

Small Business Forum July 15, 2009
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Main Focus Support the War Fighters
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NAVFAC HI Area of Responsibility
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NAVFAC HI Construction Offices
OAHU
ROICC Kaneohe Bay
ROICC Wahiawa
NAVFAC HI FEAD
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Types of Competitive Solicitations

• Sealed Bidding award made to responsive,
  responsible bidder whose bid conforms to the
  invitation for bids only price considered bids
  evaluated without discussions
  
  
  
• Best Value price and non-price factors
  considered discussions may occur
• Tradeoff Process permits tradeoffs among price
  and non-price factors may consider award to
  other than the lowest priced offeror or other
  than the highest technically rated offeror
• Lowest Price Technically Acceptable Process
  award made to lowest evaluated price of proposals
  meeting or exceeding the acceptability standards
  for non-price factors

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Sealed Bidding Lessons Learned

• Submit your bid by the due date and time in order
  for it to be considered.
• Bid fails to comply in all material respects with
  the invitation for bids (does not conform to the
  specifications/ performance period imposes
  conditions that would modify requirement)
• Submit bid guarantee in accordance with the
  requirements of the invitation for bids

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Technical Evaluation Factors and Subfactors -
Sample

• Factor A Past Performance (how well a
  contractor has performed on recent relevant
  projects)
• Subfactor (1) Construction Contractors past
  performance
• Subfactor (2) Lead Design Firms past performance
  (if design-build)
• Factor B Experience of the Firm and Experience
  and Qualifications of the Key Personnel (recent
  relevant projects a contractor/key personnel have
  completed)
• Subfactor (1) Construction contractors
  experience and key personnel experience and
  qualifications
• Subfactor (2) Lead design firms experience and
  design teams key personnel experience and
  qualifications (if design-build)
• Factor C Management and Schedule Plan for the
  Basic Contract
• Factor D Technical solution for the Sample
  project

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Request for Proposal (RFP) Lessons Learned

• Read RFP thoroughly.
• Attend site visits and pre-proposal conferences.
• Ask questions (submit Requests for Information
  (RFIs)) if there are unclear items.
• Review evaluation factors/subfactors and their
  relative importance
• Summarize evaluation factors/subfactors in a
  checksheet.
• Address each evaluation factor/subfactor
  completely.
• Review proposal submittal requirements
• Font and font size.
• Maximum number of pages, single or double sided.
• Page size.
• Do not bait and switch key personnel
• Demonstrate history of working with major
  subcontractors, joint-venture partners, and
  designers.
• Submit requested certifications.

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RFP Lessons Learned

• Put forth your best effort with your initial
  proposal. You may not receive an opportunity to
  revise your proposal if award is made without
  discussions.
• Organize your proposal in accordance with the
  RFP.
• Submit your proposal by the due date and time in
  order for it to be considered.

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Construction Contractor Performance Evaluation

• Past Performance is very important
• DD2626 CCASS (Construction Contractor Appraisal
  Support System) Review.
• Contractors performances will be documented in
  the CCASS for contracts and task orders gt550K.
• For projects lt550K, we will also document
  contractors outstanding performance and less
  than satisfactory performance.
• For Design Build contracts, design
  subcontractors performance will be addressed in
  the comments section of the DD2626.

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Construction Contractor Appraisal Support System
Form DD2626
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Construction Contractor Appraisal Support System

• A complete User Manual and other guidance can be
  accessed at http//www.cpars.csd.disa.mil/
• PKI/ECA account is required to access CCASS.
  Allow enough time for the registration process.
  Annual cost is 110-150 annually. Failure to
  obtain CCASS access will preclude contractor from
  any ability to comment on governments evaluation
  of contractors performance. Contractor has 30
  days to respond to the initial evaluation.

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Clarification

• PKI Public Key Infrastructure
• - A system / protocol / arrangement to establish
  and maintain a trustworthy networking
  environment not exclusive to the Government.
• ECA External Certification Authority
• - Within a PKI environment, part of a DoD
  established program to provide the mechanism for
  non-DoD entities to securely communicate with the
  DoD and authenticate to DoD information systems.
• Depending who you talk to or what you read, the
  certificates are referred to as ECA Certificates
  or PKI Certificates.
• For access to DoD systems, YOU NEED A ECA
  CERTIFICATE

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Getting an ECA Certificate

• CAN ONLY BE OBTAINED FROM AN APPROVED VENDOR
• Approved vendors
• Operational Research Consultants, Inc.
  (ORC)http//www.eca.orc.com
• Email pkihelp_at_orc.com
• Phone [phone]
• VeriSign, Inc.
• http//www.verisign.com/authentication/government
  -authentication/eca-certificates/index.html
• Email ieca-support_at_verisign.com
• Phone [phone]
• IdenTrust, Inc.
• http//www.identrust.com/certificates/eca/index.h
  tml
• Email helpdesk_at_identrust.com
• Phone [phone]

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NAVFAC HI Construction

• Safety is of prime concern
• Follow USACE EM-385-1-1
• Operational Risk Management
• EMR, Experience Modification Rate lt1.0
• Contractor performs Quality Control
• Government performs Quality Assurance
• Environmental Protection
• Design Build for 75 of all projects gt750K

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NAVFAC HI Construction

• Electronic submissions of submittals (e.g. with
  Adobe Acrobat and/or AutoCadd) is becoming a
  requirement.
• Reduces hard copies.
• Allows for faster transmission of submittals for
  reviews
• Eliminates need for courier service.

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NAVFAC HI Construction

• Network Analysis Scheduling utilizing Primavera
  SureTrak or P3 on all contracts.
• Monthly updated critical path schedules
• Three week look ahead schedules.
• Cost loaded schedules are basis for partial
  payment invoicing.
• Twice a year, NAVFAC PAC will provide training on
  how SureTrak schedules are to be submitted.
  Contact GCA for next session.

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2009 Designer Builder Symposium

• 2009 Designer Builder Symposium
• December 8, 2009
• Hilton Hawaiian Village Hotel
• Contact ACECH, American Council of Engineering
  Companies of Hawaii

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NAVFAC Hawaii

• QUESTIONS ?