Veteran, Service Disabled Veteran, HUBZone, 8(a) (VH8)

Industry Day

Presented byPresented bySusan B. PearlmanSusan B. PearlmanDirector, Division of Contracts Director, Division of Contracts ManagementManagementOffice of Program ServicesOffice of Program ServicesSubstance Abuse and Mental Substance Abuse and Mental Health Services AdministrationHealth Services AdministrationNovember 13, 2008November 13, 2008

“Responding to Solicitations”

Responding to a Request for Proposal (RFP)

Your Opportunity to Demonstrate…

Ideas

Innovation

Creativity

Responding to Solicitations

What to consider?

Where is the critical information to respond to a Request for Proposal?

What do I need to know?

What is important and why?

What are the factors that are important in the submission of a successful proposal?

The Request for Proposal (RFP) has been issued…What to Consider?

Is this a requirement that meets your organization’s expertise for a successful award and meet the performance requirements?

Financial and Human Capital Resources: Your organization is prepared to commit time and funds to prepare a proposal in response to the RFP. *Your organization is responsible for all proposal costs.

Your Organization…

Your organization possesses the required expertise.

OR Your organization possesses the majority (at

least 50%) of the expertise required and has established relationships with other firm(s) that can fulfill the total requirements. These relationships may include informal and formal partnerships arrangements, subcontracting, and consultant support.

Where is the information that is critical in responding to a

RFP?

RFP in its entirety – Everything is Important! Special Attention to:

– Section C: Description/Specifications/Work

Statement– Section L- Instructions, Conditions and

Notices to Offerors – Section M - Evaluation Factors for Award

Section C: Description/Specifications/Work

Statement

Although each Agency’s requirements are different, Section C may include:– General Requirements – Specific Requirements of the

Statement of Work– Deliverables– Management work plan and

reports

Section L- Instructions, Conditions and Notices to

Offerors Several areas that are of importance

in the Document preparation and submission requirements:

Due date for proposal submissionNumber of proposals requiredPage limitations, font size etcAnticipated Award DateAnticipated Contract Type

Section M - Evaluation Factors for Award

General and Specific Evaluation Factors for Award are provided that directly relate to the goods and/or services required.

Selection Factors Differ by Agency and Individual Requirements

For SAMHSA…Performance Based…Best Value

Generally SAMHSA requirements are based on an evaluation of proposals against several factors. The factors include: technical, section 508 compliance, past performance and cost.

Although the technical factor is of paramount consideration in the award of the contract, section 508 compliance, past performance, and cost are also important to the overall contract award decision. In any case, the Government reserves the right to make an award to that offeror whose proposal provides the best overall value to the Government.

Evaluation of Proposals…SAMHSA General

Information All proposals will be reviewed in accordance

with the governing regulations and SAMHSA policies and procedures. Each proposal will be evaluated on the likelihood of meeting the Government's requirements. The evaluation will be based on the technical and administrative capabilities in relation to the needs of the program and each SOW task and the reasonableness of costs shown in relation to the work to be performed. The evaluation factors in Section M are those that will be applied in the evaluation of each technical proposal, including the assigned weight given to each factor.

The Basics:A Successful Proposal

Organized Clearly Identified Information i.e., Staffing Charts, Exhibits, etc. Information Presented follows the Evaluation Criteria

The Basics continued…

Easy for the reviewers to find information Relevant Information with

appropriate back-up documentation

Cost Proposal corresponds with Technical Proposal

Quality Control

Your Organization submitted a Proposal that…

Demonstrated your experience, expertise and plan for fulfilling the requirement.

Coordinated the proposal submission that responded to the statement of work while also responding to the elements of the Evaluation Criteria in accordance with the Proposal Submission Instructions.

Provided a realistic cost proposal that directly correlates with the technical proposal.

The Success of being awarded a Contract isn’t

Luck

It’s Earned

A Formula for Success

Identify the Agency(s) where your organization’s experience, expertise, skill set, and knowledge meet the needs and requirements of the Agency.

Seek out Networking opportunities. Create business partnerships and

professional relationships that allow your organization to have additional depth to your organizations capabilities.

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Positioning Your Positioning Your OrganizationOrganization

Attend Outreach sessions provided by the Attend Outreach sessions provided by the Agencies to learn about their processes and Agencies to learn about their processes and procedures and to establish relationships procedures and to establish relationships with other vendors that currently have with other vendors that currently have contracts with these Agencies.contracts with these Agencies.

Review all Sources Sought and respond to Review all Sources Sought and respond to the Sources Sought Announcements where the Sources Sought Announcements where the requirement meets your organizations the requirement meets your organizations expertise and experience.expertise and experience.

Respond to the RFP’s from those Agencies Respond to the RFP’s from those Agencies where you have determined their where you have determined their requirements meet your organizations requirements meet your organizations expertise.expertise.

The Federal Government needs qualified contractors that provide the goods and services that support our mission!

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The Division of The Division of Contracts Management Contracts Management

Dedicated to our Dedicated to our Customers MissionCustomers Mission

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Substance Abuse and Mental Substance Abuse and Mental Health Services AdministrationHealth Services Administration

Office of Program ServicesOffice of Program Services

Division of Contracts ManagementDivision of Contracts Management

1 Choke Cherry Road1 Choke Cherry Road

Rockville, MD 20857Rockville, MD 20857

Main Phone: 240-276-1500Main Phone: 240-276-1500

Fax: 240-276-1510Fax: 240-276-1510http://www.samhsa.gov