How to Read Contracts Presented by Nancy Brown Todays Agenda! 2 - - PowerPoint PPT Presentation

How to Read Contracts Presented by Nancy Brown

Today’s Agenda!

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§ Study Request for Proposal Sections § Request for Quote template

Request for Proposal

Federal government RFP format

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Section A. Information to Offerors or Quoters Section B. Supplies or Services and Price/Costs Section C. Statement of Work (SOW) Section D. Packages and Marking Section E. Inspection and Acceptance Section F. Deliveries or Performance Section G. Contract Administrative Data Section H. Special Contract Requirements Section I. Contract Clauses/General Provisions Section J. Attachments, Exhibits Section K. Representations/CertiOications and Statements of Offerors Section L. Proposal Preparation Instructions and Other Section M. Evaluation Criteria

Section A. Information to Offerors or Quoters

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This section identiOies:

• Title of the solicitation
• Solicitation number
• Point of agency contact (POC),
• How to acknowledge amendments.
• This section appears as a one page form

Section B. Supplies or Services and Price/Costs

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• DeOines the type of contract
• IdentiOies contract line items (CLINS)
• Subcontract line items (SLINS)
• All other billable items
• Describes the period of performance
• Discusses potential option periods (if any)
• Total hours - typically estimates only
• You respond to this section in a form with cost and pricing guidelines.

Section C. Statement of Work (SOW)

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• Describes what the government agency wants you to do or supply.
• It is important to list every item on the required sow and state how

you will deliver what is needed.

• Insert your business name as the “respondent” and reinforce that you will

provide the services requested.

• You can also create a supporting section to highlight your approach to

delivering on the listed sow and illustrate your Oirm’s capabilities to the agency.

Section D. Packages and Marking

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• This section deOines contract deliverables.
• It includes speciOic instructions regarding timing, location, and delivery

details for your response to the RFP.

• Make sure you pay attention to and follow all instructions in the RFP. If you

don’t, it could affect costs, raise logistics issues, and result in a nonresponsive proposal.

Section E. Inspection and Acceptance

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• Describes the process by which the government ofOicially accepts

deliverables

• What will happen if the work is not accepted
• Oversight manager can inspect and test the goods and services during the

term of the award.

• Government reserves 10 business days from delivery date to decide if you

comply with agreement

• What happens if the issue is not corrected

Section F. Deliveries or Performance

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• DeOines how the Contracting OfOicer will control the work performed and

how you will deliver certain contract items.

• Addresses clauses incorporated by reference including the place of

Delivery or Performance

• Highlights speciOic deliverables stated in the contract and expected by the

agency within a certain time period

• Lists the Period of Performance for each phase of the contract.

Section G. Contract Administrative Data

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• How the Contracting OfOicer and your Oirm will communicate to ensure

both performance and prompt payment.

• Shows all clauses by reference
• Agency Personnel: Contracting OfOicer and Oversight Managers
• Method of Payment
• Compensation Ceiling
• Invoice

Section H. Special Contract Requirements

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• Key Personnel
• Emergency Preparedness
• Protecting Sensitive Information
• Background Investigations
• Post-Government Employment CertiOications

Section I. Contract Clauses/General Provisions

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• Governing Law
• Independent Contractors
• Subcontracting Reporting
• Audit of Records
• Public Release of Contract Award and Advertising and Publicity Information

Section J. Attachments, Exhibits

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• Attachments and Exhibits ranging from technical speciOications through

statement of work items and accepted labor categories required by the federal government.

Section K. Representations/CertiQications and Statements of Offerors

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• You have acted according to procurement integrity regulations
• Your taxpayer identiOication
• The status of personnel
• Ownership of your Oirm
• Type of business organization
• Authorized negotiators
• Comply with afOirmative action guidelines
• Whether you qualify for the set-aside such as a small business, disadvantaged

business, and/or women owned business, etc.

Section L. Proposal Preparation Instructions and Other

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• How to format the documents
• How to organize/outline material
• How to submit questions regarding the RFP or procurement
• How the proposal is to be delivered
• Notices, conditions, or other instructions

Section M. Evaluation Criteria

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• Show how they will review and assess each written proposal against the

stated evaluation.

• They will give you assigned points according to the stated technical

factors.

• Reviewing and assessing the proposal according to responsiveness and

compliance with submission requirements.

Request for Quote

Kentucky Procurement Technical Assistance Center FREE services:

Ø Secure necessary registrations Ø Identify government opportunities Ø Set-aside certifications Ø Contract and proposal review Ø Procurement histories and awards Ø Coaching and mentoring

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Q&A

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• r email kyptacinfo@kstc.com