Justice Management Division...Serving Justice - Securing Results

PROFESSIONAL ASSISTANCE CONTRACTS
(PACS)

TYPE OF CONTRACT    |   CONTRACT SCOPE
LABOR CATEGORIES AND EXPERIENCE REQUIREMENTS
CONTRACTOR INFORMATION   |   CONTRACT ADMINISTRATION
ORDERING PROCEDURES
OTHER INFORMATION

The Department of Justice (DOJ) competes customer requirements among all PACS Contractors at the task order level. The only exception is where it is determined that a task should be awarded without competition to a particular PACS Contractor in accordance with FAR 16.505. All requests received from DOJ customers and other Federal agencies are processed expeditiously in a simple, straightforward and efficient manner as described below. Normally, it takes two to three weeks to issue a task order. However, the simplified and streamlined procedures may at times allow us to issue a task order, even with competition, in less than three weeks.

The customer organization will prepare a Statement of Work (SOW) which clearly states the objective and scope of work, allowing Contractors to accurately plan, staff, estimate costs and develop a schedule for the work to be performed. Performance-based SOWs are strongly encouraged. All deliverables must be clearly specified in the SOW. In addition, well-defined evaluation criteria must be included. Contractor past performance is always included as a significant evaluation factor in every SOW. It is recommended that past performance be assigned a weight or relative importance which is at least equal in significance to any other non-cost evaluation factor. The use of past performance as an evaluation factor in the task order award process makes the award a "best value" selection.

The customer should submit its SOW to the COTR. DOJ customers also attach a copy of an approved OBD 186 to the SOW. Customers from non-DOJ Federal agencies must submit a copy of their agency's preferred funding document and a memo to the CO with contact information for the agency's person authorized to commit agency funds.

Upon receiving the customer's request, the COTR reviews the information presented in the SOW for clarity and accuracy.  The COTR will forward a copy of the customer's request to the CO for his/her review to make sure that all documents and actions requesting Contractor services are within the terms, conditions and scope of the contract.

The COTR electronically transmits to all the PACS Contractors the customer's SOW and provides a due date for related questions and for submission of the Contractor's Technical and Cost proposals.  When deemed appropriate for a particular requirement, depending upon the urgency and tight deadlines, the customer may request oral proposals in lieu of written proposals. All prime Contractors are given a Fair Opportunity to be Considered for the task order award unless it is determined that the task will be awarded without competition in accordance with FAR 16.505.

If requested by the Customer, the COTR schedules a pre-proposal conference with all PACS Contractors and the customer. The pre-proposal conference provides Contractors an opportunity to ask questions and seek clarification of the Government's requirements as stated in the SOW. This exchange of information enables Contractors to understand task requirements clearly so that they can in turn prepare technical and cost proposals that are very responsive to the customer's requirements.

The Contractors are requested to submit their proposals, normally within five to seven working days, but the timing also depends upon the size and complexity of the task.  While preparing their proposals, Contractors must never communicate with anyone other than the CO and COTR on any issue related to the task.

Each Contractor submits his Technical and Cost proposals electronically to both the CO and the COTR.  The Technical Proposal responds to all requirements stated in the SOW. In general, the proposal includes, but is not limited to the following:

1. A statement describing the Contractor's clear understanding of the task order requirements;
2. A statement about the technical and managerial resources and expertise that the Contractor can bring to satisfy task order requirements;
3. A technical approach to perform the task;
4. An estimate of the labor hours by various labor categories proposed for the task;
5. A schedule for performing work identifying major milestones, deliverables and delivery Dates, and task order completion date;
6. Resumes of proposed key personnel who will be available to work on the task;
7. Security clearances granted (type, level, and date) to individuals proposed to work on the task, and,
8. Other pertinent information such as any proposed subcontracting or consulting effort.

The Cost Proposal should include, but is not limited to, the following:

1. All pricing information including the proposed overall cost for the task order;
2. A detailed cost breakdown including labor hours and associated costs for each proposed skill level category, and,
3. A detailed breakdown of any other direct charges (ODCs).

The Government Task Manager (GTM), representing the customer, coordinates the selection of an evaluation panel consisting of at least two members, preferably three,  from the customer organization who will be fully responsible for evaluating technical proposals.

After the COTR receives proposals from the Contractors, Technical proposals will be sent electronically to the GTM for evaluation purposes.  The evaluation panel members will individually evaluate each Contractor's technical proposal. The evaluation is conducted strictly in accordance with the evaluation criteria stated in the SOW.  After the Technical Evaluation is completed Panel members will also determine that the labor categories and number of hours, as proposed by the Contractor, are appropriate for the work to be done. A Contractor's performance on other task orders issued under this contract may also be a consideration. A summary of the evaluation results, including technical deficiencies (if any), by panel members is then forwarded to the COTR.

Suggested Evaluation factors include:

1. Demonstrated Understanding of the requirement and technical approach
2. Past Performance of the Contractor and its proposed Key Personnel
3. Proposed personnel qualifications/experience and availability, especially if Security Clearances are a concern.

NOTE: That this list if not inclusive, or ranked in order of importance.  Evaluation factors and their value are at the discretion of the customer.

The COTR will summarize the evaluation results and forwards them to the CO along with a request, if necessary, to seek best and final technical and cost proposals from the Contractors.  If best and finals are necessary, the COTR requests Contractors to respond in two to three working days. The best and final proposals are evaluated in a similar manner as described above. The COTR summarizes the results of the best and final evaluation, and forwards them to the CO requesting selection of a winning Contractor.

An award may be made on the initial technical and cost proposals without requesting Best and Final proposals.  A Task Order will be issued to the Contractor who earns the highest technical score, with consideration given also to Cost.

The CO conducts the evaluation of the Contractors' cost proposals, and selects a Contractor with the highest combined score of technical and cost proposals for the task order award.  The Contracting Officer conducts a final review of all documents, and signs Task Order Award Document (SF 30).  The selected Contractor is then authorized to start working on the task.   All task order performance activities are administered by the CO, COTR and Government Task Manager.