Solicitation Phase on UserVoice

Provide free, approved File Encryptor tool to securely move files - use USAF's Encryption Wizard

2011-10-04T17:13:59-04:00

Kevin suggested:
Protecting senstive files is required by law by rarely accomplished because of the diversity of systems, communications, and receipents. Lost of intellectual property = econmic losses. There is a free, simple solution. Encryption Wizard provides strong, fast, easy-to-use, granular file and folder encryption for storing/sharing FOUO, CUI, and other sensitive data. Encryption Wizard (EW) is a thin, free, portable, CAC-enabled, 128-bit AES, archive and compression optional, GOTS, Java app that needs no installation. EW comes in two fully-compatible editions: EW-Govt is FIPS 140-2 validated and accredited for Government networks; EW-Public can be downloaded by anyone at http://spi.dod.mil/ewizard.htm

supplement the Pathway To Success training to include direct input from contracting officers

2011-08-31T17:22:43-04:00

Dave suggested:
This would help perspective vendors get a better feel for what the CO's are looking for in the proposal which would save all parties the resources spent on clarifications.

Use prediction markets to get better estimates of a service contract's length and cost [updated]

2011-05-24T10:18:15-04:00

Humans are notoriously terrible at estimating anything. This includes project managers and contracting officers when it comes to estimating a service contract’s length and cost. This is attributed to biases, over-confidence or lack thereof, and imperfect information. But prediction markets provide an unbiased, accurate estimate which the service provider and contracting officer can use to set realistic delivery expectations and, if necessary, as a starting point for negotiation in a contract engagement. It also allows service providers to be more confident in their proposals and allows the buyer to ensure they are not being overcharged or undercharged with the risk of large change orders later. This model would help move the government from fixed price contracts to less-expensive time and materials contracts (as others have mentioned in these forums).

steviet said:

brilliant!

Use prediction markets to get better estimates of a service contract's length and cost [updated]

2011-05-24T10:17:21-04:00

Kyle Hawke said:

Adam, after a quick Google search, I see your article that explains more of what you are talking about regarding going beyond the service project's cost into managing the risk of the project:

http://www.rmmagazine.com/MGTemplate.cfm?Section=RMMagazine&NavMenuID=128&template=/Magazine/DisplayMagazines.cfm&IssueID=318&AID=3611&Volume=55&ShowArticle=1

It's definitely an interesting concept and I'd love to chat with you and the folks managing this forum more about the details of how to pilot something like this.

Use prediction markets to get better estimates of a service contract's length and cost [updated]

2011-05-24T09:08:40-04:00

Carlos Camacho said:

Good stuff. I would definitely use a solution like this.

Use prediction markets to get better estimates of a service contract's length and cost [updated]

2011-05-24T07:17:25-04:00

Adam Siegel said:

I'm biased because I founded a company that provides companies and government prediction market solutions, but I still think this is a good idea.

You could also continue the use of the prediction market beyond the opening stages of the project in to operations. No reason why you can't be asking about meeting budgets during the project, meeting/missing milestones, and asking about the likelihood of risk factors occurring.

I know MITRE has begun doing some work using prediction markets with a couple of their clients but I haven't heard much else about this specific use case.

Use prediction markets to get better estimates of a service contract's length and cost [updated]

2011-05-23T20:07:08-04:00

Greg Herrington said:

love this idea...LOVE IT. Can't believe the Feds haven't thought of this already. Oh wait, actually, I can...

Use prediction markets to get better estimates of a service contract's length and cost [updated]

2011-05-23T17:46:11-04:00

jchard said:

this is genius, I can't believe they aren't doing this already. THE perfect option for making acquisition more efficient

Use prediction markets to get better estimates of a service contract's length and cost

2011-05-23T17:36:51-04:00

Kyle Hawke suggested:
Humans are notoriously terrible at estimating anything. This includes project managers and contracting officers when it comes to estimating a service contract’s length and cost. This is attributed to biases, over-confidence or lack thereof, and imperfect information. But prediction markets provide an unbiased, accurate estimate which the service provider and contracting officer can use to set realistic delivery expectations and, if necessary, as a starting point for negotiation in a contract engagement. It also allows service providers to be more confident in their proposals and allows the buyer to ensure they are not being overcharged or undercharged with the risk of large change orders later. This model would help move the government from fixed price contracts to less-expensive time and materials contracts (as others have mentioned in these forums).

Apply TrackDailyGoals.com and #dailygoals hashtag on Twitter to implement public transparency [updated]

2011-05-15T20:19:31-04:00

TrackDailyGoals, while useful for project management and goal tracking, is unused for public accountability and transparency. It could have an amazing impact when a individual wants to see whether a specific person or agency is completing their daily goals and over what period of time. The full case for it is laid out in the post below. http://allthingssterling.com/twittering-for-contracts-transparency-with-trackdailygoals

Louis Vuitton 2011 said:

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Apply TrackDailyGoals.com and #dailygoals hashtag on Twitter to implement public transparency [updated]

2011-05-15T20:19:02-04:00

Louis Vuitton 2011 said:

Require bids to be submitted electronically instead of multiple hard copies [updated]

2010-11-23T20:52:55-05:00

Electronic proposals will save paper, time and money. Industry spends a fortune on nice binders, high quality paper and shipping costs to submit multi-volume proposals. Electronic submission would reduce waste and cut down on production time required for each bid.

4QABgate said:

GSA - Region 4 Assisted Acquisition Service is already doing this. The entire procurement process is done electronically - Request and funding from the client, RFI/FBO (Market Research), Posting of the RFQ via ITSS and award via ITSS - award document, modifications and correspondence are signed and filed in ITSS electronically. Hard copy signatures are used in less than 1% of the time.

Publish prime contractors' Small Business Subcontracting Plans

2010-07-06T15:14:08-04:00

Chuck Schadl suggested:
Each large federal contract contains the requirement that the prime contractor submit a written Small Business Subcontracting Plan. At the current time, there is absolutely no transparency to these plans. Subcontractors should have the right to know if their names are included in these plans. The plans should be treated a public documents and should be published. FBO.gov could be used as the medium for publishing the plans, concurrent with the posting of the contract award notice.

Implement current Social-Networking tools into FBO

2010-06-14T15:40:19-04:00

William suggested:
This idea seems to have come up here and there. It would be very easy to modify FBO rather than create an entire new GPE system. Requirements posted on FBO should have a twitter function to keep vendors updated and would open up communication about the requirement between the Government and vendors. Vendors who flag themselves as "interested vendors" will be automatically signed up to future tweets. FBO could also incorporate Facebook tools, like posting pictures related to the requirement when applicable. Vendors should have profiles on FBO much like user profiles on Facebook, however their information on their profile will have information like DUNS / CAGE / links to ORCA and other pertinent information. Their profiles would also display information on USAspending.gov like other contracts they currently have with government agencies which will make market research a snap.

Re-write Buy American Act to be less complex, enforceable. Vendors don't even know if they comply! [updated]

2010-05-24T14:21:06-04:00

Jim said:

Definitely, It is too complex to understand, plus there are several versions to be used in various situations. The Government tends to overcomplicate the simplest concepts when put into writing.

Bring in subject matter experts to evaluate vendors [updated]

2010-05-20T20:18:15-04:00

Currently the government awards contracts based on what the vendor says they can do; I think neutral consultants who are experts in the industry should be brought in to evaluate vendors.

Garrett said:

Right now the FAR requires that qualified Government personnel becertified unavailable before you can contract for industry experts to help evaluate vendors. Agencies have to search their own staff and ask for help from other agencies and certify that this help cannot be obtained in the Government before allowing contractors to do it. So unless you are talking about other federal subject matter experts, this is prohibited by the regulations.

MWD promotes Diversity & Sustainability with Pre-Bid Meetings via Webinar - No added cost for MWD

2010-05-11T13:54:14-04:00

Green Proposals suggested:
Update with example: Green Proposals broadcasts pre-bid meetings via webinar at no cost to the Agencies. As purchasing is being asked to do more with less GP developed a solution to allow the Agencies to work more efficiently and effectively while they maintain their commitment to sustainability, support transparency, and encourage diversity. GP provides all of the tools necessary to host a pre-bid meeting via webinar. The buyer need only insert a link into the RFP that takes the vendors to the Green Proposals registration page. GP takes care of the rest providing an electronic sign-in sheet, a vehicle to track Prime vs. Sub vendor participation as well as an audio/video replay of the meeting. Unlike most providers that bring services to Agencies, GP charges the vendors $79. per connection for our services. We are a very specialized e-procurement company bringing resources to a process that is filled with waste and abuse of natural resources as a result of conducting “business as usual”. Our research overwhelming shows that vendors welcome the opportunity to pay to participate in a pre-bid meeting knowing they are saving not only money but time away from the office and frequently their family while contributing to their carbon footprint left while traveling by whatever means necessary. The Metropolitan Water District has taken a step to change the way they conduct business: http://www.mwdh2o.com/mwdh2o/pages/business/business01.html.

Using the same past performance questionnaire for multiple submissions. [updated]

2010-04-28T18:46:08-04:00

Mark Lawrence said:

That's why there are past performance databases like PPIRS. Have you tried getting access to those?

Evaluate Re-use Strategy in all IT Procurements

2010-04-09T14:47:20-04:00

Peter Gallagher suggested:
Re-use drives IT - from COTS, to components, to open source, to SOA, and the cloud. Just as past performance factors into evaluation so too should re-use strategy. OMB-300 asks about re-use but it should be evaluated as a commercial best practice as to how re-use is pursued.

Bring in subject matter experts to evaluate vendors

2010-04-09T05:36:45-04:00

an anonymous user suggested:
Currently the government awards contracts based on what the vendor says they can do; I think neutral consultants who are experts in the industry should be brought in to evaluate vendors.

Require bids to be submitted electronically instead of multiple hard copies

2010-03-25T13:49:01-04:00

an anonymous user suggested:
Electronic proposals will save paper, time and money. Industry spends a fortune on nice binders, high quality paper and shipping costs to submit multi-volume proposals. Electronic submission would reduce waste and cut down on production time required for each bid.

Apply TrackDailyGoals.com and #dailygoals hashtag on Twitter to implement public transparency [updated]

2010-03-19T10:46:09-04:00

Sterling Whitehead said:

See how other people use it, not just for acquisition and contracts. http://trackdailygoals.com/

Apply TrackDailyGoals.com and #dailygoals hashtag on Twitter to implement public transparency [updated]

2010-03-19T10:45:19-04:00

Sterling Whitehead said:

At the beginning of the day, you post a short list of generic daily goals -- (a) 3 mtgs, (b) write 2 RFPs, (c) 5 vendor calls

At the end of the day, you post on how you did against your goals -- (a) 2/3 mtgs, (b) wrote 3/2 RFPs, (c) 3/5 vendor calls

The generic descriptions allows two things -- (1) permits you to most goals in one tweet (140 character limit) and (2) lets DoD and secret project professionals post info without giving away classified info or giving a vendor an unfair advantage.

P.S. the hashtags #trackdailygoals or #TDG are used to track the information.

Past Performance [updated]

2010-01-29T16:58:03-05:00

The government gives a heavy weight to a firm's past performance. If the firm does not have past performance, it is given an evaluation of zero. Submitted employee resumes should be given some kind of positive evaluation.

Sterling Whitehead said:

New social media tools like Wink (wink.com) can be used to dig up information on people, perhaps allowing for an indicator of past performance.

Apply TrackDailyGoals.com and #dailygoals hashtag on Twitter to implement public transparency [updated]

2009-12-29T12:22:46-05:00

Peter G. Tuttle, CPCM (admin) responded:

Could you please add an example of what type of TrackDailyGoals posting would be be meaningful to you as a member of the federal acquisition community? Thanks.

Apply TrackDailyGoals.com and #dailygoals hashtag on Twitter to implement public transparency

2009-12-27T16:31:52-05:00

an anonymous user suggested:
TrackDailyGoals, while useful for project management and goal tracking, is unused for public accountability and transparency. It could have an amazing impact when a individual wants to see whether a specific person or agency is completing their daily goals and over what period of time. The full case for it is laid out in the post below. http://allthingssterling.com/twittering-for-contracts-transparency-with-trackdailygoals

Improve transparency and ease of submitting questions and receiving answers on solicitations [updated]

2009-12-22T17:02:12-05:00

Create a platform for industry to solicit questions associated with a solicitation that also enables government to post the answers to the questions. Could use this tool during all three components of the pre-award phase to provide industry with more information to make bid/no-bid decisions and would also enable government to better define requirements.

Chris Hamm said:

The process that I am used to has a deadline for all vendor questions, and then the Government takes the questions, reformats them into one response, and then attempts to answer every question (or choose to not answer, as it were). This process is not very timely or responsive, but clearly meets the overall test for "fairness" to all parties.

I am trying to imagine a more iterative process (e.g., like Dan's reference to eBay). I am curious to hear industry opinion on what would happen if the Government required the vendors to identify themselves (vice anonymous questions). I can see benefits to allowing anonymous questions, as it would likely yield more meaningful questions, but with the risk of potentially becoming inundated with more questions than the Government could feasibily respond, or excessive questions from one interested vendor trying to influence the procurement.

I am also curious about having a live window for a few hours where anyone could ask a questions, and then the Government would respond during the window on a website immediately. What impact would this have?

Use the same flexible and comprehensive contracts with many qualified primes.

2009-12-04T13:58:12-05:00

an anonymous user suggested:
This will facilitate the ability to standardize data and systems across mulitple agencies, save money on contract development and management, and simplify the process. Keep the contracts flexible so that agency contract officers can modifiy them with their requirements, but automate the basic acquisition data that everyone uses.

Use standardized RFQ data to auto-populate task management systems

2009-12-04T13:54:34-05:00

an anonymous user suggested:
This implies that RFQ data will be standardized, but then make use of this data throughout the lifecycle of the task. This implies that multiple agencies would use the same system. They should. There are too many.

Create a gov office that provides information about, supports, and then "bids" open source software [updated]

2009-11-16T12:36:09-05:00

Not enough attention is given to open source software since there's often no organization to submit the software in response to a solicitation. Also, there's often no "throat to choke" if things go wrong so acquiring open source software provides very little political cover.

Ryan Drewniak said:

The new/created program office would need to define a suggested lifecycle for open source software, which could include engaging the company to learn/license, and working with the owner/developers to determine a suitable firm for implementation. Other lifecycle activities of importance are compliance, testing & integration, and an exploratory LRIP equivalent.

Improve transparency and ease of submitting questions and receiving answers on solicitations [updated]

2009-11-13T16:37:03-05:00

Ravi Bhave said:

GSA Ebuy is if the buyer answers the questions on time. My experience in some cases is the buyer answers to questions just 2 days before the close of the bid and they wont even extend the time. This according to me is not fair.

cost contracts

2009-11-10T12:49:31-05:00

an anonymous user suggested:
Stop using fixed price contracts as contractors add a 14% contingency charge on average to cover their risk. the government should self insure with cost contracts

Past Performance [updated]

2009-11-10T12:15:45-05:00

Peter G. Tuttle, CPCM (admin) responded:

Can we dig a little deeper into this one? Can Web 2.0 or social media be used (or how can it be used) to make past performance information more useable or more widely available? Are current PPIRS reporting formats adequate?

Using the same past performance questionnaire for multiple submissions. [updated]

2009-11-10T09:39:30-05:00

Sandra Richardson said:

Many solicitations ask for our clients to fill out a past performance questionnaire. It would be much easier and less time consuming if we could have a past performance questionnaire that our clients fill out once a year that is either included on the CCR or ORCA records or we can include in the submission. We hate to ask our clients every two weeks to fill out another past performance questionnaire that is identical except a different solicitation number. Sometimes our clients are too busy to spend their time continuouly filling out forms. USACE uses CCASS for government work, maybe developing a similar system for non-federal jobs and having the contractors subscribe and post the questionnaires may be the answer. Just like the CCR, it would be the contractor's responsibility to make sure the information is current and updated on a yearly basis.

Using the same past performance questionnaire for multiple submissions.

2009-11-10T09:32:34-05:00

Past Performance

2009-11-10T09:05:54-05:00

Robert Ramos suggested:
The government gives a heavy weight to a firm's past performance. If the firm does not have past performance, it is given an evaluation of zero. Submitted employee resumes should be given some kind of positive evaluation.

Make better use of online tools to enhance competition.

2009-10-30T22:28:36-04:00

an anonymous user suggested:
Make better use of online tools to enhance competition. Competition is good. Online competition is better. Let the bidders come to you as the Federal buyer. Use GSA eBuy and FedBid to enhance competition and get the best deal. Saves work, time, and money. The future is online procurement. Fed buyers need to take advantage of the existing opportunities. Why waste time and money? The future is already here -- go for it!

electronic files for solicitations and contracts

2009-10-29T13:35:37-04:00

an anonymous user suggested:
...require that all agencies maintain and archive their contract files in electronic format, according to common standards.This would save a lot of trees, as well as a lot of storage space for binders full of paper contract files. Signature copies can be scanned in or electronic signatures used, instead of requiring the hard copy to be kept on file. From a legal and regulatory standpoint, could a government-wide change to electronic contract files be allowed? Would electronic records suffice in protests or other court actions?

Improve transparency and ease of submitting questions and receiving answers on solicitations [updated]

2009-10-28T17:31:37-04:00

vinay.raman said:

Put question responses on a pre-set schedule (i.e. once weekly all answered questions will be answered)

Acknowledge competition is a product of company perception

2009-10-27T21:15:12-04:00

an anonymous user suggested:
Subject matter niche, client positioning, imcumbent satisfaction, and cost to bid. Government can truly only influence latter. Concentrate efforts on reduced cost to bid while enhancing use discriminating techniques to differentiate offerors.

Improve transparency and ease of submitting questions and receiving answers on solicitations [updated]

2009-10-21T18:26:17-04:00

Green Proposals said:

Utilizing a pre-bid conference via webinar is the answer. there is a facilitator who charges the vendor a nominal fee and allows everyone to ask questions, get answers and within an hour have an electronic copy of the meeting with a list of attendees. This method makes the entire process more efficient and effective and saves natural resources at the same time. Included in the fee is the ability to submit proposals electronically through a safe and secure environment.

Allow pre-bid conferences via webinar to be managed by outside source with nominal fee to vendor.

2009-10-21T18:04:20-04:00

Green Proposals suggested:
So often vendors find themselves in a position of seeing the need to attend a pre-bid yet not having the necessary funds to make the trip. The average cost to attend a meeting in 2009 is $1,039. Why not use a facilitator that will provide all participants with an electronic copy of meeting and sign in sheet. This is an efficient and effective way to allow more vendors from all parts of the country to be a part of the process while saving natural resources at the same time.

Allow vendors to get solicitation information via RSS feeds. [updated]

2009-10-09T14:51:19-04:00

So often pre-solicitation and solicitation information clogs our email (both in terms of number of messages and size of files). It would be great to subscribe to a feed for automatic updates as they're made.

Peter G. Tuttle, CPCM said:

Andrew: Would it make sense to have these RSS feeds be part of the standard FBO notice/publication process? That would tie in the current requirement for publication of notices at the "government portal of entry (GPE)" with forward-looking social media technology. Thoughts?

Create a gov office that provides information about, supports, and then "bids" open source software

2009-10-09T09:11:28-04:00

Tim suggested:
Not enough attention is given to open source software since there's often no organization to submit the software in response to a solicitation. Also, there's often no "throat to choke" if things go wrong so acquiring open source software provides very little political cover.

Re-write Buy American Act to be less complex, enforceable. Vendors don't even know if they comply!

2009-10-09T07:58:30-04:00

Improve Government and Industry Carbon Footprint [updated]

2009-10-08T12:15:47-04:00

An Executive Order (10-05-09) entitled FEDERAL LEADERSHIP IN ENVIRONMENTAL, ENERGY, AND ECONOMIC PERFORMANCE was just released. It appears that a way of improving the Carbon Footprint, thus complying with the intent of the Order, within Government and Industry would be to eliminate the requirement for "hard copy" delivery of proposals. This eliminates the need to transport the proposals (gas savings), copy proposals (paper useage), etc. plus other requirements such as the necessity for additional storage space in Government facilities.

Peter G. Tuttle, CPCM (admin) responded:

Can we dig a little deeper on this one? What ways can the use of Web 2.0 and social media in the acquisition process help government and industry reduce their respective carbon footprint? One example might be to use collorabative meeting technologies instead of face-to-face bidders conferences. What are some more?

Require standard RFQ data to minimize Q&A effort and save time [updated]

2009-10-07T11:13:40-04:00

All RFQs, regardless of agency, have a set of common standard information. Require the CO or COR to populate this data upon releasing a solicitation. Examples include: 1) Is this a T&M, Cost Plus, or genuine FFP contract type; 2) What period of performance should bidders bid for; 3) Is there an incumbent; who? 4) Solicitation number; 5) Solicitation name; 6) Proposal Due date. There are probably a few more basic data requirements that are a basic attribute of a solicitation, but are not always clear in the current free form solicitiation.

Peter G. Tuttle, CPCM said:

Interesting issue. Many agencies currently use a SF 1449 form for solicitations, as well as some others which include many of these standard data elements. Is the problem a failure of the agency contracting professionals to fill in forms correctly or neglecting to include imporatnt standard information, or both? Thanks - this is a great point to discuss.

Improve transparency and ease of submitting questions and receiving answers on solicitations [updated]

2009-10-07T11:09:49-04:00

Peter G. Tuttle, CPCM said:

Do you believe this would replace the current method for asking and answering questions, which tends to be a more formal solicitation amendment-centric process. The current process allows everyone (generally speaking) to see the Q&A but it is pretty structured. Would the advantage of your suggestion be to create a more time-sensitive Q&A process which might promote greater understanding of requirements as well as possibly save some time?

Improve transparency and ease of submitting questions and receiving answers on solicitations [updated]

2009-10-06T21:54:50-04:00

Dan Munz said:

Cool idea. eBay actually does this well; potential bidders
can ask questions about an item, and everyone can see the answers.

Use tools like Adobe Captivate or the Common Craft videos to demo technical aspects of the work

2009-10-06T17:35:59-04:00

Andrew Krzmarzick suggested:
Show us how to complete forms to save all of us time(both in completion and review!). Also, ease the training of new employees on repetitive tasks and builds a valuable repository beyond specific solicitations.