The Ultimate Guide To The PREAWARD SURVEY

 

 

Welcome to the wonderful world of Federal Contracting Made Easy.  We are on episode number 93 and today’s topic is on preparing for the preaward survey.  But before we get started let’s roll that intro.

 

Welcome Back.

 

We have walked you through the bid process and through the evaluation process.  Now we are going to discuss the pre-award survey.

 

Recap

 

The government is responsible for evaluating a bid to determine, first and foremost the responsiveness of an offer to the solicitation.  Yes, this is a technical process and consists of checking all the paperwork.  They will also be making sure the proposal does not contain unacceptable deviations.  Lastly the government must decide whether the proposed winner is responsible and capable enough to handle the contract.

 

What is a Pre-Award Survey?

 

To assist with the determination, the government may perform a Pre-Award Survey, otherwise known as a PAS.  How in-depth is the pre-award survey?  Well, the survey must contain enough detailed to ensure that the proposed award winner has the capability to meet the requirements of the solicitation.  It may involve a team of government personnel verifying your capabilities first-hand, or it may consist of reviewing pertinent information about your company.  The end goal is to determine your capability to perform the contract!

 

How to Preparation for Pre-Award Survey?

 

Let’s look at ways that you can prepare ahead of time for the pre-award survey.  We recommend that you develop another checklist to help you through the pre-award survey.  Remember our goal is to ensure that we receive a favorable outcome! 

 

 

·      Who will meet with the government survey team?  You need to make sure that you select a person that is empowered to speak on behalf of your company.  In addition, this person needs to be known both the details of the solicitation and your offer. ·      Do you have technicians available to meet with the government?  Why?  You may have to respond to questions that the government may have. (if relevant).  ·      Identify any disparities that may exist between the solicitation and your offer that might need to be resolved during the initial meeting with the survey team. ·      How can you demonstrate actual technical capability, or development of technical capability on the proposed contract?

• Have you developed the production plan? You will need to have your production plan completed and available for review by the survey team.
• Are your plant facilities and equipment available and operational? If they are not, be prepared to demonstrate that they can be developed or acquired in time to meet the proposed contract requirements.
• You will need to show that you can meet the transportation, packaging, packing and preservation conditions of the solicitation.
• Does the contract require industrial security clearance? How will this be obtained if required? 
• Do your labor resources have the proper skills or that you can hire personnel with the proper skills?
• Gather and have available to the survey team documentation of previous government contracts or subcontractors, or commercial orders, to demonstration a prior satisfactory performance record regarding delivery, quality and finances.
• Review your production plan and make sure that you can demonstrate a capability to meet contract schedules.
• Gather financial documentation for the team financial analyst, including the company’s current profit & loss statement, balance sheet, cash flow and other important financial information.
• Provide a listing of available tools and equipment for the team production specialist.
• Do you have plans in place for vendor supplies and materials? Do you have subcontractors in place?  You will need to provide this information to the survey team to assure them that you can meet the final delivery schedule.  Make sure your plans are verifiable.
• Review and understand any technical data & publications required under the proposed contract.
• Does the contract allow for progress payments? Have you prepared adequate accounting documentation for review by the audit agency representative of the survey team?
• Have you reviewed your quality control program and ensured that it is workable and consistent with the quality requirements stated in the contract? Be prepared to review this plan with the survey team.
• Is the government furnishing any equipment, property or material? If so, make sure that you have established procedures in accordance with the regulation stated in the contract.
• Lastly, prepare any other information or data that might be pertinent in assisting the survey team.

 

 

You Won The Contract

 

Now what?  Well, after you have won the contract and congratulated yourself and your team it is time to fulfill the contract.  But wait, we are not going to leave you hanging.  We will go over a contract performance checklist in our next blog post.  So, make sure that you subscribe, comment and like our blogs.

 

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