TAC Talks

In the final episode of this podcast series we tackle one of the most important discussions in federal contracting – proposal evaluations. Evaluating proposals is a critical task for the Government as selecting the correct vendor can set the path of a project for years to come. The right contractor can be the difference between successfully serving our Veterans and the American people, or failing to support them in the way they need. Similarly, as a vendor, being selected can mean success or failure as a company. The stakes are high for both sides.

In Episode 4 we discussed the Multi-Step evaluation process and technical demonstrations, so in Episode 5 we will focus on more traditional evaluation techniques and speak broader than just the technical volume. The more traditional evaluation approach is still being used for the majority of procurements, so it is important we continue to learn how to improve. We’ll discuss how the government decides what to evaluate, how to weight the factors in a trade-off, and how we go about evaluating. We also discuss considerations from a vendor perspective such as strategies when writing a proposal, how to handle proposing unique terms, conditions, assumptions, and license agreements, whether late is always late, and other potential pitfalls that could impact your chance to get the award!

Our expert panel of contracting officers includes:

• Charles Ross, Director, Procurement Service B, VA TAC
• Cara Varricchio, Contracting Officer, VA TAC
• Jamie Ford, Deputy Chief Council, VA Office of General Council, Procurement Law Group

All throughout the conference circuit we continue to hear about innovation in contracting. The appetite is large for new and improved methods of procurement. Now, perhaps more than ever, contracting professionals are searching for ways to cut bureaucracy, streamline procedures, and evaluate proposals in more meaningful ways. Much progress has been made and celebrated over the last few years. The acquisition community painstakingly began using various types of proposal demonstrations in its evaluations, and now these types of evaluations appear almost common. Procuring agile software development services was once difficult and confusing, but now is the norm.

So where do we go from here? Join our panel on Episode 4 as we discuss using the multi-step advisory evaluation process combined with various types of proposal demonstrations. This practice has been used over the last year and is beginning to gain momentum throughout the contracting world. We’ll dissect the ins and outs of the multi-step advisory process with various types of demonstrations, and try to dive a little deeper on this one technique, rather than cover many at a high level. Well walk through each stage of the process and highlight best practices and pitfalls. We’ll share some data on just how effective this technique can be, while also cautioning against its use in certain situations. We’ll even provide some things to consider for vendors participating in these evaluations.

Our expert panel of contracting officers includes:

• Kevin Monahan, Contracting Officer, VA TAC
• Joshua Cohen, Contracting Officer, VA TAC
• Juan Quinones, Contracting Officer, VA TAC

In Episode 3 of the TAC Podcast we have an exciting topic that’ll surely invoke some strong emotions no matter what side of the table you sit on. And the topic for this episode is “The Debrief”. If you have been involved at all in government contracting you are more than likely familiar with debriefings, but the question is, are we getting as much out of them as possible? Debriefings are an important part of the acquisition process to show transparency and an opportunity for both sides to receive feedback. Debriefs are so important, and an area the federal government can improve, that OMB released a myth busting memo in 2017 devoted to discussing aspects of the debrief. As stated in the memo, debriefings afford offerers on a competitive solicitation an explanation of the evaluation process, an assessment of their proposal in relation to the evaluation criteria, a general understanding of the basis of the award decision and the rationale for exclusion from competition. While this explanation of the debriefing seems relatively straight forward, there are many nuances to what information must be provided. This information may vary significantly depending on the acquisition strategy followed, as there are differences based upon how you evaluated proposals and even what Federal Acquisition Regulations section you’re following.

This episode gives a peak into what goes through a contracting officer’s mind in preparation and during a debrief. We even get perspective from one of our esteemed attorneys. This episode will surely give you some great insight as we discuss the difficulty of providing more information than required, where that has helped, and where that might have hurt.

This episode's panel includes:

• Charles Ross, Director, Procurement Service B
• Debra Clayton, Contracting Officer, Technology Acquisition Center
• Mellany Alio, Attorney, VA Procurement Law

If there is one thing that the Technology Acquisition Center (TAC) is known for, it is its Transformation Twenty-One Total Technology Next Generation (T4NG) contract. T4NG is a 10 year Indifinite Delivery, Indefinite Quantity (IDIQ) contract consisting of 28 vendors and a ceiling of over $22B, and we are currently in year five of the vehicle, looking to exercise the next five year option, and onramp a group of Service-Disabled Veteran-Owned small businesses (SDVOSB). VA obligates well over $1B a year on a wide range of information technology services. The vehicle has proven highly effective for VA, supported by its 28 vendors, consisting of 12 large businesses and 16 SDVOSBs.

In this episode we discuss some of the details behind the vehicle that many will find intriguing. Listen to what makes T4NG unique from other IDIQs across the federal government, as well as how we determine when to use or not use the vehicle. Our panel also discusses how vendors can potentially get a slice of the T4NG pie, or break into VA in other areas, and how we employ some innovative acquisition techniques on the vehicle. Our contracting officers even address the advantage of incumbency and whether the advantage is significant across the vehicle.

To address these topics and more, we have a fantastic panel of T4NG Directors and Contracting Officers who collectively have decades of experience on the vehicle and its predecessor.

This panel includes:

• Anne Marie Vasconcelos, T4NG Procurement Service Director
• Matt Ginty, T4NG Procurement Service Director
• Dana Newcomb, T4NG Contracting Officer
• Iris Farrell, T4NG Contracting Officer

In this TAC Podcast series, TAC Talks, we give you a peak behind the federal acquisition curtain and discuss highly relevant acquisition topics with top acquisition professionals and the Office of General Council. Throughout the episodes we will dissect the ins and outs of various acquisition strategies, debriefings, market research, and more!

But our first episode is a very special one. We kick this series off in no better fashion than a casual conversation with the Department of Veterans Affairs (VA) Technology Acquisition Center (TAC) Associate Executive Director (AED), Ms. Michele Foster. Ms. Foster has been the AED of the VA TAC since December 2013. In this role she is also the Head of Contracting Activity (HCA) and responsible for providing business and contracting solutions for a variety of major information technology programs for the department. She leads a multi-disciplined organization of acquisition professionals and support staff in Austin, TX and Eatontown, NJ. Ms. Foster began her career as an Army Materiel Command Intern Contract Specialist stationed at the U.S. Army’s CECOM located at Fort Monmouth, after which she held many roles supporting the Army’s contracting efforts.

Join us for our discussion as we reminisce how the TAC went from a small government startup of 10 people to over 150 employees in just over a decade. She’ll share the difficulty and excitement of recruiting and hiring staff for the organization, establishing all new processes, generating sufficient revenue, and building a mature organization that will be effective for years to come. Ms. Foster will discuss some of her favorite moments along the way, as well as some insights for the vendor community and our junior acquisition professionals looking to grow in their career. She will also comment on her vision for the organization for the next five to ten years.

Come for a peak behind the federal acquisition curtain as we gain insights from acquisition professionals at the US Department of Veterans Affairs and dissect varying relevant topics. In this five episode series we will explore topics such as proposal evaluations, innovation, debriefs, and more!