Conditions: You are assigned as a Contingency Contracting Officer (CCO) and have access to current acquisition regulations, local procedures, and required automation and office supplies. You have been assigned to explain the A-E selection process and applicable components to include responsibilities, selection criteria, general procedures for evaluation boards and selection approval.
Standards: Identified the correct A-E selection process and applicable components of A-E firm selection.
Performance Steps:
1. Explain the steps of the A-E selection process IAW FAR 36.6 and Engineer Pamphlet (EP) 715-1-7, Architect-Engineer Contracting
NOTE: EP 715-1-7 is a comprehensive guide to doing A-E contracting in USACE. It is a step-by-step guide with many useful examples contained in the Appendices. Refer to the EP throughout each step of the A-E contracting process.
a. Advertise a synopsis & evaluation criteria
NOTE: Prior to the A-E Selection Process, the Brooks Act requires the public announcement of an A-E services requirement. Public announcements for A-E services will reflect the minimum needs of the Government, not arbitrarily restrict eligible firms, and describe the work required and selection criteria in sufficient detail to facilitate a meaningful selection of the most highly qualified firm.
NOTE: As the A-E synopsis represents a combined synopsis/solicitation it must be fully coordinated among all functional staff elements.
NOTE: A-E firm responses to the synopsis are submitted using the SF 330 and are called “submittals”.
b. Appoint A-E Selection Board Chairman and Members
NOTE: Refer to EP 715-1-7, Chapter 3-6, Board Membership and 3-6 (b) Member Qualifications c. Receive Offeror Responses (SF 330)
d. Evaluate SF 330s and applicable additional documentation e. Interview A-E firms
f. Formulate Board Consensus Documentation
g. Recommend three (3) most highly qualified A-E firms to approval authority, in order of preference for negotiations.
h. Commander approves ranking of the most highly qualified A-E firm.
i. Promptly notify A-E firms of their selection status and offer a meaningful debriefing on the evaluation of their qualification submission.
j. Transition to Proposal Phase
Chapter 2, p 144
2. Explain the Responsibilities of the Commander, District Chief of Engineering Division and District Contracting Chief (DCC) and in the A-E selection process:
a. District Commanders may appoint qualified professional personnel, by name and/or position, to:
1) Serve as chairpersons and alternate chairpersons of A-E pre-selection and selection boards. (USACE Engineering Division employee registered or licensed engineer, architect or land surveyor, as appropriate for the type of work.)
2) Approve A-E selections consistent with delegated authorities (EFARS 36.602-4(a)).
3) Serve as members of A-E pre-selection and selection boards, as authorized by EFARS 36.602-2(a). (All USACE architects, engineers, geologists, and land surveyors serving as board members will hold professional registration.)
Alternatively, commanders may establish appropriate qualifications for board members and delegate authority to the Chief of Engineering to designate specific personnel who satisfy those qualifications as board members.
b. The District Chief of Engineering is responsible for the A-E selection process, including the technical content of public announcements for A-E services (including those prepared by other functional elements), the conduct of A-E evaluation (pre-selection and selection) boards, participation by customers in evaluation boards, and liaison with the A-E community.
c. The DCC is responsible for the procurement-related content of public announcements for A-E services, and for general oversight of the A-E selection process to ensure regulatory compliance.
NOTE: The Contract Specialist should assist the board to ensure regulatory compliance.
3. Identify the Primary and Secondary A-E Selection Criteria
a. Primary Selection Criteria. The following criteria are primary and will be applied by a pre-selection board to determine the highly qualified firms and by a pre-selection board to determine the most highly qualified firms. The primary criteria are listed in the order of importance which is usually most appropriate, however they may be ordered differently as warranted for specific contracts.
1) Specialized Experience and Technical Competence (FAR 36.602-1(a)(2)).
2) Professional Qualifications (FAR 36.602-1(a) (1)).
3) Past Performance (FAR 36.602-1(a) (4)).
4) Capacity (FAR 36.602-1(a) (3)).
5) Knowledge of the Locality (FAR 36.602-1(a) (5)).
b. Secondary Selection Criteria. These criteria are not to be used by the Pre-Selection Board.
Rather, they are only used by the Selection Board as tie-breakers in determining the most highly qualified firm.
1) SB and SDB Participation (Defense PGI 236.602-1(a)(6)(C)).
2) Geographic Proximity (FAR 36.602-1(a)(5)).
3) Volume of DoD Contract Awards (Defense PGI 236.602-1(a)(6)(A)).
c. A-E selections will be conducted in a fair, rational and consistent manner, in strict accordance with the announced selection criteria, and in compliance with FAR 36.602 and its supplements.
4. Explain the difference between the pre-selection board and the selection board and the responsibilities of each.
NOTE: At a minimum, a Selection Board will be convened; Pre-Selection Boards are optional.
a. Boards will only consider the following information: SF330 Parts I and II; any required supplemental information; documented performance evaluations, such as from the Architect-Engineer Contract Administration Support System (ACASS); DoD contract award data; and the results of interviews of the most highly qualified firms. A board will not assume qualifications which are not clearly stated in a firm's submission or available from ACASS. A board will review the entire submission of each firm and not excerpts or summaries. A firm will not be contacted to clarify or supplement its submission, except during the interviews with the most highly qualified firms. In addition, boards shall not consider any cost factors.
c. Boards can use any qualitative method, such adjectival or color coding, to evaluate and compare the qualifications of the firms relevant to each selection criterion.
c. Boards shall not compare A-E firms side by side to one another.
5. Describe the purpose and content of the pre-selection and selection board reports
a. Board documentation should consist of a final consensus of the board and discuss how any significant differences among the evaluations were resolved. The board must retain documents and worksheets generated during its evaluation so that the evaluation is sufficiently documented and allows review of the merits of a potential protest.
b. Handwritten worksheets are acceptable. The cover and each page of the report containing source selection information will be labeled "SOURCE SELECTION INFORMATION - SEE FAR 2.101 AND 3.104" and be protected as required by FAR 3.104-5. Personal worksheets must be similarly protected. Board members must not discuss the evaluation results with anyone who does not have a specific reason to know.
NOTE: Refer to EP 715-1-7 Appendix T for a sample of a Pre-Selection Board Report. The report must clearly identify the specific weak or deficient qualifications of each firm not recommended as highly qualified. The report will be provided to the selection board and made a part of the selection board’s report. Separate approval of a pre-selection report is not required. Follow local procedures to determine whether pre-selection board members and/or chairman are required to sign the pre-selection board report.
NOTE: Refer to EP 715-1-7 Appendix U for a sample of a Selection Board Report. The report must clearly describe the reasons why each eliminated firm was less qualified than the most highly qualified firms, summarize the relative strengths of each most highly qualified firm with respect to the selection criteria, and clearly describe the rationale for the relative ranking of each firm.
6. Determine whether selection authority has been delegated by the Division Commander to your District Commander or other appropriate official.
a. IAW EFARS 36.602-4(a) Division or Center commanders shall be the selection authority. This authority may be redelegated, including, but not limited to, their deputies, district commanders, KOs, directors or chiefs of engineering, or other appropriate officials who do not have a conflict of interest.
b. See Reference material for samples of a request from a District to Division for Delegation of A-E Selection Approval Authority, and a sample of the resultant delegation.
Chapter 2, p 146 7. Notify the A-E firms.
a. Notifications of firms shall be made within 10 days after selection approval in accordance with EFARS 36.607(a)14. No notifications will be made after a pre-selection board.
b. The notification shall indicate to the firm that it is:
1) The highest qualified, or
2) Among the most highly qualified but not the highest qualified, or 3) Not among the most highly qualified firms.
4) The notification will also inform each firm that it may request a debriefing, but must do so in writing or electronically within 10 days after receiving the notification. The identity of the firm (or firms if multiple awards will be made from one synopsis) selected for negotiations may be released after the selection report is approved (FAR 36.607(a)). Within 10 days after contract award, all remaining most highly qualified firms shall be so notified.
8. Explain the process when an acquisition is canceled or significantly delayed.
a. Upon written notice from the PM that the acquisition is to be cancelled, notices will be sent to all firms that responded to the public announcement within 10 days of the cancellation.
b. When an acquisition will be significantly delayed, notices will be promptly sent to all firms still being considered, giving the estimated award date.
9. Explain the objectives and timing of debriefings.
a. Objectives. There are two main objectives for a debriefing. First, instill confidence in the debriefed firm that the selection was conducted fairly and objectively in accordance with the announced selection criteria. Second, provide the firm with specific information to allow it to improve its weak qualifications and better compete for future similar projects.
b. Timing. Unless impractical, debriefing of unsuccessful firms will be conducted within 14 days after receipt of a written request in accordance with FAR 15.506 (except 15.506(d)(2)-(d)(5)), FAR 36.607(b), and EFARS 36.607(b).
Evaluation Preparation and Guidance: Setup: Brief the Soldier on the mission and provide them sufficient information that they would be able to explain the steps for and components of the A-E Selection process.
Performance Measures: GO NO-GO
1. Explain the steps of the A-E Selection Process _____ ______
2. Explain the responsibilities of the Commander, EN Chief and DCC in the Selection
process _____ ______
3. Identify the primary and secondary selection criteria, and explain how and when
the secondary criteria are used in an A-E selection _____ ______
4. Explain the difference between a pre-selection and selection board _____ ______
5. Describe the purpose and content of the selection board report _____ ______
6. Identify the A-E selection approval authority for this District _____ ______
7. Explain the timing and content of A-E notification letters _____ ______
8. Explain the objectives and timing of A-E debriefings _____ ______
9. Successfully complete the Architect-Engineer Contracting PROSPECT course _____ ______
References: (See DVD for References)
Open the NCO Contracting website at https://kme.usace.army.mil/CoPs/Contracting/default.aspx.
Accessing this site first will allow the hyperlinks to open.
1. ACASS website
2. A-E Contractor Do’s and Don’ts
3. EP 715-1-7, Architect-Engineer Contracting
4. FAR 36.6 /DFARS 236.6 /PGI 236.6 / AFARS 5136.6/ EFARS Part 36.6, Architect-Engineer Services 3. P.L. 92-582, the Brooks Act, October 27, 1972
5. RPM-08-01 Use of Non-Government Personnel
6. Sample Request for Delegation of A-E Selection Authority 7. Sample Delegation of A-E Selection Authority - Response 8. SF 330, Architect-Engineer Qualifications
Chapter 2, p 148 Task 4-3