8(a) Sole Source Process Overview

How to Award a Streamlined 8(a) Sole Source Contract:

• The Government Program Manager (PM) develops a Statement of Work and secures funding.

• Having chosen Precision to perform the work, the PM submits a Procurement Request to his/her agency Contracting Officer (CO).

• Agency CO submits (via email) the Offer Letter or Proposed Project for 8(a) to the New York, NY District Office at:

  • Contact: Mr. Clyde Martin

  • Email: Clyde.Martin@sba.gov

  • Address: US SBA 26 Federal Plaza, Suite 3100, NY NY 10278

  • Phone: (212) 264-5276

  • Reference: Case No. C006cp

  • (Precision will have already alerted the Business Opportunity Specialist to expect the package in order to expedite the process.)

• The SBA confirms eligibility of Precision and authorizes the negotiations – usually within 48 hours.

• The CO sends Precision a Statement of Work and a Request for Proposal (RFP) or Request for Quotation (RFQ).

• Precision submits a proposal to the Government Program Manager and CO for evaluation.

• The CO negotiates with Precision.

  • Simplified Acquisition efforts do not require a technical proposal; the CO sends RFP to Precision requesting cost proposal; upon receipt, CO negotiates cost and terms with Precision.

  • If the estimate exceeds the Simplified Acquisition Threshold, the CO sends RFP to Precision requesting technical and cost proposals; upon receipt, CO negotiates cost and terms with Precision.

• Upon completion of negotiations, CO prepares a contract award document and sends it to Precision for signature.

• Upon receipt of the fully executed contract from the CO, the contract period of performance begins at the stated date in the contract.

Length of Process:

This entire acquisition process should be two weeks or less in duration.

8(a) Sole Source Process Overview:

1. Government Agency/Customer (Program Office/Agency) selects contractor:

   • Customer determines that Precision Receivable Services, LLC meets the contract requirements and provides the best value to the Government and recommends Precision Receivable Services, LLC to the Small Business (SB) Specialist & Contracting Officer (CO) for coordination.

2. Contracting Officer (CO) completes the Offer Letter:

   • Contracting Officer (CO) completes an Offer Letter to be sent to the Small Business Administration (SBA) containing details regarding the procurement in accordance with (13 CFR 124.502(c) and FAR 19.804-2). These details could be brief information from the SOW or PWS.

3. CO submits Offer Letter (via email) to SBA representative:

   • Agency CO submits (via email) the Offer Letter or Proposed Project for 8(a) to the New York, NY District Office at:

     • Contact: Mr. Clyde Martin

     • Email: Clyde.Martin@sba.gov

     • Address: US SBA 26 Federal Plaza, Suite 3100, NY NY 10278

     • Phone: (212) 264-5276

     • Reference: Case No. C006cp

4. SBA review of company’s standing in the 8(a) Program:

   • The assigned SBA Business Development Specialist reviews the 8(a) firm’s status to determine its eligibility to receive the award as well as the firm’s capability to perform the project. SBA has 5 working days to review and approve the request and send it back to the agency CO. This could be submitted as quickly as 24 hours if requested.

5. Acceptance Letter:

   • SBA issues a formal notification to the CO that it accepts the requirement into the 8(a) program for Sole Source direct award.

6. Negotiate Requirement:

   • Once SBA accepts the offer, the Agency CO is authorized to negotiate directly with the 8(a) firm and award the opportunity.

7. Issue contract to Precision Receivable Services, LLC with 8(a) clauses:

   • Add SBA District Office to distribution list.

   • 8(a) Clauses: DFARS 252.219-7009, and 252.219-7011 and FAR 52.219-17, 52.219-14, 52.219-8.

   • Note: The SBA Area Director may accept buys over $4M for sole source if no other 8(a) participants are capable of providing the service/item at a fair price. (See 13 CFR 124.506(d))

8. Contract / Purchase Order Is Signed By 8(a) Company and Agency:

9. Agency Sends A Copy To The SBA:

• Precision meets and exceeds requirements, on time and within budget.

Benefits:

The 8(a) sole source vehicle provides agencies a simplified and shortened acquisition procedure:

• Reduced acquisition cycle, measured in days

• Lowered administrative costs

• Initiate contract with a high-level statement of work

• Directly negotiated best value pricing

• Credit for small business promotion within the Agency