Federal Contracts Administrator

15 March 2024 Federal Contracts Administrator The Federal Contracts Specialists will be responsible for working with higher management at OU to help with understanding, negotiating, and audit preperation of federal agency contracts. 15 March 2024 Open 2/14/2024 4:00 PM CST Type RFP - Request For Proposal Close 4/5/2024 4:00 PM CDT Number RFP-2024-114 Currency US Dollar Sealed Until 4/5/2024 4:00 PM CDT Payment Terms 0% 45, Net 45 15 March 2024 Contacts Tara Crites tara.crites@ou.edu Phone +1 405-325-6703 15 March 2024 Commodity Codes None Added 15 March 202415 March 202415 March 202415 March 202415 March 202415 March 202415 March 202415 March 202415 March 2024 mailto:tara.crites@ou.edu 1.0 Request for Proposal Description 1.1 The Board of Regents of The University of Oklahoma (University) is issuing this Request for Proposal (RFP) for the following services: The OU Office of

the Vice President for Research & Partnerships would like to hire a Federal Contracts Administrator to assist upper management with federal agency specific proposals and contracts to ensure we fully understand the hundreds of clauses that are in the agencies solicitation, as well as use their expertise for negotiating with the agency once the contract is awarded to OU. 1.2 It is the preference of the University to award a contract to a single Supplier. However, the University reserves the right to award to multiple Suppliers when it has been determined to be in the best interest of the University. OR The University intends to award contracts to multiple Suppliers. 2.0 Solicitation Schedule 2.1 Question and answer process complete: 2.1.1 Questions shall be submitted in this system by 02/28/2024 - 4pm CST. 2.1.2 Answers shall be posted in the system as questions are received, and all questions answered by 3/06/2024 – 4pm CST. 2.2 Site Visit (Location, Date, Time) Not Mandatory 2.3 Interview / Demonstration – Optional. If needed, the Contract Specialist shall contact the Bidders with an interview / demonstration date and time. 3.0 Please see the solicitation attachments for additional information including: 3.1 Solicitation Instructions 3.2 Rules of Usage and Definitions 3.3 Evaluation 3.4 Insurance Requirements 3.5 General Terms and Conditions 3.6 Contract Governance 3.7 Scope of Work 3.8 List other Attachments here if needed 4.0 All communication regarding this solicitation shall be conducted with the Procurement Staff listed in this solicitation. Contacting any other University staff may risk the Bidder's participation in this solicitation. Description Required to View Event Prerequisites Required to Enter Bid 15 March 2024 1. Minimum Qualifications 15 March 202415 March 202415 March 202415 March 202415 March 202415 March 202415 March 2024 Buyer Attachments 1. 01 Solicitation instructions 2023.11.10.pdf 2. 02 Solicitation Rules of Usage and Definitions 2023.11.10.pdf 3. 03 Solicitation Evaluation 2023.11.10.pdf 4. University of Oklahoma Solicitation Insurance Requirements 2023.12.14.pdf 5. 05 Solicitation General Terms and Conditions 2023.11.10.pdf 6. 06 Contract Governance 2023.11.10.pdf 7. 07 Solicitation Scope of Work Federal Contracts Administrator.docx 15 March 202415 March 202415 March 202415 March 202415 March 202415 March 2024 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjA3NzA2LTE1MjYzMjczODYwMSBTb2xpY2l0YXRpb24gaW5zdHJ1Y3Rpb25zIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjA3NzA2LTE1MjYzMjc3MjUwMiBTb2xpY2l0YXRpb24gUnVsZXMgb2YgVXNhZ2UgYW5kIERlZmluaXRpb25zIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjA3NzA2LTE1MjYzMjc2NzcwMyBTb2xpY2l0YXRpb24gRXZhbHVhdGlvbiAyMDIzLjExLjEwLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjA3NzA2LTE1MzU4NzcyNTFVbml2ZXJzaXR5IG9mIE9rbGFob21hIFNvbGljaXRhdGlvbiBJbnN1cmFuY2UgUmVxdWlyZW1lbnRzIDIwMjMuMTIuMTQucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjA3NzA2LTE1MjYzMjcyMzQwNSBTb2xpY2l0YXRpb24gR2VuZXJhbCBUZXJtcyBhbmQgQ29uZGl0aW9ucyAyMDIzLjExLjEwLnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjA3NzA2LTE1MjYzMjgzMDAwNiBDb250cmFjdCBHb3Zlcm5hbmNlIDIwMjMuMTEuMTAucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjA3NzA2LTE1NjU0Nzg0MzIwNyBTb2xpY2l0YXRpb24gU2NvcGUgb2YgV29yayBGZWRlcmFsIENvbnRyYWN0cyBBZG1pbmlzdHJhdG9yLmRvY3g%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 Questions Required Questions Group 1: General Questions Instructions: 1.1 Provide a brief overview of your organization, including its size and experience in the industry. 1.2 How many years of experience does your organization have in providing the specific goods/services outlined in this Solicitation? 1.3 Provide a summary of similar projects or contracts you have successfully completed. 1.4 Can you identify any potential challenges or risks associated with the project and propose mitigation strategies? 1.5 Do you have the necessary resources, including equipment, infrastructure, and personnel, to fulfill the requirements of this project? 1.6 Are there any competing commitments that might affect your ability to deliver the goods or services on time? 1.7 Have you entered any contracts with the Board of Regents of the University of Oklahoma in the past twelve (12) months? 1.8 If "yes," please identify the contract, dates of performance, and University contact. 1.9 Describe how you plan to ensure effective communication and collaboration with our team throughout the project. 1.10 Provide five (5) references from projects of similar size and scope in the attached document. Group 2: Solicitation Specific Questions Instructions: 2.1 1.What is your experience in managing federal contracts, including acquisition planning, solicitation, negotiation, and contract administration? 2.2 2.Can you explain your understanding of the Federal Acquisition Regulation (FAR) and its importance in federal contracting processes? 2.3 3.How do you ensure compliance with federal laws, regulations, and agency policies when administering federal contracts? 2.4 4.Describe a challenging situation you encountered while managing a federal contract. How did you resolve it? 2.5 5.What strategies do you employ to mitigate risks associated with federal contracts, such as cost overruns, schedule delays, and performance issues? 2.6 6.How do you approach negotiations with vendors or contractors to achieve the best value for the government while maintaining positive relationships? 2.7 7.In your opinion, what are the key elements of an effective contract management plan for federal contracts? 2.8 8.How do you stay updated on changes in federal procurement policies, regulations, and best practices? 2.9 9.Can you discuss your experience with electronic procurement systems and contract management software used in federal contracting? 2.10 10.How do you handle disputes or disagreements between the government and contractors during the contract performance phase? Group 3: General Terms & Conditions Instructions: 3.1 Please review the General Terms & Conditions for this Solicitation. If you have any comments or questions, please use the track changes and comment features in this Word document and upload it here. Submittal of questions or comments does not bind the University. Group 4: Certifications Instructions: 4.1 I have reviewed the attached Instructions. I understand that (i) compliance with the Instructions is material to determining whether my Bid is responsive and (ii) any failure to the University Contact of an ambiguity, conflict, discrepancy, omission, or other error in the Solicitation that is known to the me, or that reasonably should be known to the me, shall not entitle me to any compensation, relief, or time by reason of error or its later correction. 15 March 202415 March 202415 March 202415 March 202415 March 2024 4.2 CERTIFICATION REGARDING DEBAREMENT - Bidder certifies that neither it, its principles, nor Supplier Parties performing services arising from this Solicitation or resulting Contract or Contract Documents are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions (defined as not being eligible to receive federal funds) by any Governmental Authority. 4.3 CERTIFICATION REGARDING CONFLICTS OF INTEREST - Bidder certifies that neither the Bidder nor a Bidder Party (i) paid, gave, or donated or agreed to pay, give, or donate to any University Party (including their family members) or employee or elected officer of the State of Oklahoma any money or other thing of value, either directly or indirectly, in procuring the Solicitation or resulting Contract or (ii) improperly exerted or attempted to influence any University Party involved in this Solicitation or who has authority over any decision involving this Solicitation to breach, circumvent, evade, or avoid any Law or University policy or process. Bidder also certifies that no person who has been involved in the development of this Solicitation or resulting Contract while employed by the University or the State of Oklahoma shall be employed by the Bidder to fulfill any of the services provided for under said Contract. 4.4 CERTIFICATION OF COMPETITIVE BID AND CONTRACT (Non-Collusion Certification) - Bidder certifies that neither it nor anyone subject to the Bidder’s direction or control, including Bidder Parties, has been a party to (i) any collusion among Bidders or Suppliers in restraint of freedom of competition by agreement to bid or contract at a fixed price or to refrain from bidding or contracting, (ii) any collusion with any University or state official or employee as to the quantity, quality or price in the prospective contract, or as to any other terms of the prospective contract, nor, (iii) any discussions between Bidders or Suppliers and any University or state official or employee concerning the exchange of money or other things of value for special consideration in connection with the prospective contract. 4.5 Are you exempt from the Workers’ Compensation Act? 4.6 Attach a signed statement that provides specific details supporting the exemption you are claiming from the Workers’ Compensation Act. (Note: Pursuant to Attorney General Opinion #07-8, the exemption from 85 O.S. 2011, § 311 applies only to employers who are natural persons, such as sole proprietors, and does not apply to employers who are entities created by law, including but not limited to corporations, partnerships, and limited liability companies.) 4.7 Please complete and upload the attached Attestation. 15 March 202415 March 202415 March 202415 March 202415 March 2024 Product Line Items Product Line Items There are no Items added to this event. 15 March 202415 March 202415 March 202415 March 2024 Service Line Items Service Line Items There are no Items added to this event. 15 March 202415 March 202415 March 2024