The Architect of the Capitol STEPHEN T. AYERS, AIA, LEED AP
AOC Mission Provide Congress and the Public a wide range of professional expertise and services to preserve and enhance the Capitol Complex and related facilities
The Capitol Complex • Capitol Building • Cannon, Longworth, Rayburn, and Ford House Office • Buildings • Hart, Dirksen, and Russell Senate Office Buildings • Thomas Jefferson, John Adams, and James Madison • Memorial Building of the Library of Congress • U.S. Botanic GardenFacilities • Capitol Grounds • Capitol Power Plant • U.S. Supreme Court • Thurgood Marshall Federal Judiciary Building • Robert A. Taft Memorial • Congressional Cemetery
Supplies and Services Procured by the AOC • Janitorial supplies & • services • Professional services • Maintenance • Interior furnishings • Photography supplies • HVAC • Electrical supplies • Uniforms • Gift shop items • Construction • Building materials • IT equipment & • services • Gardening supplies • Automotive supplies • Architect-Engineer • services • Cabinetry • Safety supplies • Fire protection items
The AOC and the Federal Acquisition Regulation • Procurement authority of the AOC is 41 • U.S.C. 5 and 41 U.S.C. 6a-1 • The FAR was developed for use • by the Executive Branch • AOC is a Legislative Branch agency not • subject to the FAR • AOC uses FAR clauses when it is • expedient to use the FAR coverage
Statues and Laws Used by Both Legislative and Executive Branches • Davis-Bacon Act • Service Contract Act • Buy American Act (without FAR exception) • Equal Employment Opportunity • Fair Labor Standards Act • Contract Disputes Act, as amended • Anti-Deficiency Act • Javits-Wagner-O’Day Act
Legislation Not Authorized for Use by the AOC • Small Business Act • Competition in Contracting Act (CICA) • Prompt Payment Act • Truth in Negotiations Act • North American Free Trade Agreement • Trade Agreements Act • Commercial Item Acquisition Procedures
AOC Contracting Entities Procurement Division - Responsible for majority of dollars expended under contract actions Jurisdictions – Responsible for purchase card transactions and submitting requisitions for procurements to be awarded by the Procurement Division
Competition Requirements • Competition generally required for all procurements exceeding $5,000 • Exceptions • Only one source available • Public exigencies require immediate • delivery or performance
Procurement Methods -Sealed Bidding and Negotiations • For procurements exceeding $100,000— • Process is similar to that used in the • Executive Branch • Generally advertised on FedBizOpps at • www.fbo.gov • Search under “agencies” for “Architect of the • Capitol” • Solicitations are posted electronically at • www.aoc.gov • Pay strict attention to submission • requirements for offers
Subcontracting Opportunities If interested in a procurement with potential subcontracting opportunities, contact the Contract Specialist and request the names and addresses of the companies that requested the solicitation This information may not be available in all instances
Procurement Methods - Small Purchase Procedures Procurements estimated to be $100,000 or less Procurements of any dollar amount determined by the AOC to be security or security related Includes purchase card transactions
Procurement Methods - Purchase Card Transactions Used to procure supplies and services $5,000 or less, although some cardholders have higher limitations Generally are made by AOC jurisdictions Merchant category code restrictions prohibit certain types of merchants
Competition Processfor Small Purchase Procedures Requests For Quotations (RFQs) are used $5,000 to $100,000 requires written RFQs to be issued to at least 3 vendors Jurisdictions solicit competition for procurements for supplies expected to be $25,000 or less
Requests for Quotations (RFQs) Oral RFQs may be used when competition is not required ($5,000 or less) Written RFQs are required when over $5,000 and up to and including $100,000
Responding to RFQs • When responding to RFQs, verify – • Description of item/service • Pricing unit of measure • Unit of measure needed is same as unit of • measure sold, e.g., 10 each needed but sold • only in units of 8 each per box • F.O.B destination or origin • Any additional shipping/handling charges • Company’s name, address and phone number • are correct
Small Business Programs In August 2007 the AOC began requiring subcontracting plans for construction awards exceeding $1,000,000 to large businesses In August 2010 the AOC began requiring subcontracting plans for architect-engineer awards exceeding $550,000 to large businesses On October 1, 2009 the AOC established a small business set-aside program for small purchases $100,000 or less
Subcontracting Plans • Contractors have to submit goals for small • business, small disadvantaged business, • HUBZone small business, women-owned • small business, veteran-owned small • business, and service-disabled veteran- • owned small business concerns • Only individual plans will be accepted • SF 294 will be used for reporting semi- • annually • Information is posted at www.aoc.gov
Small Business Set-Asides • Program implemented on October 1, 2009 and • is applicable only to small purchases • ($100,000 or less) • Procurements $5,000 or less do not require • competition and cannot be set-aside – • procurement personnel are required to • search for small business concerns and use • to the maximum extent practicable • Joint effort by AOC and SBA • Policy is posted on the Small Business • Coordinator’s page at www.aoc.gov
Small Business Set-Asides SOCIO-ECONOMIC ACCOMPLISHMENTS OCTOBER 1, 2009 THROUGH AUGUST 18, 2010 Small Business 59.2% Small Disadvantaged Business 7.3% Women-Owned Small Business 13.9% Veteran-Owned Small Business 4.4% Service-Disabled Veteran- Owned Small Business 1.3% HUBZone Small Business 1.2%
Submitting Vendor Literature • Send information to the Small Business • Coordinator (Lisa Russell 202-226-1407) at • firstname.lastname@example.org • Regular mail/FEDEX or UPS to: • Procurement Division • Architect Of The Capitol • Ford House Office Building • 2nd & D Streets SW • Washington, DC 20515 • No pre-qualification requirements • Vendor literature is sent to appropriate offices
Payment Order number establishes payment file ↓ Vendor invoice arrives at agency and payment file for that order is located ↓ Payment file is used to process payment ALWAYS FOLLOW THE PAYMENT INSTRUCTIONS
FAQs • Why do the AOC’s small business set-asides apply to only small purchases of $100,000 or less? • The AOC operates under a different authority than the rest of the Federal government. Our authority requires full and open competition over $100,000 but allows us flexibility for orders $100,000 or less. We are using this flexibility to do small business set-asides.
FAQs • Does the AOC award procurements through • the 8(a) program? • The AOC is not using the 8(a) program. • 3. What is the AOC’s competition threshold? • Our competition threshold is $5,000.
FAQs • 4. Does the AOC use Federal Supply Schedule • contracts? • Yes, we use FSS contracts and comply with FAR 8.4, Federal Supply Schedules. • Does the AOC publicize its requirements • anywhere? • The AOC uses FedBizOpps.gov to synopsize • requirements exceeding $100,000.
FAQs • 6. How does my company become pre-qualified to bid on AOC procurements? • With the exception of one construction program with stringent safety requirements, there is no pre-qualification process.
FAQs 7. Does the AOC require a Top Secret clearance? The AOC does not require a Top Secret clearance; however, contractor employees working on-site must undergo a US Capitol Police fingerprinting and background check prior to commencing work.
FAQs 8. Does my company have to be registered in CCR to be awarded an order or contract? Vendors awarded purchase card transactions do not have to be registered in CCR. The AOC encourages vendors awarded orders or contracts to register in CCR, as we have a process underway to connect CCR information to our financial management system.
FAQs • Do I have to market my company to multiple • offices within the AOC? • Yes. You should market your company to each program office (jurisdiction) that is likely to need your company’s goods or services. • Does the AOC produce an Annual Forecast • of Contracting Opportunities? • The AOC will be producing one beginning with FY 2011. It will be posted at www.aoc.gov