Crafting Effective Invoice Notes and Terms Example for Staffing

Invoice notes and terms example for Staffing

all right so today we are doing capture management training i'm going to go into a little bit what that is if you don't know what that is and we're going to be doing capture management training today based on the covid screener staffing contract that some of you voted on in the comments from the video that i did the other day with the google drive link now if you don't have that go and watch that video first at least check out the google drive link you'll be able to see there's about 34 opportunities and we're still taking some votes on more bids for me to review but again today we're looking at the covet screener one that you guys voted on and we're going to be doing it within the framework of capture management training now the reason why we're doing this is because i recently conducted my own market research calls with over 50 small businesses you all from from youtube and from our email list you guys are the ones that i spoke with so you may even be watching this some of you probably are and one of the key takeaways from the market research that i performed was that you all do not have a lot of systems and processes in place okay so today i'm going to be giving you a system that you can use so you want to make sure that you check this out um it's just really important and i understand why you don't have it yet it's because you're you're new you're new to sam.gov you're new to bidding on federal contracts specifically even finding these things reading them it's another language and i get it right that's what we focus on here on the channel so today i'm going to be giving you a actual framework again a process for capture management that you literally should be doing okay this isn't something that would be nice you should do this you should implement this or at least a customized version of this so you can see here on the google drive link here these are the opportunities that i'm referring to that we're about to jump into and number 41 for the staffing coveted screener service uh due december 15th sdv osb set aside that's fine if you're not sdv osp you're still going to get value from this video okay so here's the covet screener service this is the again the sam.gov link that it took me to and before we start diving into this i'm going to introduce you now to the capture management framework because this is why this is so important stay with me here um you shouldn't be reading this word for word okay when you get a 70 page solicitation you shouldn't be reading it page by page so this is where the payoff is going to be i'm going to be showing you how to read through these things in 10 or 15 minutes to make some quick bid no bid decisions that's what capture management is hey you get a lead to get an opportunity it may be good it may not it seems like it's in your wheelhouse let's take a look at it further that's what we're doing with capture management today so here are the 10 pieces of information we should be looking for response date set aside next code the scope the place of performance the period of performance and then we get into evaluation factors like the technical response the past performance response and the pricing response there may be one or there may not we're going to look and we're going to find out and lastly what is the procurement strategy so literally what we're going to do is go on a bit of an easter egg hunt think of it like that you're not reading everything right now we're finding these 10 pieces of information and then once we have these we're going to be answering these five questions and then ultimately making a bid no bid decision okay so that is the framework and the process that we're going to be going through so the first piece of information let's do it response date december 15th 2021. i'm gonna fill this out with you do this on your own it's just the word doc it's nothing fancy set aside we already know is sdv osb but here's where you find it so sdv osb service disabled veteran owned small business next code 561 320 temporary help services let's go ahead and copy and paste it i guess not let's go temp help service is cool now for the scope this is where we're going to start to read a little bit we know it's for covet screener service but i want to know a little bit more okay and so what they've done here they've literally copied and pasted the entire solicitation or at least a good chunk of it into the body so what i've done is i've actually opened this up we have a number of links down here this one is a map so if you want to go ahead and take a look at the map you can it's not going to be super helpful with what we're trying to do right now as of yet but here is what this the actual facility and the location looks like so that you can get an estimate of the magnitude of the service required okay and the specific areas on the map where you're going to be you know where there's buses and things like that where you're going to need to provide service here's a solicitation this is what i'm looking for so again what are we looking for to fill out in our next piece of information it's the scope so i want a bit more information about the work being performed a sentence or two is fine so this is the 1449 form but again we're just kind of reading screener service to include labor supervision uniforms safety apparel uh looks like radios for the mountain home va medical center in tennessee okay sdv osb so that you know i told us a little bit not a whole lot um one of the ways you can go to find this is you can look for you know the statement of work or the pws so control find i don't know if this is going to work looks like it did so b2 statement of work so they're telling us a bit more here in this paragraph that we are to provide again supervision uniforms radios but more importantly the covet screener service at these locations it says and several outdoor screening stations and gates so you know again that's kind of what that map was showing us but you know not a whole lot necessarily of information this whole thing is a scope of work so you know we don't necessarily need to read through all this right now it's super important before you actually respond to this you do need to read it in a lot more detail but again i'm just looking for a bit more information and i'm thinking where i'm going to find this is going to be more in terms of the pricing so they're giving us a bus route schedule here and lo and behold there's a pricing table so looking at this this tells me a lot more okay because coven 19 screeners estimated uh 43.50 hours per month okay so 52 200 hours per year then they're looking for a lead screener and a screener supervisor and that's 2088 which is about one full-time person um you know 40 hours in a week so that would be 160 so there may be a bit of overtime in there or maybe the shifts are just a bit longer so it makes sense if you put the picture together and this is what i was looking for to fill out they want a supervisor and then they want a lead screener okay and then they're going to have all these other screeners that are just straight screeners across the location at least these two are gonna you know think of them like program managers a bit of a hierarchy to manage the program in addition to whatever you know program management quality control that your actual company would be providing on this contract as well you can't just kind of set it and forget it your company obviously has to be very involved checking in on a very regular basis so i'm going to stop here and i'm going to go ahead and make a few notes because for my capture management this is what i'm looking for okay so they're telling me that we need a lead screener supervisory and then it's like you know 52 200 hours of regular screeners so now i'm just going to show you a quick trick uh usually there's 1920 hours that are billable so 1920 so we're going to go ahead and take that 52 5 number that we have for total hours and divide into it 1920 to get an estimate number of positions so maybe 27 28 positions again these are people these are not fractions but just to get an estimate of of screeners we're going to go ahead and say approximately 27 28 and again i haven't thoroughly read through the pws so there could be you know part timers in there things like that that could change this but at a glance this is showing us hey this is more than just a couple screeners and it's also not like 50 or 100 this is kind of a sweet spot of you know 25 to 30 maybe full-time employees based on the numbers that we ran again this could be skewed if there's part-timers or if there's overtime cleanse in there but for now this is what we've got let's go ahead and move on to the next piece of information which is the place of performance so for the place of performance one of the great ways you can go to find is just take a look at where contracting is sometimes it is on that same base other times it's not at all sometimes it could be in a totally different state and this contracting office is just procuring for it so we know that murphy's borough tennessee is a location but this does not give us the definitive answer now they did tell us in that statement of work that uh they're giving us the the location so that is going to be our best bet but what i really like to do too is type in place of performance sometimes they'll get lucky looks like we have other times you don't and you have to hunt for a little bit but department of veteran affairs james h quillen vamc corner of lamont and veterans way mountain home tennessee and then looks like we have it tennessee zip code there so i'm actually going to go ahead and type this in and just show you really fast in google and see what this looks like on a map okay so here we go we have the james quillen va medical center i'm just going to go ahead and zoom out so you can see and this is a good practice for you guys just to realize hey there is contracts going on all around you and just for you to kind of have a mental picture of what's going on i'm just going to kind of zoom out to the states here so you can see you know get a good idea of what's going on here um that you know there's contracting happening all around you so we can see this is right on the cusp of the eastern border of tennessee so if you are anywhere in this location not that you have to be you can manage it remotely but uh just keep in mind you're gonna have to be finding uh professional screeners to take the contracts and those are going to be remote you are going to want to make them uh people that already live in that area because you don't want to have to pay uh per diem and things like that that will make you uh not competitive in your cost and pricing part of this so okay so we got our answer for our place of performance now our period of performance i'm going to go ahead and type that in and see if we're going to get lucky and it looks like again we did so i'm showing you guys the shortcuts so that you can do this yourself this is a process that we all go through um but february 1st so it's you know december 3rd 21 this is going to kick off february 1st of 22 so you know there's a couple months to get this thing procured then there's probably gonna be a bit of a transition period um because i'm guessing and we're gonna get to this i'm getting ahead of myself that there probably is an incumbent but i'm not 100 sure so uh we're going to go from february 1st to january 31st so looks like they're just putting one year on this i don't see any option years in there as such so they may be waiting to feel out the the vendor there's a couple of things that could be going on behind the scenes but for now we know it's for one year okay so let's pause again try to go through this quickly but we got response date set aside next code scope you know now we get an idea that there's you know 25 to 30 and then a couple of supervisors place a performance remember on the map it's on the east side of tennessee there and then this is going to kick off next february and go for one year that's where we're at so far we've answered a lot of the questions of our 10 pieces of information what remains is now the evaluation factors okay because this is important in making a decision to bid or no bid what is the response going to require is this going to be something that you can even respond to so what we look for is is there a technical approach usually there is we'll find out then also is there past performance required past experience and then what does the pricing section look like we did look at the pricing table so we got to cheat on that a little bit and honestly it was very very straightforward it was not a confusing pricing table at all so contracting really made that very easy for apples to apples with us to bid on and then lastly it's the procurement strategy you know two of the most common are going to be best value or lowest price so we're going to look for evaluation factors section l m to find this information within the same document so i'm going to go ahead and type in evaluation factor see if we get lucky we may or may not doesn't look like they're taking us to a actual section but my guess is that it doesn't exist so what i do is i go from the back and i start working my way up you're gonna probably go through reps inserts like we're going through right now maybe a wage determination but we'll just quickly scroll yep reps inserts that's how you know that that's what that was evaluation okay so maybe if i just put an evaluation it would have taken me here so evaluation is how is the award going to be awarded how is the winning bidder going to be chosen okay and then that's that's really section m section l is more like the instruction offers so we are going to see if they have that in here too otherwise we'll just go right back to that section but in case they do have a more broken down list of things to include that's what we're looking for so this is called instruction offers so this is really the section that we're we're also looking for looked like it was an addendum so i'm just going to go up just for one more second okay yeah so instruction offers this is kind of the boilerplate blanket type stuff and then they usually get more specific about this solicitation and that's what we're looking at down here so we are in the right spot we found it so offer shall provide the following in their proposal if you're not finding this okay you you can't start like building an outline a skeleton or or responding to this you need to to find this before you make a go no go a bid no bid decision okay so they want a signed sf1449 they want to complete the pricing schedule which is that table we looked at real quickly and then they're saying they want a technical cape statement they want past performance references and then proof of sam registration and vet biz uh verification as sdv osb so this literally this was a jackpot of information one because it's like laying it out very clearly what contracting wants but secondly uh it answered most of our remaining questions so you see how we kind of quickly wrapped this up so for the technical it was going to be a yes or no and it's going to be a yes and they want a technical cape statement same for past performance is it a yes or no yes they want past performance references okay and then for the price we know that we have that pricing table pricing table with the pricing cleanse in that so the last piece of information of the 10 that we need to find now is the procurement strategy can we see if this is the best value or lowest price so i'm going to go ahead and type each of those into a control f search again to try and cheat this a little bit and see if i can find out so we'll go uh lowest price see if we get lucky so it actually looks like we may have gotten lucky i actually didn't even know this ahead of time so the government will evaluate quotes using the comparative evaluation process where quotes will be compared to one another to determine which provides the best benefit to the government the government reserves the right to consider a quote other than the lowest price that provides additional benefit so quotes may exceed minimum requirements so aha this actually is looking like it's not going to be the lowest price as long as you're technically acceptable the government's willing to pay a little bit more for a company that maybe has a better technical cape statement like they've asked for or better you know past experience past performance they're willing to pay a little bit more for higher quality um and again guys we have not even read through this thing yet this is just upfront bid no bid at that point you're going to be reading into it even more this is just kind of the top layer level of stuff because you can see right here you're going to have to have the ability to provide 25 to 32 employees so when i said 25 to 30 we were right in that sweet spot we kind of you know guesstimated those hours you know really quickly but fairly accurately um and again you know if you were to actually thoroughly read through this you would find some of this stuff out as well but i'm just kind of showing you how to do this quick get in get out capture to see if it's even worth spending your time reading more on and we're going to flesh that out and the rest of this in just the next few minutes as we answer our remaining five questions and ultimately make a bid no bid on this thing so we know that they're asking for technical we know that they're asking for past performance and it says the government will evaluate the price by adding the total line items to total evaluated price and that's pretty straightforward and standard don't forget you also have to be sdv osb to even bid on this thing so again if you found that out right away you would know okay i can't bid on this and you know if you're watching this video odds are you may not be sdv osb but you can still learn the same exact capture process for you know say a total small business set aside a woman owns small business set aside or hub zone 8a whatever it is that is a fit for your business coming into the federal space here so i'm going to go ahead just to satisfy my mind i'm going to look for best value and that is not showing up um so we're going to go ahead and at this point make the conclusion that this is not an lpta a lowest price instead it is going to be a best value which again just means the government doesn't have to award to the lowest bidder they're actually able to obligate funds for contracts for a bidder that is able to show that they are at a higher level of capability to perform on this and they're okay paying a bit more for that so that's an important thing obviously going in because that is going to affect your pricing strategy you're not going to try to low-ball this which you never really should try to low-ball anything anyways but for this you're really not going to try to okay so let's just go ahead and run through these remaining questions they're not going to be as long as the process we went through um the first question is do you have enough time to respond by the due date we're asking these questions to now help an assist if we should make this bid no bid and we're using the information that we just gathered those ten pieces to answer these five questions that's ten and five this is a model that i've made so that you can use very easily and just remember okay derek says i've got to find these ten pieces of information and then answer these five questions and this is what i can you know use to quickly read through the solicitation before going into it you know kind of full speed in full depth once you've decided to go after it so do i have enough time to respond what matters for that is the due date so what is the due date it's the first piece of information december 15th so today is december 3rd so that would really give you two weeks just under two weeks right 12 days so it's really up to you to decide if you're going to have enough time to respond this proposal package does not look large it is going to be the most important and most imperative that you can find 28 to 32 or whatever that ranges people to actually perform on this contract and be able to find them within a pay range in order to do your accurate pricing again for the lead screener the supervisor and all the straight level other screeners that are going to be on that map that they showed us so that is how you're going to answer that first question next does a set aside prevent you from bidding on this very important you can spend two hours reading something and say damn i'm not sdv osb i shouldn't even waste my time looking at this that's the value of this we got this piece of information right off the bat sdv osb so for you it may be yes it may be no but you get that right off the bat number three chugging along can you perform the work as described in the pws again this is not technically hard to understand managing people and finding people although is not easy so you can either do it or you can't so you'll have to answer this for yourself maybe this contract is just too big for you maybe it's too scary or maybe you know you've got five ten you know staffed employees you got some onesies and twosies on contract or just in the commercial space in your business as well and maybe you're like you know what i'm up for the challenge i'm hungry for more we can handle 25 30 you know we've got pms that can handle that you know maybe we've got somebody even in that location eastern tennessee or the the local area to make this thing a go those are things you want to consider number four can you satisfy all required evaluation factors not some you have to satisfy all so again what were those technical capability statement past performance pricing okay we didn't go into any depth whatsoever into those i'll just quickly pull that up again if i can find it here so they're telling us more specifically this is what you'll go back and read contracting even made uh nice for us in red the offer for your technical shall provide a technical cape statement that supports this the sow the technical cape saving must support experience and capability to provide the requested service in a timely and efficient manner so you're going to basically explain the how you're going to perform this okay the offer shall provide a technical case statement that supports um and basically reflect how you're going to be able to you know provide manage control like quality and turnover and onboarding and transitioning things like that you know 32 people over the course of a year there's bound to be a few problems or issues that come up you need to reflect you know in a management plan would be a great thing a staffing plan staffing approach these would be great things to to put into a section like this and then past performance provide three past performances as it relates to general medical screening or facility screening so they want specific screening past performance if not they may not find it to be relevant so keep that in mind and if it was a government contract make sure you include that contract number the magnitude a brief description on the first in the commercial world you can still use that but just provide as much as the same information as you can as well they do still accept commercial pass performance unless otherwise stated so that's just helping us give a bit more contrast to can you satisfy all the required evaluation factors can you satisfy all those i don't know you tell me lastly super important is there an incumbent we teased this earlier on um with previous award info so you know you can definitely search to see if there is an incumbent they're usually you know really it's like ten percent five percent of the time i actually see them just putting that in there without asking otherwise you can you know submit a question to contracting to say hey is there an incumbent what was the previous contract number was there you know what was the previous award value or range rough order magnitude um christina lawrence looks like she is here in contracting and i did email christina ahead of time because i did see guys i didn't show you both of these docs one is a pdf and one is a word doc so we've been just looking at the pdf the whole time and i wanted to know if there was a difference between these two because they're both a solicitation uh christina was you know she responded very quickly super nice and helpful and just let me know right off the bat that these documents are exactly the same there's not like amendments or you know highlighted changes or new information so it's kind of just like your preference of viewing or based on the piece of technology that you're using to view these to help make it easier for you so there's two attachments here and then the map just pick whatever attachment you want they are identical unless there's an amendment made in the future which is why you want to keep make sure you're watching this up until december 15th to make sure that there weren't any additional changes or if christina decides to post uh answers to questions you know rfi updates that would be a great piece of information to come back and look for as well so this is you know again we're in procurement this is a living breathing thing so just make sure that you you do those um best practices uh as well so coming back my point with that was if you wanted to ask christina if there was an incumbent um you could certainly ask the question you could submit that rfi and see what kind of answer that you get so that's it guys i know it's been a lot of information but hopefully it was simple and straightforward to you we used a covet screener example based on what you guys voted for but more important to me in this training was the framework i would like you guys to start implementing some sort of sop some sort of system in your business that you use for every bid opportunity that you look at and this is a really great way to get started again start with finding 10 pieces of information go back and watch what i you know type in for control find to make the process a little bit uh faster to hunt and find but you find those 10 pieces of information answer the five questions lastly so now is this a bid or a no bid let me know in the comments let me know if this is something that you think that you would go after do you qualify are you sdv osb um and if you still liked it but it's a no bid because you know you don't qualify or you don't have the experience or whatever then it's a no bid it's okay you can move on to the next one so let me know in the comments if this is a bid or a no bid for you and if you liked this let me know if you have another opportunity from the list that you'd like me to cover just like this one so hopefully this was helpful guys i will see you in the next video