A GUIDE
CONTRACTORS
UNITED STATES ENVIRONMENTAL PROTECTION AGENCY
Washington, D. C. 20460
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FOREWORD
"Contracting with the United States Environmental Protection Agency,
a Guide for Prospective Contractors" is published to assist the business
community in its efforts to find new markets in the Environmental Pro-
tection Agency (EPA). It is the policy of EPA to provide the broadest
opportunity practical for business concerns to participate in the environ-
mental protection program with special emphasis directed toward assisting
small businesses, concerns located in labor surplus areas, and other minority
and less mobile groups.
Procurement in EPA is accomplished on a decentralized basis by ten
regional offices, two National Environmental Laboratories, and the Wash-
ington headquarters office. The information contained herein includes the
names and addresses of contracting offices in EPA, the types of products
and services procured, general information about the Agency, and hints
to aid businessman in selling to EPA.
Opportunities for doing business in the environmental protection field have
increased dramatically since the "awareness" years of the 1960's. Your
interest in contracting with EPA and its programs is appreciated.
27T
E. T. RHODES, DIRECTOR
CONTRACTS MANAGEMENT DIVISION
THE UNITED STATES ENVIRONMENTAL
PROTECTION AGENCY
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CONTENTS
Chapter Page
I: Introduction to the United States
Environmental Protection Agency 1
II: How to Contract with the EPA 4
Tell Us What You Sell
Find Out What We Want
III: EPA Buying 6
What and Where We Buy
How We Buy
From Whom We Buy
IV: Hints to Bidders and/or Offerors 14
V: Who Gets the Contract? 16
VI: Hints to Contractors
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CHAPTER I
INTRODUCTION TO EPA
its mission, goals, and organization.
The United States Environmental Protection Agency was established
December 2, 1970, bringing together for the first time in a single agency
the major environmental control programs of the Federal government.
EPA is charged with mounting an integrated, coordinated attack on the
environmental problems of air and water pollution, solid wastes manage-
ment, pesticides, radiation, and noise.
To insure that the Agency is truly responsive to environmental needs in
every part of the country, it has established a strong field organization,
with Regional Offices located at ten major cities. The Regional Offices are
staffed by specialists in each program area and headed by a Regional
Administrator possessing broad authority to act for EPA in matters within
his jurisdiction.
EPA was created to lead a broad, comprehensive attack on pollution, and
its administrative organization has been designed to make this approach
a reality. The new organizational structure makes it easier to identify, and
to take into account, all the factors on pollution and its control. It makes
it possible to resolve competing or conflicting program aims. It is facil-
itating the development of better information on the total impact of stresses
reaching man from various parts of the environment, and makes possible
more sensible choices about what constitutes a healthful, satisfying milieu
for human life.
Most important of all, perhaps, EPA gives to the American people a single,
independent agency to serve as their advocate for a livable environment.
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Standards-Setting And Enforcement
The United States Environmental Protection Agency is, first and foremost,
a regulatory agency with responsibilities for establishing and enforcing
environmental standards, within the limits of its various statutory author-
ities. The standards set by EPA (in some cases, in cooperation with the
States) have the force of law. They define the kinds and levels of pollutants
which must be prevented from entering our air and water, and establish
time-tables for achieving the prescribed quality.
Research And Monitoring...
Effective action, particularly in standards-setting and enforcement, re-
quires that EPA have sound data on what is being introduced into the
environment, its impact on ecological stability, on human health, and on
factors important to human life. By close coordination of its various
research programs, EPA strives to develop a synthesis of knowledge from
the biological, physical and social sciences which can be interpreted in
terms of total human and environmental needs.
Major aims of the Agency’s research efforts at this time include:
Advancement of understanding of long-term exposures to contami-
nants, of sub-acute or delayed effects on human and other organisms,
of the combined and synergistic actions of chemical, biological, and
physical stresses.
Expansion and improvement of environmental monitoring and sur-
veillance to provide baselines of environmental quality.
Acceleration of progress in applied research into the control of pol-
lutants, the recycling of so-.called “wastes,” and the development of
sophisticated, non-polluting production processes.
Improved assessment of trends of technical and social change and
potential effects—flrst, second, and even third-order effects—on en-
vironmental quality.
Improved understanding of the transport of materials through the
environment; their passage through the media of air, water, and land;
their ability to cross the various interfaces; and their various changes
of state that can make them innocuous at one point and hazardous at
another.
In addition to performing research in its own laboratories in various
locations throughout the country, EPA, through grants and contracts,
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supports the studies of scientists in universities, industry, and other
research institutions. The Agency also consolidates and evaluates infor-
mation as it is developed throughout the scientific community to develop
the best possible scientific base for environmental action.
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CHAPTER II
HOW TO CONTRACT WITH EPA
Tell Us What You Sell
\Vrite to the contract operations office with which you hope to do business
and request the Standard Form 129, “Bidders Mailing List Application.”
Complete the form and return for evaluation.
Find Out What We Want...
list of bidders
All qualified firms, institutions, and or individuals are entitled to be
placed on our bidder’s mailing list for award of contracts. However, this
will not guarantee that all prospective bidders on a particular list will
receive a copy of every Invitation for Bid (IFB) or Request for Proposal
(RFP), i.e., if the list would happen to be excessively long, then the list
would be rotated for each new procurement action. The Invitation for
Bid or Request for Proposal will tell you -.--
What we want
How Many we want
What Quality we want
\\That Deliveries we want
What Contract Clauses we want
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“Commerce Business Daily”
The “Commerce Business Daily,” published by the U.S. Government
Printing Office, is a valuable source of information to businessmen in
identifying products and services which EPA contract operation offices
plan to procure. Construction needs and research and development needs
of EPA are also listed in the publication. Other pertinent information
on Federal procurement activities are included.
The “Commerce Business Daily” is published Monday through Friday
and may be purchased on an annual subscription basis from:
Superintendent of Documents
Commerce Business Daily
Government Printing Office
Washington, D.C. 20402
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EPA BUYING
what, where, how, and from whom.
What And Where We Buy
The EPA contracts for diverse supplies, services, construction, research,
and development. The nature of contract requirements in the regions
differs from contract requirements in the National Environmental Re-
search Centers (NERC’s), and, both of these, differ somewhat from the
Washington Headquarters’ requirements.
Regions
Each of the ten regional offices is authorized to make small purchases
of supplies, equipment, and services not in excess of $2,500; construction
to a maximum of 2,O0O, and purchases from GSA contract schedules.
These are in the form of operational supplies and services. Regional pro-
curements, in excess of $2,500, are contracted by the Washington Head-
quarters Contract Operations.
NERC’s
There are three National Environmental Research Centers which pri-
marily serve the research and development demands of the EPA. The
Cincinnati NERC is responsible for environmental engineering for EPA.
The health effects of pollution on humans are the main concerns of the
Research Triangle Park NERC. The Corvallis NERC is involved in ecol-
ogy pollution studies.
CHAPTER III
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At present, the Cincinnati and Research Triangle Park NERC’s manage
all of their own procurement needs; small and large, solicited and un-
solicited. The Corvallis NERC relies on the Washington Headquarters’
Contract Operations for procurements exceeding its authority, which is
the same as for the regional offices, $2,500 for goods and services and
$2,000 for construction.
The NERC’s have broad-range procurement needs. They are in the market
for general type services and supplies, construction, unique services and
supplies, and environmental research and development on pollution control
systems, biological systems, etc.
Headquarters’ Contract Operations
In addition to supporting the regional offices’ large purchase procurements
and the Corvallis NERC’s needs, the Headquarters office furnishes pro-
curement support to the EPA program offices. The majority of EPA Data
Systems requirements will also be handled by the Headquarters’ Contract
Operations.
Services, construction, supplies, and research and development types of
procurements are administered through the Washington contract offices.
Depending on the type of procurement needed (e.g., services, research,
etc.), and the total cost of the procurement (e.g., above or below $2,500,
construction above or below $2,000), the contracting office uses either
the negotiated or the advertised purchasing method.
Addresses
There are three major contracting offices in EPA. These are the Head-
quarters’ Contract Operations, the Research Triangle Park NERC’s Con-
tract Operations, and the Cincinnati NERC’s Contract Operations.
The regional offices, the Corvallis NERC, and other EPA laboratories
and offices conduct minor procurements below $2,500. These offices and
laboratories do not contract for major research and development or spe-
cialized advisory services.
Major Contracting Operations:
Washington Headquarters’ Contract Operations
address—lleadquarters’ Contract Operations
Environmental Protection Agency
Washington, D.C. 20460
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NERC, Cincinnati
address—Cincinnati Contract Operations
Environmental Protection Agency
Cincinnati NERC
Cincinnati, Ohio 45268
NERC, Research Triangle Park
address—Research Triangle Park Contract Operations
Environment Protection Agency, NERC
Research Triangle Park, North Carolina 27711
Minor Procurement Stations:
Regional Offices
Region I
Area Covered—Connecticut, Maine, Massachusetts,
New Hampshire, Rhode Island, Vermont
Address—EPA Regional Office
Room 2303, J. F. Kennedy Federal Building
Boston, Massachusetts 02203
Region II
Area Covered—New Jersey, New York, Puerto Rico,
Virgin Islands
Address—EPA Regional Office
Room 847, 26 Federal Plaza
New York, New York 10007
Region III
Area Covered—Delaware, Maryland, Pennsylvania,
Virginia, West Virginia, D.C.
Address—EPA Regional Office
6th & Walnut Streets
Philadelphia, Pennsylvania 19106
Region IV
Area Covered—Alabama, Florida, Georgia, Kentucky,
Mississippi, North Carolina,
South Carolina, Tennessee
Addres s—EPA Regional Office
Suite 300, 1421 Peachtree Street, N.E.
Atlanta, Georgia 30309
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Region V
Area Covered—Illinois, Indiana, Michigan, Minnesota,
Ohio, Wisconsin
Address—EPA Regional Office
1 N.W. Wacker Drive
Chicago, Illinois 60606
Region VI
Area Covered—Arkansas, Louisiana, N w Mexico,
Oklahoma, Texas
Address—EPA Regional Office
1600 Patterson Street, Suite 1100
Dallas, Texas 75202
Region VII
Area Covered—Iowa, Kansas, Missouri, Nebraska
Address—EPA Regional Office
1735 Baltimore Avenue
Kansas City, Missouri 64108
Region VIII
Area Covered—Colorado, Montana, North Dakota,
South Dakota, Utah, Wyoming
Address—EPA Regional Office
Lincoln Tower Building, 1860 Lincoln Street
Denver, Colorado 80203
Region IX
Area Covered—Arizona, California, Hawaii, Nevada,
American Samoa, Guam, Trust Territories
of Pacific Islands, Wake Island
Address—EPA Regional Office
100 California Street
San Francisco, California 94111
Region X
Area Covered—Alaska, Idaho, Oregon, Washington
Address—EPA Regional Office
1200 Sixth Avenue
Seattle, Washington 98108
NERC, Corvallis
Address—Environmental Protection Agency
Corvallis NERC
Corvallis, Oregon 97330
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There are other EPA offices and satellite laboratories which exercise
limited procurement authorities from time to time. A complete list of
their current addresses may be obtained from the Contracts Policy and
Review Branch, Contracts Management Division, Environmental Protec-
tion Agency, Washington, D.C. 20460.
How We Buy...
The procurement procedure is initiated either by EPA or by a pro-
spective supplier. The Agency may be the initiator by “Soliciting for
Bids or Proposals.” The “Unsolicited Proposal” is the vehicle in which a
supplier makes known his desire to perform a specific effort for EPA
when there is no solicitation.
Solicited Proposals
Once a procurement need is recognized within the Agency, a contracting
officer must make a decision on the best method for procuring the property
or services. He must decide upon the use of formal advertising or negotia-
tion.
Advertised Procurement:
Advertised procurement is used when the one primary factor in the
purchase is the final price. The final price is important when more than
one concern is able to supply the item (s) with equal technical competence,
equal quality, and other equal factors. If this method of procurement
is indicated, then the contracting officer will mail Invitations for Bids
(IFB’s), together with bid forms and all instructions, to prospective
suppliers of the required product who are on a specific bidder’s list (page
Bidders are asked in the Invitation to submit sealed bids by a certain
hour and date.
The bids, which have been received, are analyzed by EPA contract officers
and the contracts are then awarded. The contract award is made to the
lowest bidder who, provided the prices are reasonable, has the facilities,
technical capability, and financial resources to complete the contract in
accordance with the terms of the Invitation.
Negotiated Procurement:
Negotiated procurement is most often utilized when the major factor in
deciding upon a supplier is the technical competence of the supplier, as
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in the case of many of our contracts for research and development. Nego-
tiation is also used when the anticipated cost of the property or service
will not exceed $2,500 ($2,000 in the case of construction). If negotiation
is decided upon, the contracting office will send Requests for Proposals
(RFP’s) to prospective suppliers.
Contracts under negotiated procurement are awarded based primarily
on technical competence of the awardee, except in the cases of small
purchases.
Unsolicited Proposals
An unsolicited proposal is a document voluntarily initiated and prepared
by a potential contractor offering a possible solution to a Government
requirement. It is usually the result of a decision by a concern that it has
conceived something new or novel and that, if sponsored, it can demon-
strate that the idea has both scientific merit and environmental protection
applications.
Before submitting a proposal, a concern should ask, “Are we uniquely
qualified or particularly competent in this field?” Uniqueness by virtue
of personnel, proprietary techniques, patents or facilities should be clearly
set forth in the unsolicited proposal.
In accordance with Government procurement regulations, competition
must be utilized to the maximum extent possible, this is an EPA policy.
A favorable technical evaluation of an unsolicited proposal is not, in itself,
sufficient justification for negotiating on a noncompetive basis with the
submitter. It must be determined that the substance of the proposal is
not available to EPA from another source. When an unsolicited pro-
posal is received and its substance is available from another source or
closely resembles that of a pending competive solicitation, or is not other-
wise sufficiently unique to justify acceptance as an original proposal, the
policy of obtaining competition applies.
Your unsolicited proposal should contain within it a technical and a busi-
ness proposal. The technical proposal should clearly define the unique
concept and include a plan for turning the concept into a reality. It should
also include the technical capabilities of the concern (personnel, facilities,
and other special resources). It is suggested that the technical proposal
identify any potential or proprietary aspects of the proposed ideas or
process. The business proposal should include a detailed cost proposal,
information concerning past Government contracts, and any special terms
and conditions which the concern desires to have placed in a resultant
contract with EPA.
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The unsolicited proposal should be thorough enough to allow a complete
evaluation by EPA without extensive interchange of information.
Unsolicited proposals are to be forwarded to:
Environmental Protection Agency
Grants Administration Division
Washington, D.C. 20460
Unsolicited proposals may be the product of original thinking and are
the property of the organization or individual who presents them. It is
important that such proposals, received by purchasing activities, be
handled in a manner which will encourage prospective contractors to dis-
close to the Government ideas which they have originated, conceived, or
developed. Hence, the submission of an unsolicited proposal may be marked
with a legend, restricting the disclosure and use of data in the proposal.
If a proposal is so marked, the terms of the legend will be complied with.
From Whom We Buy...
The EPA procures its needed goods and services and research and devel-
opment from whomever is able to supply the Agency with the appropriate
quality product at the lowest cost. However, procurement considerations
are given to certain groups, including small business firms, firms in labor
surplus areas, minority groups, and others.
Small Business Firms
A sizeable percentage of EPA’s contracts are awarded to small busi-
nesses. If yours is a small business, as defined by the Code of Federal
Regulations, Title 41, then you may want to explore the special opportu-
nities available to you in competing for EPA contracts.
The management of EPA encourages procurement from small businesses.
EPA Small Business Advisors have been appointed to the three principal
contracting operations. One of the major functions of the Advisors is to
aid small businesses in locating procurement needs in EPA program offices
which the concerns have the capacity to fulfill. Another function of the
Small Business Advisors is to seek, develop, and compile information on
the technical competence of small business concerns for products and/or
services procured by EPA. Contact with Small Business Advisors may
lead your small business to new markets.
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Firms In Labor Surplus Areas
In instances, where applicable, firms located in labor surplus areas may
be given preference in contract negotiations. This could be an important
consideration for your business. For further information, and aid, contact
a Small Business Advisor in the Washington Headquarters’ Contract
Operations, Cincinnati NERC’s Contract Operations or Durham NERC’s
Operations. (Small and large businesses are eligible for this priority.)
The SBA 8(a) Program And Minority Business Enterprise
Programs involved—
—SBA 8(a) Program
—Small Business Programs
—Minority Consultant Contracting Program
—Direct Procurement Program
—Subcontracting Program
The Small Business Administration can provide pertinent information
concerning potential economically or socially deprived suppliers pursuant
to Section 8(a) of the Small Business Act of 1953. In addition, EPA will
utilize its resources and activities toward obtaining contracts for minority
owned concerns. This will be done in order to obtain a fair proportion of
EPA’s purchases and contracts for these businesses.
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CHAPTER IV
Ix
HINTS TO BIDDERS AND/OR OFFERORS
Read The Invitation Carefully
Bidders and ‘or offerors are expected to follow all instructions and spe-
cifications set forth in the Invitation for Bids or Request for Proposals
contained in the procurement package. This package will describe where
to obtain all necessary specifications and requirements. Don’t assume any-
thing! In case of doubt as to the meaning of any part of the RFP or IFB,
communicate immediately with the cognizant EPA contracting office.
Include All Your Costs...
Be certain that all costs are included. Remember, many things can upset
your co 5 t estimates. It is important to take them into consideration when
preparing your bid.
Prepare Your Bid Accurately
Your bid is your formal offer to supply the required items, services, con-
struction, research, or development at the price you indicate and on the
terms we specify. Don’t promise deliveries you cannot fulfill. If your bid
is accepted, your contract will hold you to all the terms of the Invitation
for Bids or Request for Proposals. If you make an error, EPA may
not legally be able to grant relief.
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Submit Your Bid On Time.
Your bid must be received by EPA before the hour set for the opening
of bids. Unless otherwise stated in the IFB or RFP, telegraphic bids will
not be accepted, but telegraphic modifications of bids already submitted
will be considered if received before the hour of bid opening. Hand car-
ried bids will be accepted before the hour set for the opening of bids.
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WHO GETS THE CONTRACT?
The contracting office is required by law to award contracts to the respon-
sible bidders whose bids, responsive to the Invitation for Bids or the
Request for Proposals will be most advantageous to the Government,
price and other factors considered.
Who Is A Responsible Bidder?...
A responsible bidder is a manufacturer or regular dealer financially and
otherwise able to perform the contract in accordance with all the terms
of the IFB or RFP.
What Is A Responsive Bid?
A responsive bid is one that meets the requirements of the IFB or RFP.
It offers to provide the goods, services, or construction needed in accord-
ance with the specifications and delivery schedule set forth in the IFB
or RFP. It contains no restrictions or qualifications beyond those per-
mitted in the Invitation or Request.
What is Advantageous To The Government?
In formal advertisement procurement under an IFB situation—
PRICE, the Lowest Final Cost.
In negotiated procurement under an RFP situation—
TECHNICAL COMPETENCE, Price and Other Factors considered
(this is primarily in reference to negotiated procurement for research
and development).
CHAPTER V
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CHAPTER VI
HINTS TO CONTRACTORS
Read Your Contract...
Your contract sets forth your obligations and your rights. It mutually
protects both you and the Government.
Comply With The Specifications...
The specifications precisely describe the properties of materials, the di-
mensions, fits, quality, and reliability levels, as well as other character-
istics we require.
Consult With The Contracting Office...
Any questions arising in connection with your performance under the
contract should be discussed with representatives of the contracting office
from which the contract was awarded.
Deliver On Schedule
Plan your production schedules to meet the delivery dates specified in
the contract.
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HowYouGetPaid...
know the payment procedure
Consult your contracting office for payment particularities.
bill us accurately
Government regulations, which protect you as a taxpayer, require that
you, as a contractor, submit a bill that is accurate in all respects. Errors
in billing cause delays in payment. Make certain that you mail your
voucher or invoice to the office specified in your contract and it is in
accordance with the format specified by the contracting officer.
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U.S. GOVERNMENT PRINTING OFFICE: 197Z 721-428 663 1’ 3
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