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Word - Acquisition Process Scenario 12

By Floyd Knight,2014-05-06 11:06
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Word - Acquisition Process Scenario 12

    IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 12. Orders Against FSS Schedule Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, FP = Future Potential PO Program Office (Role performs: program management, BO Buying Office (Role performs: contracting/purchasing sustainment/logistics, data, facility support, programmatics, end functions) user) FO Finance Office (Role performs: accounting functions, budget OSDBU Small Business functions) AT Acquisition Team (Role performs: Defined by FAR 1.102-3) SSA Source Selection Authority- Determine Awardee Offerors Quoters, Bidders, or Offerors PO/BO Either or PO/ BO

    Description Role Control / # Activity Systems Information Business Exchanges Name C F Rules

     1. Define

    Requirements

    Draft requirement, establish budget, PO FAR 7.105(a), 1.1 Determine Need and seek budget approval. 7.107, 10.110(a), 11.002, 11.401,

    Record funding. FO 1.1.1 Record Funding

    Explore ability to combine BO 1.1.2 Combine requirements, explore best business Requirements arrangements (contract partnering).

    Validate funding line. BO OMB Circular 1.2 Validate Funding A-11; DoD FMR Vol 2A, Chapter 2A Sec 0102; FAR 32.702

    Validate funding line and budget PO 1.2.1 Validate Funding restrictions.

    Validate funding line and budget FO 1.2.2 Validate Funding restrictions.

    Develop acquisition plan. PO FAR: 1.102-3, 1.3 Acquisition 7.103, 7.105; Planning 7.4, 15.100, 15.101, 15.201(c) FAR 19.202

    Develop and Coordinate Acquisition BO FAR: 1.102-3, 1.3.1 Acquisition Planning (Forecast and Acquisition 7.103; 7.105; Planning Plan). 7.4, 15.201(c), 19.202

    Validates goals, publicize forecast. OSDX Acqnet X ? Publish goals and 1.3.2 Validate Goals BU forecast 1

    IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 12. Orders Against FSS Schedule Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, FP = Future Potential PO Program Office (Role performs: program management, BO Buying Office (Role performs: contracting/purchasing sustainment/logistics, data, facility support, programmatics, end functions) user) FO Finance Office (Role performs: accounting functions, budget OSDBU Small Business functions) AT Acquisition Team (Role performs: Defined by FAR 1.102-3) SSA Source Selection Authority- Determine Awardee Offerors Quoters, Bidders, or Offerors PO/BO Either or PO/ BO

    Description Role Control / # Activity Systems Information Business Exchanges Name C F Rules

    Submit to Buying Office. Should include PO DoDS FMR 1.4 Purchase Request Statement of work/ specifications, and Vol 3, Chapter Evaluation Criteria. 15, Sec 150202; FAR 32.7

    Transfer of purchase request data from Agency-1.4.1 Communicate PO thru FO to BO. specific Purchase Request

    to BO

    Buying Office analyzes requirement; BO Agency policy; 1.5 Assigned Buyer / assigns to buyer / contract specialist. FAR 7.102(b) Contract Specialist OMB Cir A-11

     2. Market Research

    For supplies: internal first, warehouses, BO FAR 8.001 2.1 Follow Order of UNICOR, JWOD, schedules, and open Required Sources market. For services: JWOD, UNICOR, schedules, and open market.

    Check Agency excess property. PO FAR 8.001 2.1.1 Check Agency

    Excess Property

    Check Federal excess property. PO X FEDS X FAR 8.001 ? Check Federal excess 2.1.2 Check Federal personal property Excess Property

    Check required sources i.e., JWOD & BO X JWOD X FAR 8.7, 8.6 ? Check required source 2.1.3 Check Required UNICOR sources. Website 41 USC 46-Sources 48c; 18 USC X UNICOR X ? Check required source 4121-4128 Website

    Check Federal Supply Schedules/ PO/ eCatalog X FAR 8.4 ? Check supply 2.1.4. Check Federal Multiple Award Contracts / GWAC. BO 41 USC XXX schedules Supply Schedules/ 41 USC 102-? Check GWACs 36.65 Multiple Award X AdvantagX ? Check supply e schedules Contracts / GWACs

    X Buyers.gX ? Reverse auction for IT ov against FSS and FTS contracts. 2

    IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 12. Orders Against FSS Schedule Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, FP = Future Potential PO Program Office (Role performs: program management, BO Buying Office (Role performs: contracting/purchasing sustainment/logistics, data, facility support, programmatics, end functions) user) FO Finance Office (Role performs: accounting functions, budget OSDBU Small Business functions) AT Acquisition Team (Role performs: Defined by FAR 1.102-3) SSA Source Selection Authority- Determine Awardee Offerors Quoters, Bidders, or Offerors PO/BO Either or PO/ BO

    Description Role Control / # Activity Systems Information Business Exchanges Name C F Rules

    X FBO X ? Check for potential combining of requirements

    Verify which schedule holders are BO/PX AdvantagX FAR ? Check schedule 2.2 Conduct Market capable of performing the work. O e! 6.102;8.404(b)website Survey DoD Services over $100,00must Schedule (2) identify enough to obtain 3 quotes website All othersmust identify 3.

    Issue RFQ to selected schedule holders 3.0 Issue RFQ for services that require a statement of work. Otherwise, review pre-priced supply schedule.

    Pre-Solicitation Process. 3.3 Pre-Solicitation

    Process

    Coordinate with PO to determine best BO FAR 3.3.1 Develop Evaluation value criteria. 8.404(b)(2) Criteria

    Develops and coordinates statement of BO FAR 3.3.2 Build RFQ work or requirement description --8.404(b)(2) includes technical requirements provided and reviewed by the PO.

     3.4 Solicitation Process

    Conform with GSA special ordering BO GSA special 3.4.2 Issue RFQ to procedures for services. ordering identified awardees procedures

    Evaluate Responses activities based on 4. Evaluate RFP. Responses

    Receive response. BO 4.1 Receive Response

    Determine responsiveness. BO 4.2 Conduct Initial

    Evaluation 3 Transmit documents to evaluators. BO Internal 4.3 Communicate

IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 12. Orders Against FSS Schedule Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, FP = Future Potential PO Program Office (Role performs: program management, BO Buying Office (Role performs: contracting/purchasing sustainment/logistics, data, facility support, programmatics, end functions) user) FO Finance Office (Role performs: accounting functions, budget OSDBU Small Business functions) AT Acquisition Team (Role performs: Defined by FAR 1.102-3) SSA Source Selection Authority- Determine Awardee Offerors Quoters, Bidders, or Offerors PO/BO Either or PO/ BO

    Description Role Control / # Activity Systems Information Business Exchanges Name C F Rules

    agency Responses to regulations Evaluators

    Buying Office requests evaluators; BO FAR 4.4 Evaluate Proposal evaluate technical proposal, price/costs, 13.305(a)(1) terms and conditions; Contracting Officer brings in additional expertise as required for review.

    Review current performance quality. BO x PPIRS x FAR ? Check for past 4.4.1 Evaluate Past 16.505(b)(1)(iiiperformance Performance ) information

    At request of the Contracting Officer. BO X DOL X FAR 8.4 ? Extract wage 4.8 Fact-finding with Can include: requirements, resources, Wage determination from Offerors cost/price, schedule, place of delivery / DeterminDept of Labor and post performance, technical approach, and ation in the solicitation for provide an opportunity to correct Web Site construction contracts deficiencies and make clarifications. (Davis- Bacon) X NTIS / X ? Obtain service contract SCA wage determinations Wage Determination

    Verify eligibility of prospective awardee BO X DOL pre-x Check vendor EEO FAR 9.1; 9.4; 4.9 Pre-Award thru EEO clearance (as applicable), award 22.805(a) Approvals DCAA & DCMA Website, X EPLS X ? Obtain EPLS status BPN X ? Obtain EPLS status D&B X ? Check financials

    At request of the Contracting Officer. BO FAR 4.8 Fact-finding with Can include: instant order 8.404(b)(3) Offerors requirements, cost/price, schedule, place of delivery / performance

    Includes rationale for placement and BO FAR 4 4.10 Award Decision price of each order, and debarred list. 8.404(b)(7)

    IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 12. Orders Against FSS Schedule Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, FP = Future Potential PO Program Office (Role performs: program management, BO Buying Office (Role performs: contracting/purchasing sustainment/logistics, data, facility support, programmatics, end functions) user) FO Finance Office (Role performs: accounting functions, budget OSDBU Small Business functions) AT Acquisition Team (Role performs: Defined by FAR 1.102-3) SSA Source Selection Authority- Determine Awardee Offerors Quoters, Bidders, or Offerors PO/BO Either or PO/ BO

    Description Role Control / # Activity Systems Information Business Exchanges Name C F Rules

    Agency procedures

     5.0 Issue Task or

    Delivery Order

    Ensure sufficient funds are available for BO FAR 32.702 5.1 Verify Funds proposed award value. Availability

    Assemble and prepare award BO GSA Ordering 5.2 Prepare Order documentation. Execute procurement Procedures instrument. Agency Procedures

    Develop and submit Federal BO X FPDS X FAR 4.6 ? Report information 5.3 Prepare procurement data regarding specific Management current award. Award Information

    Post required notices: BO DOL X FAR 5.303, ? Inform award of service 5.4 Issue Award GSA based contract ? Congress (as applicable), Notices procedures performance ? Unsuccessful Offerors X Sub-net ? DOL (as applicable) ? Post subcontracting DFARS 204.6; opportunities agency regs for reports to Congress

    Send document / notification to: BO P EDA X FAR 4.201 ? Post all award 5.5 Distribute Award ? Finance office documents to provide Document for internal notifications ? Program Office ? OSDBU ? Contractor CADO X ? Post contract award ? Contract Administration documents to provide ? DCAA for transparency and ? Security visibility

     5 6. Monitor

    IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 12. Orders Against FSS Schedule Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, FP = Future Potential PO Program Office (Role performs: program management, BO Buying Office (Role performs: contracting/purchasing sustainment/logistics, data, facility support, programmatics, end functions) user) FO Finance Office (Role performs: accounting functions, budget OSDBU Small Business functions) AT Acquisition Team (Role performs: Defined by FAR 1.102-3) SSA Source Selection Authority- Determine Awardee Offerors Quoters, Bidders, or Offerors PO/BO Either or PO/ BO

    Description Role Control / # Activity Systems Information Business Exchanges Name C F Rules

    Performance/Cont

    ract

    Administration

    For large or complex orders, conduct BO FAR 42.5 6.1 Conduct Post-post award conferences exchanging Award Orientation information to verify baseline program performance, and to create consistent expectations between the contractor and government team. Activity may be worked in conjunction with PO and Administrative Contracting Officer (ACO).

    Communication and documentation PO X NIH CPS x FAR 42, 46.4 ? Post Performance 6.3 Monitor & between Government and Contractor Information Document regarding quality and timeliness. X NASA x ? Post Performance Accomplished by COTR under authority Performance PPDBS Information of Contracting Officer (PCO or ACO). X Army ? Post Performance PPMIS Information X FDIC ? Post Performance Information X Educatio ? Post Performance n Information

    Preparation and completion of receiving PO PPIRS FAR 46.5 ? Collecting passive past 6.3.1 Inspect Goods or documentation (e.g. DD250). performance Services information as it relates to timeliness, quality, and delivery

    Done for each contract line item BO/P FAR 46.5 6.3.2 Accept Goods or number. O Services

    Adjust agency property (includes PO X FEDS or ? Identify disposal of 6.3.3 Manage Property government furnished items or DRMO excess contractor equipment or contractor purchased acquired property items or equipment).

    Issue modifications or change orders. BO FAR 43 6.4 Process Contract 6 Contracting Officer working in Changes

    IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 12. Orders Against FSS Schedule Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, FP = Future Potential PO Program Office (Role performs: program management, BO Buying Office (Role performs: contracting/purchasing sustainment/logistics, data, facility support, programmatics, end functions) user) FO Finance Office (Role performs: accounting functions, budget OSDBU Small Business functions) AT Acquisition Team (Role performs: Defined by FAR 1.102-3) SSA Source Selection Authority- Determine Awardee Offerors Quoters, Bidders, or Offerors PO/BO Either or PO/ BO

    Description Role Control / # Activity Systems Information Business Exchanges Name C F Rules

    coordination with PO, ACO, FO, & Legal.

    Ensure sufficient funds are available for BO FAR 32.702 6.4.1 Verify Funding proposed award value.

    Develop and submit federal BO X FPDS-X FAR 4.6 ? Report management 6.4.2 Prepare procurement data regarding specific NG information Management current award. Award Information

    Administrative modification to the BO BPN X FAR 42.12 ? Notification of name 6.4.3 Issue Novation contract due to changing contractor change Agreements name, banking information, and addresses. ACO / PCO must approve name change.

    Re-designate remittance entity. BO P CCR/BPX FAR 32.8 ? Change payee (EFT) 6.5 Assignment of N Claims

     7. Approve Payment

    Must meet requirements set forth in BO, FAR 52.232-7.1 Receive Invoice contract. Role is dependent on how FO, 25 agency writes contract. PO

    Communicate approved invoice to BO, FAR 32.9 7.2 Submit Invoice to Finance Office. PO Finance Office

    Ensure goods and services have been FO FAR 46.502 7.3 Match Invoice to performed satisfactory against contract FAR 32.702 Receiving Report requirements. and Obligating

    Document.

     8. Pay Vendor

    Finance Office receives an approved FO DoD FMR Vol 8.1 Receive Approved invoice thru Buying Office. 10, Chapter 9, Invoice Sec 0903

    Verify accounting records (matching FO FAR 32.702 8.2 Ensure Availability process). of Funds 7 Finance Office originally obtained EFT FO P CCR/BPX FAR 32.11 ? Obtain EFT data 8.3 Verify EFT information when they received the N

    IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 12. Orders Against FSS Schedule Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, FP = Future Potential PO Program Office (Role performs: program management, BO Buying Office (Role performs: contracting/purchasing sustainment/logistics, data, facility support, programmatics, end functions) user) FO Finance Office (Role performs: accounting functions, budget OSDBU Small Business functions) AT Acquisition Team (Role performs: Defined by FAR 1.102-3) SSA Source Selection Authority- Determine Awardee Offerors Quoters, Bidders, or Offerors PO/BO Either or PO/ BO

    Description Role Control / # Activity Systems Information Business Exchanges Name C F Rules

    obligating document. This information Information must be verified before payment.

    Produce payment requests and create FO FAR 32.9 8.4 Process Payment an electronic voucher that is transmitted to Treasury for disbursement.

    Verify if payment should be reduced TreasX TOPs X Debt ? Verify payment e.g. TIN 8.4.1 Verify Off-sets due to amounts owed to government by ury, Collection contractor. DFAS Improvement Act PL 104-134

    Pay Vendor via check or EFT. Feder 8.4.2 Transfer Funds al Reserve, DFAS

     9. Close Out

    Check that all requirements under PO FAR 4.804-9.1 Certify All Work has contract have been satisfactorily met 5(a) been Completed and that there are no outstanding claims or judgments.

    Negotiate outstanding claims and BO FAR 4.804-9.2 Settle Any Claims obtain release of claims. 5(a)(14)

    Produce final performance evaluation PO x NIH CPS x FAR 42.15 ? Update performance 9.3 Issue Final Past identifying quality and timeliness data for close-out Performance throughout the history of the contract. x NASA x ? Update performance Evaluation PPDBS data for close-out

    See Pay vendor 8.1-8.42. FAR 4.804-9.4 Pay Final Invoice 5(b), 52.222-7, 52.52.222-41(k)

    Maintain official contract records in BO X FAR 4.805 ? Report close-out 9.5 Maintain Archival accordance agency procedures and information (12c FPDS-Contract Files NARA requirements. NG requirement reason for modification 8 ―closed-out‖)

IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 12. Orders Against FSS Schedule Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, FP = Future Potential PO Program Office (Role performs: program management, BO Buying Office (Role performs: contracting/purchasing sustainment/logistics, data, facility support, programmatics, end functions) user) FO Finance Office (Role performs: accounting functions, budget OSDBU Small Business functions) AT Acquisition Team (Role performs: Defined by FAR 1.102-3) SSA Source Selection Authority- Determine Awardee Offerors Quoters, Bidders, or Offerors PO/BO Either or PO/ BO

    Description Role Control / # Activity Systems Information Business Exchanges Name C F Rules

     ? Record Mgt

     9

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