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Word - Acquisition Process Scenario 13

By Bryan Simpson,2014-05-06 12:52
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Word - Acquisition Process Scenario 13

IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 13. Orders Against FSS Multiple Award 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, Explore ability to combine BO 1.1.2 Combine requirements, explore best business Requirements arrangements (contract partnering). Develop acquisition plan data if new PO FAR: 1.102-3, 1.3 Acquisition FSS. 7.103, 7.105; Planning 7.4, 14.201(a), 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) for new FSS 7.4, 14.201(a), 15.100, 15.101, 15.201(c), 19.202

    Validates goals, publicize forecast. OSDX Acqnet X ? Publish goals and 1.3.2 Validate Goals BU forecast Buying Office analyzes requirement; BO X 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 new FSS. For supplies: internal BO FAR 8.001 2.1 Follow Order of first, warehouses, UNICOR, JWOD, Required Sources schedules, and open market

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IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 13. Orders Against FSS Multiple Award 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

     For services: JWOD, UNICOR, schedules, and open market For new FSS or new product/ service BO X JWOD X FAR 8.7, 8.6 ? Check required source 2.1.3 Check Required submission. Website 41 USC 46-Sources Check required sources i.e., JWOD & 48c; 18 USC X UNICOR X ? Check required source UNICOR sources. 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 16.505; Schedules Supply Schedules/ 41 USC XXX ? Check GWACs Multiple Award Ensure product / service not covered (public X AdvantagX ? Check Supply Contracts under another FSS. contracts & e Schedules fed property mgmt) X Buyers.gX ? Reverse auction for IT ov against FSS and FTS contracts X FBO X ? Check for potential combining of requirements

    Determine industrial category (NAICS) BO X Census X FAR 6.102; ? Check for specific 2.2 Conduct Market and size standards. Gather market Website 19.201; NAICS Survey survey findings. FAR 19.303 X CCR/BPX ? Use NAICS to find N potential Offerors RFI

    Validate NAICS. Validate small OSDX Census FAR 6.102, ? Check with a specific 2.2.1 Validate Market business opportunities. BU Website 19.201, NAICS Survey Findings 19.303 X CCR/BPX ? Use NAICS to find N potential Offerors

    Posting in newspapers, single point of BO X FBO X FAR 5.002, ? Post Synopsis for 2.3 Issue Sources government entry, trade magazines, 5.101; 15 Sources Sought Sought Notice other specialized web sites. USC 637(e), 41 USC 416 RFI

    Drawings, specifications and other BO X FBO x FAR ? Upload documents 2.3.1 Establish related documents. 15.201(f); Information Library

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IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 13. Orders Against FSS Multiple Award 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

     FedTeds X 11.201; ? Upload documents 5.102(b)(iii) 14.211(a) Receive responses and coordinate BO X CCR/BPX FAR 15.202 ? Validate NAICS 2.3.2 Assess Responses evaluations by the Acquisition Team. N 14.101(a), (b) ? Assess capabilities From Sources Validate interest in type Sought of requirement X ProNET ? Assess capabilities RFI Validate business size X FPDS X ? Assess capabilities validate experience PPIRS X ? Assess capabilities validate past performance

    Prepare a position/recommendation BO FAR 19.5 2.4 Negotiate set-aside document.

    Review and resolve OSD 2.4.1 Review position/recommendation. BU Recommendations

    Issue pre-solicitation synopsis 3.0 Issue advertising that requirements need to Synopsis/RFQ/ be filled; RFP / Invitation for Bid (IFB)

    Post to Federal Single Point, BO X FBO X FAR 5.201(a) ? Advertising requirement 3.1 Post Notice of newspapers, periodicals, trade journals, Contract Action professional journals (Pre-solicitation

    Synopsis)

    Modify Synopsis. BO X FBO FAR 5.201(a) ? Modify synopsis 3.2 Modify Synopsis

    Amend combined synopsis-solicitation. BO X FBO FAR: 12.102 ? Amend combined 3.2.1 Amend Combined (b), 13.105, synopsis-solicitation synopsis-14.208, Solicitation 15.206, Pre-Solicitation Process. 3.3 Pre-Solicitation

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IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 13. Orders Against FSS Multiple Award 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

    Process

    3.3.1 Develop Selection Section L: Instructions to Offerors BO FAR 12.203, 12.303, Plan Section M: Evaluation Criteria (Price, 13.106-1(a) Quality, Past Performance); (2), 13.106-2, Establishing evaluation factors and 13.106-2(b), significant sub-factors, e.g. that would 13.106-3 (a), fall in to source selection plan 14.201-5 (b) (c), 14.201-8, 14.206-6, Coordinate with PO, FO, OSDBU, and 15.1, 15.304, Legal 15.305 10 USC 2305, 41 USC 253a

    Develops and coordinates review of BO X DOL X FAR 15.203-? Extract wage 3.3.2 Build Solicitation formal solicitation. This includes Wage 204, 14.201, determination (post in technical requirements provided and Determin12.303, FAR the solicitation for reviewed by the PO. The method of ation 12.04, 13.106-construction) procurement (RFP, IFB, RFQ) is (Davis-1, 2.101 determined and the Legal Office Bacon) definition of reviews for legal sufficiency. “best value” X NTIS / X ? Obtain service contract SCA wage determinations Wage Determination

     3.4 Solicitation Process

    Pre solicitation conferences, one-on-BO X FBO x FAR 12.102 ? Push page updates to 3.4.1 Pre-Solicitation ones, draft solicitations, and other (b), 15.201, IVs Contact with reviews by potential Offerors to obtain 13.104, Potential Offerors feedback and publicize. 14.207, 14.211 Issue solicitation. BO X FBO X FAR 5.003, ? Issue / post Solicitation 3.4.2 Issue Solicitation 5.102(a), 12.102 (b),

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IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 13. Orders Against FSS Multiple Award 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

     FedTEDX 13.106-1, ? Upload technical S 14.203, drawings 15.205, Post solicitation Inquiries (Vendor BO X FBO X FAR 12.102 ? Post responses to 3.4.3 Solicitation questions, concerns, and clarifications) (b), 13.106-1, inquiries Inquiries obtained either by written 14.203, communication or from a pre-proposal 15.206, conference go through Contracting 15.201(f); Office. 15.303(c) Can happen at any time before receipt BO FAR 12.102 b, 3.4.5 Respond to of proposals. Solicitation protests can 13.106-3(c), Solicitation Protest go to: 14.408-8, GAO, Federal Court, Contracting 15.507, 33.1 Officer. Issue refreshed solicitation BO 3.4.6 Issue Refreshed

    Solicitation

     Evaluate Responses activities based on 4. Evaluate RFP Responses

    Receive response. BO X FAR 15.207-? Receive electronic 4.1 Receive Response 208 vendor responses Determine responsiveness. BO X CCR FAR 15.304-? Check for existence of 4.2 Conduct Initial 305 registration Evaluation BPN X ? Validate vendor information ORCA X ? Retrieve representations and certifications (R&C)

    Transmit documents to evaluators. BO Internal 4.3 Communicate 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 15.3, Officer brings in additional expertise as 15.303(a)(4),

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IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 13. Orders Against FSS Multiple Award 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

    required for review. 15.305(a), 15.305(a)(3) Review both past and current BO x PPIRS x FAR ? Check past 4.4.1 Evaluate Past performance utilizing online tools and 15.305(a)(2) performance Performance telephone surveys of references information Clarifications plus exchanges before BO FAR 4.5 Request establishment of competitive range, to 15.306(a) and Clarifications determine relative ranking of Offerors (b) absent discussion. Award is to all with reasonable price BO 4.6 Determine Price that meets requirement. Reasonableness

    Notify vendors not awarded and BO FAR 4.6.1 Notify Exclusions perform pre-award debriefing if 15.306(c)(3) & and Perform Pre-requested. (4), 15.505 Award Debriefing (only for negotiated) Protests can go to GAO, Fed Court, or BO FAR 12.102 4.7 Address Pre-Award Contracting Officer and may occur any (b), 13.106-3 Protests time before award. (c), 14.408-8, 15.507, 33.1 At request of the contracting officer. BO X DOL X FAR ? Extract wage 4.8 Exchanges with Can include: requirements, resources, Wage 15.306(d) 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 deficiencies and make clarifications. (Davis- Bacon) X NTIS / X ? Obtain Service SCA Contract Wage Wage Determinations Determination

    Receive proposal revisions as a result BO FAR 15.306d, 4.8.1 Receipt of Proposal of ongoing exchange with Offerors. 15.307 Revisions Reverse Auctions are a tool that can be used to conduct price and other

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IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 13. Orders Against FSS Multiple Award 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

    discussions electronically including the receipt of revisions of the price or other factors. Evaluate technical proposal, BO FAR 15.305 4.8.2 Evaluation of price/costs, terms and conditions; Proposal Revisions Contracting Officer brings in additional expertise as required for review. This is an iterative process.

    Common cut off date for final proposal BO FAR 4.8.3 Conclusion of revision. 15.307(b) Exchanges

    Receive final proposal revisions as a BO FAR 4.8.4 Receipt of Final result of conclusion of exchanges. 15.307(b) Proposal Revisions

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

     5.0 Issue Award

    Ensure sufficient funds are available for BO FAR 32.702 5.1 Verify Funds proposed award value. May be done for Availability a guarantee minimum. Assemble and prepare award BO FAR 14.408-1, 5.2 Prepare Award documentation. Execute procurement 15.204, instrument. Multiple awards through a 15.504 year /years off one single solicitation. Develop and submit federal BO X FPDS X FAR 4.6 ? Report Information 5.3 Prepare procurement data regarding specific Management GWAC X ? Post award data current award. Award Information Index Post required notices: BO X FBO X FAR 5.303, ? Post award notice 5.4 Issue Award 12.102 (b), ? Pre-award notices under set- asides Notices 13.106-3(c) this is an intent to award to vendor X ECats X ? Post vendor data to 14.409-1 (b), (only for vendors in competitive catalogs

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IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 13. Orders Against FSS Multiple Award 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

    range) DOL X 15.503, ? Inform Award of service based contract ? Congress (as applicable), DFARS 204.6; performance ? Post award notice (FBO); agency regs X Sub-net ? Unsuccessful Offerors ? Post subcontracting for reports to opportunities ? DOL (as applicable) Congress X FACNET ? EDI Transaction

    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 ? OSDBU ? Contractor CADO X ? Post contract award ? Contract Administration documents to provide for transparency and visibility

    One-on-one discussion with non-BO FAR 14.409-5.6 Perform Post selected Offerors of the aspects of their 1(b), 15.506 Award Debriefing proposal and top-level information of the winner only. Coordinate with Legal and Program Office Resolve post award protests, thru BO X GAO FAR ? Conduct legal research 5.7 Address Post-Alternative Dispute resolution (ADR) or website 12.102(b), Award Protest court. Rule 4 file is developed. This 13.106-3 (c), X Court of ? Conduct legal research activity is coordinated with Legal Office. 14.408-8, Claims 15.507, 33.1 Web site X Lexus/Ne ? Conduct legal research xus & Others

     6. Monitor Performance/Cont

    ract

    Administration

    Conduct post award conferences BO FAR 42.5 6.1 Conduct Post-exchanging information to verify Award Orientation

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IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 13. Orders Against FSS Multiple Award 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

    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). Provide authority to proceed with BO FAR 6.2 Issue Notice to contract performance. 36.213(e) Proceed

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

    This will include the 294/295 6.3.4 Subcontracting subsequent plans Plans

    This is quarterly sales per company X ? Vendor Support Center 6.3.5 Quarterly Sales awarded Report

     X 6.3.6 General

    Correspondence

    There 3 possible types X X ? GSA Advantage 6.3.7 Catalogs Data ? Initial ? Supplemental ? Cumulative

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

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IAE Standard eTransactions 5/6/2010

    Acquisition Process Scenario: 13. Orders Against FSS Multiple Award 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 GWAC X ? Post award Award Information Index Management data on GWAC index as applicable 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 BPN X FAR 32.8 ? Change payee (EFT) 6.5 Assignment of

    Claims

     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 DOD X FAR 42.15 ? Update performance 9.3 Issue Final Past identifying quality and timeliness CPARS data for close-out Performance throughout the history of the contract. x NIH CPS x ? Update performance Evaluation data for close-out x NASA x ? Update performance PPDBS data for close-out Close out based on Industrial Funding 9.4. Closeout based on Fee; last payment notice from vendor. IFF

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