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Word - Acquisition Process Scenario 4

By Henry Adams,2014-05-07 12:43
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Word - Acquisition Process Scenario 4

    IAE Standard eTransactions 5/7/2010

    Acquisition Process Scenario: 4. Unsolicited Proposal Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, P = Partial 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 V Vendor PO/BO Either or PO/ BO

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

    V X Vendor Defined Vendor Submits Unsolicited

    Requirements Proposal to Activity POC

    Vendor provides description of unique V FAR 6.302-X.1 Vendor Submits idea plus pricing information. 1(a)(2)(i); 6.3, Proposal to POC 6.303-2(b), 5.2

    POC receives and secures proposal. PO FAR POC Receives 15.606(a), Proposal 15.606-1

    Reviewer evaluates proposal, PO FAR 15.606-2 X.2 POC Forwards determines if it meets a valid need, and Proposal to determines if the need has been anticipated. Reviewer

    Reviewer recommends if the proposal PO FAR 15.607 X.3 Reviewer Forwards should be accepted. Recommended

    Disposition to POC

     PO X.4 POC Dispositions

    the Proposal

    If the proposal is rejected for technical PO FAR X.4.1 Reject Proposal reasons or because it duplicates an 15.607(a) existing requirement, return the proposal to the vendor.

    Forward to the BO for processing with a PO FAR X.4.2 Approve Proposal sole source justification, adequate BO 15.607(b), for Sole Source funding, and a complete synopsis, if 6.302-Negotiation required. 1(a)(2)(i); 6.3, 6.303-2(b), 5.2

     1. Define

    Requirements

    Tailor requirement, if necessary. PO FAR 7.105(a), 1.1 Determine Need 7.107, 10.110(a), 11.002,

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IAE Standard eTransactions 5/7/2010

    Acquisition Process Scenario: 4. Unsolicited Proposal Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, P = Partial 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 V Vendor PO/BO Either or PO/ BO

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

    11.401, Research activities prepare and submit PO Agency Policy 1.1.1 Estimate and funding estimates (“wedge” in budget) Secure Funds to plan for award of acceptable proposals under submitted topics.

    Validate funding line and budget FO 1.2 Validate Funding restrictions.

    Validate funding line. BO OMB Circular 1.2.2 Validate Funding A-11; DoD FMR Vol 2A, Chapter 2A Sec 0102; FAR 32.702

    Submit to Buying Office. Should include PO DoDS FMR 1.4 Purchase Request Statement of work/ specifications, other Vol 3, Chapter requirements, evaluation criteria and 15, Sec J&A. 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

    Issue model contract to selected 3.0 Issue Model vendor. Contract

     3.3 Pre-Solicitation Pre-Solicitation Process.

    Process

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IAE Standard eTransactions 5/7/2010

    Acquisition Process Scenario: 4. Unsolicited Proposal Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, P = Partial 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 V Vendor PO/BO Either or PO/ BO

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

    Develops and coordinates review of BO X DOL X FAR 15.203-? Extract wage 3.3.2 Build Solicitation model contract. This includes technical Wage 204 determination (post in requirements provided and reviewed by Determin the solicitation for the PO. The Legal Office reviews for ation construction) legal sufficiency. (Davis- Bacon) X NTIS / X ? Obtain service contract SCA wage determinations Wage Determination

     3.4 Solicitation Process

    Issue model contract directly to BO X TEDS X FAR 15.205 ? Upload technical 3.4.2 Issue Model selected vendor drawings Contract

    Evaluate Responses activities based on 4. Evaluate RFP Responses

    Negotiate contract terms and conditions BO X DOL X ? Extract wage 4.8 Exchanges with with selected vendor Wage determination (post in Offerors Determinthe solicitation for ation construction) (Davis- Bacon) X NTIS / X ? Obtain service contract SCA wage determinations Wage Determination

    Receive proposal revisions including BO 4.8.1 Receipt of Proposal final offer as a result of ongoing Revisions exchange with selected vendor.

     4.8.2 Evaluation of

    Proposal Revisions

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IAE Standard eTransactions 5/7/2010

    Acquisition Process Scenario: 4. Unsolicited Proposal Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, P = Partial 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 V Vendor PO/BO Either or PO/ BO

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

    Transmit revised documents to BO FAR 4.8.2.Evaluate Revised evaluators; Evaluate price/costs, and 13.305(a)(1), 1 Business Proposal terms and conditions. 15.3

    Evaluate revised technical proposal. PO FAR 4.8.2.Evaluate Revised 13.305(a)(1), 2 Technical Proposal 15.3,

    Agree on final terms and conditions with BO/P 4.8.4 Receipt of Final vendor. Verify that the program office O Proposal Revisions still feels the contract should be awarded.

    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. Availability

    Assemble and prepare award BO FAR 15.204, 5.2 Prepare Award documentation. Execute procurement 15.504 instrument.

    Develop and submit federal BO X FPDS X FAR 4.6 ? Report Information 5.3 Prepare procurement data regarding specific GWAC X ? Post award data Management current award. Index Award Information

    Post required notices: BO X FBO X FAR 5.303, ? Post award notice 5.4 Issue Award 15.503, ? Pre-award notices under set- asides X ECats X ? Post vendor data to Notices this is an intent to award to vendor catalogs

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IAE Standard eTransactions 5/7/2010

    Acquisition Process Scenario: 4. Unsolicited Proposal Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, P = Partial 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 V Vendor PO/BO Either or PO/ BO

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

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

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

    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 baseline program performance, and to create consistent expectations between the contractor and government team. Activity may be worked in conjunction

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IAE Standard eTransactions 5/7/2010

    Acquisition Process Scenario: 4. Unsolicited Proposal Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, P = Partial 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 V Vendor PO/BO Either or PO/ BO

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

    with PO and Administrative Contracting Officer (ACO).

    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 Accomplished by COTR under authority Performance 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

    Preparation and completion of receiving PO PPIRS x 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

    For each contract line item number. BO/P FAR 46.5 6.3.2 Accept Goods or 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 Contracting Officer working in Changes 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

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    IAE Standard eTransactions 5/7/2010

    Acquisition Process Scenario: 4. Unsolicited Proposal Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, P = Partial 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 V Vendor PO/BO Either or PO/ BO

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

    current award. GWAC X ? Post award Management Index Management data on Award Information 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

     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

    Finance Office originally obtained EFT FO P BPN/CCX FAR 32.11 ? Obtain EFT data from 8.3 Verify EFT information when they received the R BPN Information obligating document. This information must be verified before payment.

    Produce payment requests and create FO FAR 32.9 8.4 Process Payment

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IAE Standard eTransactions 5/7/2010

    Acquisition Process Scenario: 4. Unsolicited Proposal Roles: PO, BO, FO, OSDBU, AT, SSA, Offerors, PO/BO Systems: C = Current, F= Future, P = Partial 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 V Vendor PO/BO Either or PO/ BO

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

    an electronic voucher that is transmitted to Treasury for disbursement.

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

    Pay Vendor via check or EFT. Feder X 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 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

    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 FPDS-X FAR 4.805 ? Report close-out 9.5 Maintain Archival accordance agency procedures and NG information (12c FPDS-Contract Files NARA requirements. NG requirement reason for modification “closed-out”) X ? Record Mgt per NARA

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IAE Standard eTransactions 5/7/2010

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