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Guidelines for Simplified Acquisitions

Guidelines for Simplified Acquisitions. Keisha Eldridge March 7, 2007 Level I PIP Presentation. Presentation Overview. Purpose Definition Regulations Rules Policy Supplemental Documentation. Definition of Simplified Acquisitions.

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Guidelines for Simplified Acquisitions

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  1. Guidelines for Simplified Acquisitions Keisha Eldridge March 7, 2007 Level I PIP Presentation

  2. Presentation Overview • Purpose • Definition • Regulations • Rules • Policy • Supplemental Documentation

  3. Definition of Simplified Acquisitions A streamlined procurement process that allows the government to obtain goods and services.

  4. Methods for Processing Simplified Acquisitions • Required Sources (FAR Part 8) • No maximum dollar limit • Open Market (FAR Part 13) • $100,000 ceiling

  5. GSA Acquisitions • GSA (Federal Supply Schedules) • Under $3,000 • Item description/Statement of work • GSA Contract Number • Delivery Schedule • Over $3,000 • No Synopsis Required • Competition

  6. Open Market • Micro-purchases • $3,000 and under • Bank Card Holder • Only one quote required

  7. Open Market Over $3,000 • Commercial Items • Use FAR Part 12 Clauses/Provisions • Non Commercial Items • Use FAR Part 13 Clauses/Provisions • Small Business Set-Aside • If Large Bus. “Rationale for Unrestricted Purchase” Compete Among 2 or more Vendors • Lowest Price or Best Value • Justification for Sole Source • Price Reasonableness Determination • Representations and Certifications (52.213-3) • Required for purchases $10k and above

  8. Open Market Over $25,000 • Regular Synopsis • Pre Solicitation notice posted for 15 days • Synopsis posted to for 15 days • Synopsis/Solicitation Combo • 15 days includes RFQ response time • Exception (FAR 5.202) • Unusual & Compelling Urgency • Required Source • 8(a) Set-Aside • Contracting Officer approved Justification to Waive Synopsis

  9. Request for Quotation • Oral Request for Quotation • Only $25,000 and under (Construction projects under $2,000) • Tell vendor if purchase is Small Business Set-aside • Request FOB Destination • Written Request for Quotation • Provide reasonable response time • Request FOB Destination quotes • Identify the provisions incorporated • Competitive Request for Quotation • Indicate if small business set-aside • Identify award basis if not price alone

  10. RFQ Attachments over $3,000 • Commercial Item • Reps and Certs—52.212-3 (when applicable over $10k) • Incorporate by reference 52.212-1 Instructions to Offerors, 52.212-4 Commercial Terms and Conditions Clauses • Attach 52.212-5 Contract Terms and Conditions Clauses & 52.212-2 Evaluation-Commercial Items • Non-commercial item • Reps & Certs—52.212-3 (when applicable over $10k) • Incorporate by reference 52.212-1 Instructions to Offerors • Attach 52.213-4 Non Commercial Terms and Conditions

  11. Evaluate Quotes • Review vendors Reps and Certs • Lowest, technically acceptable quote • Ties • Small Business, disadvantaged, women-owned • Delivery Schedule • Drawing

  12. Purchase Order Preparation • Purchase Orders should be: • Fixed Price • Unilateral • Purchase order should include: • Statement of work and/or list of deliverables • Price • FOB Point • DO Rating • Business Classification • Period of Performance or Delivery Date

  13. Purchase Order Clauses • Commercial Items • FAR 52.212-5 Clauses • Not applicable to credit card purchases • Non Commercial Items • FAR 52.213-4 Clauses • “As needed” clauses

  14. Purchase Order File Documentation File must include: • Purchase Requisition (PR) • Statement of Work/ Item Descriptions • Quote • Abstract • Purchase Order (PO) File must include when applicable: • Unrestricted Purchase Rationale (Large Bus.) • Signed Justifications (Make, Sole Source, Lease) • Synopsis • RFQ • Technical Evaluation • Price Reasonableness • Modifications

  15. Left Side Purchase Requisition Statement of Work 1707 Form Sole Source Justification Unrestricted Purchase Rationale Synopsis (Over $25k) Request for Quotation (include Rep’s & Certs) Quotes Technical Evaluation Abstract/Price Reasonableness Checklist Award Back Up Documents Confirmation Form Backup for Modifications Right Side (Signed Documents) Purchase Order Modification Purchase Order File Set-Up

  16. Purchase Order Distribution • Vendor • Signed Purchase Order • Confirmation Form • Accounting • Signed Purchase Order • Initiator • Copy of Signed Purchase Order • Resources Analyst • Copy of Signed Purchase Order • PSS Team • Copy of Signed Purchase Order

  17. Purchase Order Modifications • Bilateral Agreement • Extend POP • Unilateral Agreement • Administrative Changes • Closeout • De-obligate Residual funds

  18. Helpful Resources • PR Tracking Database http://aetdpr.gsfc.nasa.gov/ • Procurement Operations Division Website • http://genesis.gsfc.nasa.gov/210/podhome.htm • NAICS • CCR • Samples of back-up documents

  19. Recommendations Recommendations • Presentation be utilized by new buyers • SPAT update information

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