Claudia Womble

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COMPILING A COMPLETE PROCUREMENT REQUEST PACKAGE

• Claudia Womble
• GSFC Procurement Operations Division
• Updated March 3, 2005

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Contents

• PR Package (Competitive Procurement)
• PR Package (Non-Competitive Procurement)
• Simplified Acquisition PR Package (Competitive
  Procurement)
• Simplified Acquisition PR Package
  (Non-Competitive Procurement)
• Details for Each Checklist Item

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Procurement Request

• SAP Purchase Requisition Form used for purchases
  over 2500 and administrative actions such as
  funding, option exercise, task orders, and change
  orders
• Commitment of PR Funds by Resources Analyst
• Obligation of Funds by Contracting Officer
• Planning Purpose Procurement Requests
• The funding document provides written assurance
  from a responsible fiscal authority that adequate
  funds are available for the proposed contract or
  action.

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PR Package (Competitive Procurement)

• SAP Only
• Planning Purpose PR at a minimum (w/o estimated
  value in NASA Data TabCompetition Sensitive)
• Hard Copy Only
• Government Cost Estimate
• Funding Profile
• Government Estimate
• Evaluation Criteria
• Market Research
• Performance Work Statement/specifications
• Source List (GSA Only)
• SAP or Hard Copy
• Contract Type Recommendation
• NF 1707 Certificate
• Deliverables List
• GSFC Form 23-59 (Initiators Acquisition
  Checklist)
• When Applicable
• Security Requirements
• Government Furnished Property
• Procurement Library Info

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PR Package (Non-Competitive)

• SAP Only
• Planning Purpose PR (when funding is unavailable
  at outset)
• Hard Copy Only
• Government Cost Estimate
• Funding Profile
• SAP or Hard Copy
• Market Research
• Performance Work Statement/specifications
• Contract Type Recommendation
• NF 1707 Certificate
• Deliverables List
• GSFC Form 23-59 (Initiators Acquisition
  Checklist)
• When Applicable
• Security Requirements
• Government Furnished Property
• Procurement Library Info
• SUNS Certificate
• Risk Management Planning
• Sole Source Justification (draft JOFOC)

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Simplified Acquisition PR Package (Competitive
Procurement)

• SAP Only
• Purchase Requisition (w/o estimated value in NASA
  Data TabCompetition Sensitive)
• Hard Copy Only
• Government Cost Estimate
• Evaluation Criteria
• SAP or Hard Copy
• Performance Work Statement/specifications
• NF 1707 Certificate
• Deliverables List
• Market Research
• When Applicable
• Security Requirements
• Government Furnished Property
• GSFC Form 23-59 (Initiators Acquisition
  Checklist)
• SUNS Certificate
• Packaging, Marking Consignment Instructions

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Simplified Acquisition PR Package
(Non-Competitive)

• SAP Only
• Purchase Requisition
• Hard Copy Only
• Government Cost Estimate
• SAP or Hard Copy
• Performance Work Statement/specifications
• NF 1707 Certificate
• Deliverables List
• Market Research
• When Applicable
• Security Requirements
• Government Furnished Property
• GSFC Form 23-59 (Initiators Acquisition
  Checklist)
• SUNS Certificate
• Packaging, Marking Consignment Instructions
• Sole Source Justification

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Planning Purpose PR

• Required to Initiate PR Processing
• Used When Funding Unavailable at Initiation
• For Competitive Packages, the Planning PR should
  cite
• Estimated Value Is Competition SensitivePlease
  call RA to Review Package in the text tab at the
  Header Level in SAP
• Include No Estimated Value in the NASA Data Tab

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Government Cost Estimate

• Required by FAR 7.304(b)
• Releasable to Public with Sealed Bidding (FAR
  7.306(b)(2)
• Used with Government Evaluation Presentation with
  Negotiated Procurements (NFS 1815.370)

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Funding Profile

• Shows Estimated Phasing of Funds Availability
• Used By Offerors for Planning Schedules of Work
  to be Performed
• Usually Included in Competitive Solicitations
• Not Required When All Funds Are Available at Time
  of Award

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Evaluation Criteria

• Used to Draft Sections L M of Solicitation
• Ensures Technical Personnel Participate in
  Determining These Parts of Solicitation
• With GSA requirements, the evaluation criteria is
  delineated in the RFO letter

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Source List

• NASA Uses NAIS/FedBizOpps (web-based posting of
  solicitation) for Most Mailings
• Required for GSA Competitive Orders
• Used for Acquisition Planning Market Research
• May Be Used for Mailing of Construction Drawings

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Market Research

• Required by Part 10 of FAR
• Jointly Performed by Technical Procurement
• Necessary to Understand the Capabilities of the
  Marketplace of Potential Vendors
• Increased Emphasis due to NFS Change re Options
  (1817.207-70) (document justifying the option
  exercise at least to include the "technique" used
  to satisfy the results of market research (FAR
  10.001 (a)(3)) 

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Stating Requirements

• Statement of Work (SOW)/Specifications
• Functiondescribes a broad need
• Performancehow the item must work
• Essential physical characteristicsstates
  required attributes
• Defines Requirements to enable and encourage
  vendors to supply commercial items or
  nondevelopmental items
• Largest Area of Post-Award Problems

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SOW/Specifications

• Do
• Write functional or performance specifications
• Use active verbs and clear, concise sentences
• Spell out acronyms or abbreviations the first
  time used
• Keep technical jargon to a minimum
• Use shall and will appropriately
• Have COTR/PR Initiator provide a SUNS certificate
  prior to award
• Do Not
• Use design or level-of-effort specifications
  inappropriately
• Include proprietary or restrictive information
• Gold plate your requirement
• Create or continue personal services arrangements

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Contract Type Recommendation

• Used for FAR 16.103(d) Determination Findings
• Ensures Technical Procurement Make Joint
  Decision
• Can Be Used w/ Options Determination (NFS
  1817.207-70)

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NF 1707 Certificate

• Safety Health Checklist (formerly GSFC 23-59)
• Section 508/EIT Certificate
• Affirmative Procurement Certificate (Recovered
  MaterialEPA Designated Products List)
• 7120.5 Certificate No Longer Required

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Deliverables List

• Often Included in Statement of Work
• Used as Basis for Clause B.1 Deliverables List
• Can Be Used for Milestone Payment Determination
• Each Deliverable Must Be Described Elsewhere in
  the Contract
• For Major Efforts, Data Item Descriptions (DIDs)
  Often Accompany

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GSFC Form 23-59 (Initiators Acquisition
Checklist)

• Contains Occupational Safety Health Checklist
• Used by Code 250 (Safety Environmental) to
  Determine Clauses for Health Safety Plans, etc.
• Form Available at http//gsfc-artemis.gsfc.nasa.
  gov/210/procform.htm

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Security Requirements

• Used When National Security Considerations (e.g.
  Classified Information) Used on the Contract
• DD254 Form is the Designated Contract Attachment
• GSFC Security to Review Draft DD254

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Government Furnished Property

• Specific List of GFP Should be Included as
  Solicitation/Contract Attachment
• DF May Be Required Under FAR 45.302-1(a)(4)
• Potential Competitive Advantage and Cost and
  Savings Issues to Address (FAR 45.201)

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Procurement Library Information

• Most Competitions Use Only QA Approach
• Where there is historical information, reference
  documents, etc.provide these to all potential
  offerors
• Documents Can Be Uploaded Via NAIS/FedBizOpps
• Temporary Website Can Be Established for this
  Purpose

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SUNS Certificate

• Standards Update Notification System
• Maintained by MSFC at http//standards.msfc.nasa.
  gov/
• No Prescribed Format for Certificate
• Addresses Whether Specs, etc. are Latest Most
  Current
• Effective 2004

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Risk Management Planning

• Separate Risk Based Acquisition Management (RBAM)
  Analysis Required When NPD 7120.5 Not Used
• Required in Acquisition Plans/ASMs per FAR/NFS
  7.105

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Justification for On-Site Performance (JOP)

• No Longer Used at GSFC
• Used for Space Planning Document at HQ
• Used When Performance is On-Site

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Packaging, Marking Consignment Instructions

• Used For Technical Deliverables
• Inspection and Acceptance Instructions specify
  inspection, testing and other quality
  requirements essential to ensure the integrity of
  the supplies/services for all proposed contracts
• Request package shall include
• Individual responsible for inspecting and
  accepting deliverables (supplies/services)
• Individual who will monitor the quality
  assurance requirements
• Place of acceptance

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Liquidated Damages Analysis

• Standard for Construction Contracts (FAR 36.206)
• May Be Used for supplies, services and research
  and development as well
• (FAR 11.5)

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Draft Sole Source Justification

• Technical Personnel Draft the JOFOC (FAR 6.302)
  Required Above SAT
• To Be Compliant with GSFC Procurement Circular
  97-4 (and Attachments)
• Now Required for GSA Sole Source Orders
• Simpler Format for Simplified Acquisitions (same
  authorities apply)

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Preaward Acquisition Process

• Acquisition Planning
• Preparation of procurement request and package
• Submission of the Record of Procurement Request
  Review to Industry Assistance
• Synopsize (advertise) the requirement, when
  applicable
• Develop issue draft solicitation, address
  comments, and finalize solicitation
• Issue Solicitation (IFB, RFP, RFQ)
• Bid/Proposal/Quote Receipt
• Technical/cost/business evaluation
• Negotiations/discussions, if applicable
• Contract Award