Educating Customers Simplified Acquisition Process

1. Educating Customers Simplified Acquisition Process Russellyn Rogers

2. Overview of PIP Presentation • Providing information to customers on procedures involved in processing Purchase Orders. • Definitions • Policies • Procedures • Supplemental Information

3. Purpose of Simplified Acquisitions • According to FAR Part 13.002, the purpose of Simplified Acquisitions is to: • Reduce administrative costs • Promote efficiency and economy in contracting • Improve opportunities for small businesses • 8(a) • Small Disadvantaged • Woman-Owned

4. Dollar Thresholds • Simplified Acquisition Threshold • Actions up to $100,000 (FAR 2.101) • Exceptions: • GSA Schedule – Up to $5M • Commercial Items – Up to $5M

5. Purchase Request Packages • Committed PR through the SAP review and approval process • Statement of Work (SOW) shall include the following: • Work to be performed • Location of work • Period of performance • Deliverable schedule • Applicable performance standards • Any special requirements (e.g., security clearances, travel, special knowledge)

6. PR PackagesCont’d • Suggested Source(s) • Name, Address (no P.O. boxes), Cage Code, Telephone and Fax Numbers • If Competitive • 2 or more sources • Competitive evaluation factors • If Only One Source Available • Justification for sole source determining only one source is deemed reasonably available.

7. Sole Source Acquisitions • The Justification for Sole Source shall: • Identify product/service • Identify purpose/features • Describe market research • Discuss why there is only one source • Identify benefits to the government • Identify the source & indicate the business size

8. Procurements on GSA Schedule • Do not need to be synopsized • Competed among 2 or more GSA schedule holders • Purchases can be made up to $5M

9. Methods of Awarding Purchase Orders (POs) ($2,501 to $25,000) • No synopsis required • 2 Mechanisms for Award • Competitive • Competed among 2 or more GSA Vendors. • Competed among 2 or more Open Market Vendors. • Competed amongst a mix of GSA & Open Market Vendors • Sole Source • Valid Justification for Sole Source

10. Methods of Awarding Purchase Orders (POs)(Over $25,000) • A synopsis is required for all actions over $25K ( FAR 5.101) • Exceptions • GSA Awards • 8(a) Awards • Synopsis posted for a minimum of 15 calendar days. • All requirements over $100K must be sent through the Industry Assistance Office.

11. Types of Synopsis • Regular Synopsis • Used for commercial and non-commercial requirements • Presolicitation notice posted for 15 days • Synopsis posted to for 15 days • Offerors are given an opportunity to submit quotations • Combo Solicitation/Synopsis • Used only for commercial items (FAR 12.603) • Synopsis posted to for 15 days • After 15 days, quotations are received and evaluated, and award can be made

12. Information Contained in a Synopsis • If Synopsis is Sole Source • Contracting officers may solicit from one source if only one responsible source is reasonably available • Identifies requirement • Identifies why the contractor was chosen

13. Information Contained in a Synopsis(Cont’d) • If Synopsis is Competitive • Must include enough information to permit offerors to develop quotations or offers. • Identifies requirement & due date of quotation • Selection is based on best overall value to the Government

14. Representations and Certifications • Representations & Certifications must be completed by the vendor for all PRs over $10,000. • In accordance with FAR 4.1201, prospective contractors shall complete electronic annual representations and certifications at http://orca.bpn.gov.

15. Technical Evaluation • Upon receipt of quotations, the technical representative will be contacted to complete a technical evaluation • Reviews quotations submitted by offerors • Determines whether or not the quotations meet the Government requirements • Response is required within 1 week

16. Time Schedules for Award(Under $25,000) • Complete PR package – 14 business days for quotes plus 3 to 5 business days • Incomplete PR package – Depends on missing information: • Cage Code – 1 to 6 weeks • JSSP, POP, SOW, Reps & Certs (over $10K) - - from the time the technical representative provides the missing information, plus 3 to 5 business days (assuming quotes already received)

17. Ratification – After the Fact Purchases • In accordance with FAR 1.602-3; NFS 1801.601. Ratifications, regardless of dollar amount, require special approval and must be submitted through the initiator’s Director of or comparable official, and approved by the Procurement Officer and must: • Identify the individual who made the unauthorized commitment • Include the actual purchase date • Explain why normal acquisition procedures were not followed

18. RATIFICATIONS (cont’d) -Explain why the vendor was selected and list other sources considered -Describe the work and state the agreed price; cite invoice number, date and amount. -State the date(s) supplies/services were accepted -State funds were available when the unauthorized commitment was made. -Describe measures taken to prevent a recurrence

19. Recommendations • Early communication and assistance with planning requirements • Educate customers on using 8(a) companies • Provide information to customers through meetings and presentations • Post information on Simplified Acquisitions Webpage • Encourage customers to track the progress of their requirements