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Technical / Procurement Overview

Technical / Procurement Overview. Acquisition is a Team Effort. Starts with technical requirements Technical personnel must consider themselves part of the acquisition process: not as something separate Requirements translated into procurement actions

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Technical / Procurement Overview

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  1. Technical / Procurement Overview

  2. Acquisition is a Team Effort • Starts with technical requirements • Technical personnel must consider themselves part of the acquisition process: not as something separate • Requirements translated into procurement actions • Procurement personnel must have communication paths with technical team • SEWP’s goal is to facilitate this teamwork

  3. Goals • Provide 2 basic scenarios • General guidelines • Feedback

  4. SEWP’s Effectiveness • Use of SEWP Tools and contracts is most effective when an organization has a known and mutually agreed upon procedure for technical / procurement interaction. • The actual procedure is less important than having a procedure

  5. 2 Scenarios • Scenario 1: • Technical staff obtain only preliminary quotes (RFIs) and procurement always separately issues final RFQs • Scenario 2: • Technical staff obtains quotes; Procurement reviews the request and quotes and may or may not re-issue an RFQ

  6. Technical POV • Perform initial market research • Does not need to be tied to a contract vehicle • Does not require actual quotes • Emphasis on Research • SEWP RFQ tool can be used via the Market Research option • Best for general questions • Recommended to not use to obtain preliminary quotes • Contact SEWP for any scope or availability concerns

  7. Technical POV • Obtain quotes • Use SEWP RAQ (Request A Quote) option • Follow Fair Opportunity Guidelines • Follow Organization’s procedure • If procurement will follow-up with a second round RFQ or this is for budgetary/research purposes only, note in the Summary section that “This is an RFI (Request for Information”

  8. Technical POV • Create Purchase Request (PR) in Agency system • When procurement staff is assigned: • Set Secondary Contact to personnel

  9. Procurement POV • Notify technical staff when PR arrives • After assigned as secondary contact • Review quote request and quotes • Determine next steps based on Agency / Organization process

  10. Procurement POV • Scenario 1 (Agency Policy to issue a final RFQ from Procurement) • Either re-issue Technical Request or Copy to a New Request • Indicate in Summary area that this is a Procurement RFQ • Verify Quotes

  11. Procurement POV • Scenario 2 (Agency Policy allows quotes from technical request) • Verify Quotes • Verify Fair Opportunity • Determine if Best Value Decision documented • Any concerns – re-issue RFQ

  12. Procurement POV • Regardless of policy, things to keep in mind • Need to Verify Quotes • Fair Opportunity • Number of Quotes • Best Value determination • Notification

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