MIPR Packages (MILITARY INTERDEPARTMENTAL PURCHASE REQUEST)

PSO Agenda 1 Acronyms & Definitions 2 Process / Documents

PSO Acronyms & Definitions DICTIONARY

Acronyms DO/TO Delivery Order /Task Order IA Interagency Agreement PSO Acronyms DO/TO Delivery Order /Task Order IA Interagency Agreement IGCE Independent Government Cost Estimate MOA Memorandum of Agreement MOU Memorandum of Understanding MIPR Military Interdepartmental Purchase Request MR Market Research PWS Performance Work Statement SLA Service Level of Agreement SOW Statement of Work Acronyms

DEFINITIONS PSO Definitions DEFINITIONS

Intra-Agency: DoD to DoD Actions Interagency: DoD to Non-DoD Actions PSO The Basics Intra-Agency: DoD to DoD Actions (Support Agreement/DD Form 1144 is used*) Interagency: DoD to Non-DoD Actions (Interagency Agreement is used) *IAW DoDI 4000.19 (25 April 13) – there are some exceptions. Also, a Memorandum of Agreement/Understanding (MOA/MOU) may be used in lieu of the 1144 if it meets all of the requirements set forth in the DoDI. DEFINITIONS

Intra/Interagency Acquisition PSO Intra/Interagency Acquisition These actions can include: Service reimbursement (such as for payment of man hour costs to perform your requirement and host/tenant services) Government source (such as use of Government Printing Office for printing requirements) Assisted Acquisitions: Intra-agency/ Interagency Acquisition DEFINITIONS

Intra/Interagency Acquisition PSO Intra/Interagency Acquisition Assisted Acquisitions: “When a “requesting” agency (i.e. DHRA component or office) obtains supplies or services from/through another “servicing” agency.” Therefore, the servicing agency performs all of the acquisition activities (solicitation, award and administration of the contract and task/delivery orders) on your behalf. Intra-agency/ Interagency Acquisition DEFINITIONS

Intra/Interagency Acquisition PSO Intra/Interagency Acquisition Require: A written agreement that establishes the requirement scope, terms and conditions, the roles and responsibilities of both the requesting and servicing agency, and cites the applicable authority. Intra-agency/ Interagency Acquisition DEFINITIONS

Intra/Interagency Acquisition PSO Intra/Interagency Acquisition May Be Used When: The PSO agrees that your requirement can be better met through an assisted acquisition and approves your MIPR package And when Non-DOD: The agency has certified that they will follow DoD Federal Acquisition Regulations (DFARS) for the current Fiscal Year Website to confirm certification: http://www.acq.osd.mil/dpap/cpic/cp/interagency_acquisition.html Intra-agency/ Interagency Acquisition DEFINITIONS

Intra-Agency MIPRs can be submitted directly to RM for: PSO Intra-Agency 2 Exceptions to PSO Review/Approval: In accordance with paragraph 4.1 of DoDI 4000.19: MIPRs can be submitted directly to RM for: Government Printing Services Payment of tenant services to a host activity All other MIPR actions must be submitted to the PSO for review/approval with appropriate support documents DEFINITIONS

MIPR (DD Form 448): IA Part A: Definitions PSO (Cont.) MIPR (DD Form 448): Document used to order goods/services from other DoD Components as well as other Government activities outside the DoD. IA Part A: Identifies the agencies entering into the agreement, the authority permitting the agreement, and the agreement action, period, and type. The IA General Terms and Conditions (GT&C) set the relationship between the parties. DEFINITIONS Competition

PSO Definitions (Cont.) IA Part B: Establishes the requirement and funding responsibilities for an acquisition that falls within the scope defined in Part A. There can be multiple Part Bs to a single Part A DoD uses the MIPR as Part B. Non DoD agencies may use an IA Form Part B. If applicable, a copy of the IA Part B must be included in your MIPR package DEFINITIONS

PSO Definitions (Cont.) DD Form 1144: Provides written documentation of recurring reimbursable support provided to a federal agency. Can be used to document nonrecurring reimbursable support.   Documents prepared for reimbursable support can also include nonreimbursable support. Not used to document only nonreimbursable support unless both parties agree to its use in lieu of an MOA. DEFINITIONS

MOA (Memorandum of Agreement): Definitions PSO (Cont.) MOA (Memorandum of Agreement): Used to document of the specific terms and responsibilities agreed to by the parties. Within DoD, MOAs: Document a single reimbursable purchase, non-recurring reimbursable support, and non-reimbursable support. Cannot be used in lieu of the DD Form 1144 for consecutive, similar single reimbursable purchases or non-recurring support. Regardless of MOA format used, your MOA must include all of the information in the sample MOA enclosed in DoDI 4000.19. DEFINITIONS

MOU (Memorandum of Understanding): Definitions PSO (Cont.) MOU (Memorandum of Understanding): Used to document issues of general understanding between two or more parties that do not involve reimbursement DoD MOUs must Include all the information in the sample MOA in enclosed in DoDI 4000.19. DEFINITIONS

PSO PROCESS

DETERMINE PACKAGE TYPE PSO DETERMINE PACKAGE TYPE Who will award and administer the resulting contract/task order? PSO Non DoD Agency Another DoD Component MIPR Package Includes IA MIPR Package Includes DD 1144 Requirements Package Submitted via eDarts PROCESS

PSO Prepare/Assemble Documentation PROCESS

Under: “Interagency Acquisitions” - click on “Documents & Links” PSO Documents http://dhra.mil/pso/ Under: “Interagency Acquisitions” - click on “Documents & Links” PROCESS

Regulations/Guidance Links PSO Documents http://dhra.mil/pso/interagency-acquisitions/links-documents/ When to Include What to Include PROCESS Regulations/Guidance Links

Submit a Complete Package PSO Submit a Complete Package Each Package is a “Stand-Alone” Action Provide all required and applicable documents The PSO is not responsible for “pulling” any documents from a previously submitted MIPR request If it is on the document list at the PSO website, it must be provided to obtain approval. There is no “pick and choose” option. Provide any additional documents that support your request, such as: Memorandum of Agreement or Understanding (MOA or MOU), or Service Level Agreement (SLA) PROCESS

Submit to: PSO MIPR Inbox: Dhrapsomiprs@mail.mil PSO Not Less than Three Weeks Prior to Requested Execution Date Ensure all documents are complete and attached NEW: Include MIPR Package Submission Form PROCESS

PSO Dhrapsomiprs@mail.mil PROCESS

Use the following format: PSO Email Subject Line Use a single, consistent subject line for the submission and all related correspondence Use the following format: Component/Office_last 5 digits/ltrs of MIPR #_Requirement title *NOTE: The requirement title should describe the supply or service and not the contract vehicle – for example: IT Helpdesk Services instead of “HP Contract XYZ” PROCESS

Examples: Email Subject Line PSO Single MIPR Pkg: DCPAS_001MP_Def Talent Mgt Sys (DTMS) Pkg with 2 MIPRs: DCPAS_001MP & 002MP_Def Talent Mgt Sys (DTMS) PROCESS

PSO Information Requests: If the package cannot be approved as submitted, the PSO will forward a request for additional information to the sender/POC. The POC should: Respond in full to information requests. Do not resubmit a partial response as this will delay the approval process As needed: Ensure that an alternate POC is identified if the primary POC will be out of office Promptly contact the PSO for clarification in order to complete response. PROCESS

PSO A MIPR may be approved: When all necessary statements and support documents are included with the MIPR And There is a reasonable expectation of award and delivery by the end of the fiscal year (FY) in which the funds being used expire PROCESS Competition

Avoid Review/Approval Delays: PSO Avoid Review/Approval Delays: RECAP Include new MIPR package submission form in your MIPR package documents. Ensure all documents are complete, to include appropriate signatures blocks, prior to submitting Respond in full to all PSO questions/information requests.

Avoid Review/Approval Delays: PSO RECAP Avoid Review/Approval Delays: Ensure Correct Funds are used. When unsure - ask your RM Use the same email subject from submission to approval Be timely in your submission and in responding to PSO information requests. Highly Recommended: Maintain a central MIPR request file/storage location for your office. This will make it easier to collect information and pull support documentation for follow-on MIPR requests

PSO TEMPLATES

DoDI 4000.19 Exceptions (paragraph 2.a) This instruction does not apply to 13 listed action types – including: Interagency Acquisitions Reciprocal fire protection agreements Defense Capitol Working Funds (DD 1144 is not required for these actions) Cooperative Agreements and Grants

In General: Interagency Intra-Agency PSO MIPR, IGCE, MR, PWS/SOW Interagency Agreement Part A Signed by both parties Existing Contract /Delivery Order copy MOA/MOU/SLA as applicable Best Interest Determination for Non-Economy Act Actions Copy of CO approval document (CO Review or D&F) – for follow-on actions Intra-Agency DD Form 1144 Signed by both parties But …there are several variations in additional documentation based on policy./regs and specifics of requirement PROCESS

Defense Human Resources Activity (DHRA) Insert/Discuss Word Charts Here Defense Human Resources Activity (DHRA)

Requirement Package Documents PSO QUESTIONS? Requirement Package Documents