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 ( ) 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— (when applicable over $10k) Incorporate by reference Instructions to Offerors, Commercial Terms and Conditions Clauses Attach Contract Terms and Conditions Clauses & Evaluation-Commercial Items Non-commercial item Reps & Certs— (when applicable over $10k) Incorporate by reference Instructions to Offerors Attach 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 Clauses Not applicable to credit card purchases Non Commercial Items FAR 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 Purchase Order File Set-Up 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

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 Procurement Operations Division Website NAICS CCR Samples of back-up documents

19 Recommendations Presentation be utilized by new buyers SPAT update information