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General Questions
1. Who is the Acquisition Services Directorate?
The Acquisition Services Directorate, a line of business within the U.S. Department of the Interior's National Business Center, provides comprehensive acquisition services to Federal agencies. We manage the entire process from planning, soliciting and evaluating offers, to awarding and administering contracts, through closeout.
2. Who do we acquire goods and services for?
The Acquisition Services Directorate acquires goods and services for Federal agencies, both civilian and military. The Herndon location operates under the Federal Franchise Fund authority of Section 403 of the Government Management Reform Act of 1994 (GMRA) as delegated by the Director, Office of Management and Budget, to provide common administrative services to Federal agencies. Common administrative services are those non-program services that most agencies need to operate efficiently and effectively.
3. What is GovPay?
GovPay is an electronic invoicing system that allows invoice submission, approval, and tracking of invoices over a secure web-based interface. In short, GovPay is designed to streamline the flow of invoices without the added administrative burden of a paper-driven system, thereby satisfying the tenets of the Paperwork Reduction Act (44 U.S.C. Chapter 35).
4. What is Green Procurement?
Green Procurement, also termed Affirmative Procurement, refers to the purchase of environmentally preferable products and services in accordance with one or more of the established Federal "green" procurement preference programs.
The Green Procurement program ensures compliance with environmentally related FAR requirements, the Resource Conservation and Recovery Act, Executive Order 13101 “Greening the Government Through Waste Prevention, Recycling, and Federal Acquisition” and the Farm Security and Rural Investment Act of 2002, in addition to many others.
Vendor Questions
1. Who can I talk to if I am a small business?
The Acquisition Services Directorate encourages small businesses to call one of our Small Business Specialists. Please visit listing of the SBS in each of our offices.
2. If I have a customer who is interested in working with the Acquisition Services Directorate, who should they talk to?
Your customers will be best served by having them call our Information Center at 703.964.8800 or email to New Business.
3. How long does it typically take to award a contract?
The Acquisition Services Directorate is committed to satisfying award date expectations. Our Contracting Officers work with our clients on an acquisition plan, and specifically seek agreement on the milestones to be achieved for each opportunity. Award time frame will vary depending on the complexity of the project, and this is thoroughly discussed with the program manager.
Once the funding agreement is received, most clients are generally looking at 60-90 days for award. We can award more quickly, for example, if we are using an existing Indefinite Delivery/Indefinite Quantity (IDIQ) contract or intend to make an 8(a) direct award.
4. Are you a full-service environment, using various contract vehicles?
We utilize the General Services Administration (GSA) schedules, Governmentwide Acquisition Contracts (GWACs), Blanket Purchase Agreements (BPAs), and Acquisition Services Directorate-specific IDIQ’s. When appropriate, we will compete full and open through FedBizOpps. Our organization works closely with the Small Business Administration (SBA) to identify the most qualified Minority Owned 8(a) companies.
The Acquisition Services Directorate is a contracting office that conducts market research, announces the solicitation, negotiates, awards, and handles all contract administration through contract closeout. This includes all modifications and electronic bill payment.
5. Do you have different rules as an "outside" contracting office?
Acquisition Services Directorate, like all other Federal contracting environments is guided by the Federal Acquisition Regulation (FAR). The Acquisition Services Directorate has warranted Contracting Officers who have experience throughout the vast array of all Federal agencies and the Department of Defense (DoD).
As you may know, individual agencies or military services can give further restrictive guidance than what is stated in the FAR. For example, we follow DoD guidelines, and will use contract clauses to reflect DoD requirements.
6. Do you use oral presentations?
The Acquisition Services Directorate may use oral presentations in lieu of lengthy technical proposals when appropriate. Customers have been very pleased with our creative and innovative approaches to Federal contracting, responsive customer service, and the The Acquisition Services Directorate's ability to operate effectively under the rigors and challenges of Federal procurement policy.
7. Does the Acquisition Services Directorate have any contract vehicles available to vendors?
The Acquisition Services Directorate has IDIQ’s that are either multiple award or single award vehicles. However, once they are awarded, no other vendors can be added to those contracts. Two of those contracts can be found on our IDIQ page.
Key to the utilization of established Acquisition Services Directorate IDIQ’s is that only Acquisition Services Directorate Contracting Officers can award off of those vehicles, thus, anyone interested in using such contracts must send their funds to the Acquisition Services Directorate.
8. How can I market my products or services as “green?”
The Acquisition Services Directorate has many tools to help you. For more information concerning how to market products and services as “green,” please visit the Green Procurement page or contact the Greening Coordinator.
9. What is GovPay?
GovPay is an electronic invoicing system that allows invoice submission, approval, and tracking of invoices over a secure web-based interface. In short, GovPay is designed to streamline the flow of invoices without the added administrative burden of a paper-driven system, thereby satisfying the tenets of the Paperwork Reduction Act (44 U.S.C. Chapter 35).
Client Questions
1. Who is the Acquisition Services Directorate?
The Acquisition Services Directorate, a line of business within the U.S. Department of the Interior's National Business Center, provides comprehensive acquisition services to Federal agencies. We manage the entire process from planning, soliciting and evaluating offers, to awarding and administering contracts, through closeout.
2. Can the Acquisition Services Directorate acquire goods and services for other Federal agencies?
Yes. The Acquisition Services Directorate operates under the Federal Franchise Fund authority of Section 403 of the Government Management Reform Act of 1994 (GMRA) as delegated by the Director, Office of Management and Budget, to provide common administrative services to Federal agencies. Common administrative services are those non-program services that most agencies need to operate efficiently and effectively.
3. How to get started? What happens to funds transferred to the Interior Franchise Fund?
Refer to the Getting Started section of this website or call the Acquisition Services Directorate for assistance and guidance (703.964.8800). After a project has been defined, funds are transferred to the Franchise Fund, which obligates the funds upon acceptance by the Acquisition Services Directorate. The obligation includes the cost of acquisition and the Acquisition Services Directorate service charge (typically 5% of contract award amount). The Acquisition Services Directorate acts as a prime contractor for acquiring the products and services. The Acquisition Services Directorate will begin working on the requirement to award a contract. Click here to link to a sample Agreement Format. (For assistance, please call 703.964.8800.)
4. What is the Department of Defense (DoD) policy on the use of non-DoD contracts?
Effective March 28, 2008, the Department of the Interior received a letter from Shay Assad, Director, Defense Procurement and Acquisition Policy, notifying DOI
that previous restrictions imposed by the May 31, 2007 letter had been rescinded, however new limitations on furniture procurement are imposed.
More information can be obtained in a memo dated March 28, 2008, from Shay Assad, Director, Defense Procurement and Acquisition Policy.
5. I am a DoD client. What is the process for correcting potential ADA violations that have been identified by the DoD/DOI OIG audits?
Please review the process that was developed jointly between the Acquisition Services Directorate, Herndon (formerly GovWorks) and OSD. It outlines the activities that both DoD and the Acquisition Services Directorate, Herndon should follow. The scope of this guidance includes audits from FY2005, FY2006, and FY2007.
The accounting correction packages should be forwarded to the contacts listed below:
FY 2005:
GSA Audit - Kathryn Gillis at kathryn.gillis@osd.mil 703.697.6875
FY 2006:
GSA/NASA/Treasury/DOI - Kathryn Gillis at kathryn.gillis@osd.mil 703.697.6875
FY 2007:
Service Audits: USMC/SOCOM/DIA/Navy/Army - Marsha Porter at marsha.porter@osd.mil 703.693.6505
FY 2007:
Army/Navy/Air Force - Kathryn Gillis at kathryn.gillis@osd.mil 703.697.6875
DHP - Marsha Porter at marsha.porter@osd.mil 703.693.6505
All Others - Joe Quinn at joe.quinn@osd.mil or Rodney Gregory at rodney.gregory@bta.mil
6. How long does it typically take to award a contract?
The Acquisition Services Directorate is committed to satisfying award date expectations. An award for product or service, including construction awards, will be filled in a very timely fashion. Let the contracting agent know when you want the award, and the Acquisition Services Directorate team of acquisition professionals will practice the necessary due diligence and manage the execution details.
Award times have ranged from days to weeks for most clients. The Acquisition Services Directorate uses General Services Administration (GSA) schedules, Governmentwide Acquisition Contracts (GWACs), Blanket Purchase Agreements (BPAs), and the Acquisition Services Directorate-specific Indefinite Delivery Indefinite Quantity (IDIQs). The organization works closely with the Small Business Administration (SBA) to identify the best Minority Owned (8(a)) companies for government agency needs. After receiving funds and a concise task description with an initial government estimate, the Acquisition Services Directorate can usually award a full-and-open competitive contract within 60 days. The Acquisition Services Directorate can use oral presentations in lieu of lengthy technical proposals when appropriate. Customers have been very pleased with the Acquisition Services Directorate's creative and innovative approaches to Federal contracting, responsive customer service, and the Acquisition Services Directorate's ability to operate effectively under the rigors and changes of Federal procurement policy.
7. What is the specific definition of "a bona fide need?"
Below are two links that provide detailed explanations, descriptions, and examples of bona fide need.
Principles of Federal Appropriations Law (pdf, 28k): The Bona Fide Needs Rule, Chapter 5, GAO Red Book
Acquisition Solutions Advisory (pdf, 860k): A Business Manager's Guide to the Bona Fide Needs Rule
The above link is offered by the Acquisition Services Directorate with permission from Acquisition Solutions, Inc., a government contracting consultant.
8. Who determines the bona fide need for the project?
The Federal client is responsible for determining the bona fide need within the fiscal year of the availability of funds.
9. Who determines the bona fide needs that will be met by a Federal client’s project?
The Acquisition Services Directorate’s clients are responsible for submitting a bona fide needs statement that clearly, concisely, and completely describes the legitimate requirement(s) that arose during, or continued to exist into, the fiscal year of the funds to be transferred to the Acquisition Services Directorate for acquiring goods and services. The bona fide needs statement must also describe a project that will fulfill the legitimate requirement(s), and the Acquisition Services Directorate shall only acquire goods and services on behalf of its client to complete the project. No changes may be made to the bona fide needs statement after the expiration of the relevant fiscal year, so it is best for the client to describe as broadly as possible the goods and services necessary to complete its project, but without sacrificing the specificity that is necessary to properly record obligations under Federal fiscal law.
10. Where can I find the update to the Department of the Interior's Franchise Fund operating authority?
The Franchise Fund receives no appropriated funds from Congress and is authorized by Congress to operate as a Federal franchise fund. Effective fiscal year 2008, the DOI Franchise Fund was given permanent authority to operate, rather than annual authorization. The DOI Franchise Fund permanent operating authority can be viewed here
Franchise Fund - Statutory Authority (December 2007 - pdf, 34k)
11. What is GovPay?
GovPay is an electronic invoicing system that allows invoice submission, approval, and tracking of invoices over a secure web-based interface. In short, GovPay is designed to streamline the flow of invoices without the added administrative burden of a paper-driven system, thereby satisfying the tenets of the Paperwork Reduction Act (44 U.S.C. Chapter 35).
12. What should a client expect to pay to the Acquisition Services Directorate for services rendered?
Typically, the Acquisition Services Directorate service charge is 5% of the contract award or agreement amount. This service charge covers the following acquisition services: planning, market research, solicitation listing, contract negotiation, issuing an award, contract administration, invoice payment, and contract closeout. The Acquisition Services Directorate has competitively priced acquisition services. The benefit to the client is simplicity. The price is negotiated up front. Clients never have to wonder about the final service charge.
13. Why does the Acquisition Services Directorate charge a fee for its administrative service?
The Acquisition Services Directorate charges for its services to maintain staff, supplies, and equipment. The service-for-fee arrangement creates an entrepreneurial spirit at the Acquisition Services Directorate that encourages the staff to work hard to satisfy our clients.
14. Can I park my money in the Franchise Fund?
No. The Acquisition Services Directorate complies with acquisition rules and regulations and does not allow money to be parked in any way. The Acquisition Services Directorate operates with the authority to accept funds from other agencies based on a bona fide need. There is a responsibility by both the Acquisition Services Directorate and the client to spend those funds within a reasonable period of time. The Acquisition Services Directorate team communicates with the client agency to keep customers informed of the status of their money.
15. Must an agency prepare an Economy Act determination and finding before using a Franchise Fund?
No. The Economy Act does not apply when using the Interior Franchise Fund. The Government Management Reform Act of 1994 (GMRA) created the specific statutory authority for agencies to obtain common administrative services from franchise funds or inter-departmental agencies. The Economy Act is used only when a specific authority does not exist.
A memorandum from the Department of Defense (DoD), dated September 25, 2003, on "Fiscal Principals and Interagency Agreements," is also included here to support the use of organizations that have separate legal authority outside of the Economy Act.
 Fiscal Principals and Interagency Agreements (pdf, 67k)
Please note that the Acquisition Services Directorate requires that all funding documents include the following language:
"This order is issued under the express authority of the Government Management Reform Act of 1994 (P.L. 103-356)"
Please refer to the Funding Documents page for more information.
16. Does use of the Acquisition Services Directorate offer Federal agencies the ability to extend an appropriation’s period of availability?
No. The Acquisition Services Directorate complies with Federal fiscal law and can not use time-limited funds to acquire goods and services to meet bona fide needs that arise after their period of availability has expired. The Acquisition Services Directorate operates under the authority of the Government Management Reform Act of 1994 (GMRA), and may therefore retain funds and award contracts after the close of a fiscal year. Nevertheless, the fiscal year identity of such retained funds is preserved. It is the joint responsibility of the Acquisition Services Directorate and its clients to ensure that contracts are awarded within a reasonable period of time after the close of the fiscal year to meet bona fide needs that arose during, or continued into, the period of availability. If for any reason the Acquisition Services Directorate cannot promptly initiate contract action to ensure that a contract is awarded within a reasonable time after the close of the fiscal year, the Acquisition Services Directorate may have to deobligate the retained funds and return them to the client. Consequently, the Acquisition Services Directorate communicates regularly with client agencies to keep them informed of the status of their funds and related contract actions.
17. Under what circumstances will the Acquisition Services Directorate accept Military Interdepartmental Purchase Requests (MIPRs)?
Military Interdepartmental Purchase Requests (MIPRs) are not always required. But, for end-of-year funding transfers by MIPR, please include a MIPR acceptance form as it will expedite processing. The Acquisition Services Directorate cannot accept MIPRs on a Direct Citation (Category II) basis. Please ensure that all MIPRs indicate a Reimbursement (Category I) indicator. The MIPR must include the point of contact's full name, phone number, and fax number, as well as an email address. The Acquisition Services Directorate does not have Defense Switched Network (DSN) capability. Once the MIPR is completed and signed for the requiring activity, the MIPR is to be faxed or scanned/emailed to the Acquisition Services Directorate. The MIPR is processed and then the accepted document will be faxed or scanned/emailed back to the requiring activity point of contact. Please be sure to include a project description in sufficient detail to establish your bona fide need.
Note: MIPRs shall include the following statement: THIS ORDER IS ISSUED UNDER THE EXPRESS AUTHORITY OF THE GOVERNMENT MANAGEMENT REFORM ACT OF 1994 (P.L. 103-356). Funding documents should be emailed to the Acquisition Services Directorate or faxed to 703.964.5300.
Please refer to the Funding Documents page for more information.
18. What if I have more than one appropriation number on a funding document?
The Federal government financial database cannot support a funding document that lists two appropriations, therefore they must be listed separately. If an agency sends in a funding document that lists more than one appropriation number, it is required that funds be separated and cited in an accompanying document(s). The contracting agency must list a new funding document or place an amendment to the existing funding document.
19. Does the Acquisition Services Directorate use government purchase credit cards for clients?
The Acquisition Services Directorate no longer makes small purchases for their clients using government purchase cards. We encourage clients to make these micro-purchases within their agencies.
20. What is the Trading Partner Number (TPN) for the Acquisition Services Directorate?0
For non-Department of the Interior agencies, please use TPN 1400. For internal Department of the Interior bureaus, please use TPN 14C8.
21. Are financial summaries available online?
Yes, financial summaries are available online at client financial summaries once an account has been created for you. These summaries can also be exported to an Excel file to create internal reports.
22. How can I get a password for my financial summaries?
Once a funding document has been accepted for a new client, an account and password is created and sent to you via e-mail. If you have problems with your password or did not receive one, e-mail us to request a password.
23. Does the Acquisition Services Directorate return all award credits to the funding agency?
Yes. Please visit the NIST website to locate your Federal Information Processing Standards (FIPS) Code.
24. What is the FIPS Code and why do I need it?
The Federal Information Processing Standards (FIPS) Code is an alphanumeric code assigned to each agency and/or their division in order to track data. In procurement, it is a critical piece of information that allows the contracting office to assign award credits to the program that funded the project. Returning award credits to the funding agency gives the true picture of how that agency spends its program funds. Although the Acquisition Services Directorate was sent the money to spend, and we in turn spend it on behalf of our clients, we do not take 'credit' for another agency's dollars.
As an example, when the Small Business Administration needs to report how individual agencies met or exceeded their small business goals, the FIPS Code is a major component in deriving the data from FPDS-NG (Federal Procurement Data System-Next Generation).
25. Can the Acquisition Services Directorate provide assistance finding vendors?
Yes. The Acquisition Services Directorate has developed a vendor registration database of nearly 2,000 qualified commercial companies for use by in-house contracting agents. Searches can be performed by North American Industry Classification System (NAICS) codes, General Services Administration (GSA) Schedules, small business designations 8(a), and other attributes, including capability statements.
26. How can the Acquisition Services Directorate help my organization become compliant with environmentally related procurement requirements?
The Acquisition Services Directorate is leading the way in developing a top-notch Green Procurement program to ensure that all of our acquisition activities exemplify our commitment to our customers--- we follow the rules. Our Green Procurement program includes a comprehensive training component for our contracting personnel to ensure our clients the most up-to-date and cost-effective methods of complying with environmentally related procurement while still providing the same level of service our clients expect and deserve.
General Funding Questions
1. What is an Interagency Agreement (IA)?
An Interagency Agreement (IA) is an agreement or ordering document between federal agencies transferring funds for the purpose of obtaining products or services. These agreements can have specific names, such as the MIPR (Military Interdepartmental Purchase Requirement) for Department of the Defense.
For the purpose of this document all funding documents will be identified as Interagency Agreement (IA).
2. If a client has worked with the Interior Franchise Fund (IFF) before, can they amend the previous funding document for a new project or for a modification to the existing contract?
Any time you will be obligating additional funds with the IFF, we need a new Interagency Agreement, rather than an amendment to an existing agreement. This is true even for modifications to existing contracts. The Acquisition Services Directorate can never accept an amendment to an existing document that obligates different funds than the funds that were obligated under the base document.
3. Who does the client submit their Interagency Agreement (IA) to?
We request that the client email their IA to the funding team with a copy to the Acquisition Services Directorate contracting member. The Funding team attaches the IA checklist and reviews part A & B of the checklist. The funding team will contact the client only for funding data element information. The funding team is not responsible for contacting the client if the document is missing the magic words. In this case the funding team will contact the contracting cfficer and request they work with the client.
4. When do I use an IA?
You obligate funds through an IA when you are ready to proceed with an acquisition project that has a defined scope and estimated cost, and that can be procured within a reasonable time after the IFF accepts the interagency agreement. The project must be a bona find need at the time of the obligation.
5. When is the cutoff date for funding document acceptance?
The Acquisition Services Directorate requires all funding documents to be processed before the end of the fiscal year. Civilian clients are requested to submit their funding document to the Acquisition Services Directorate by August 14, 2009. Approved Funding documents can be emailed with a copy to your Contracting Officer. Funding documents can also be faxed to the funding team at 703.964.5300.
New clients can visit our Getting Started page to learn how to get started working with the Acquisition Services Directorate or email us. Existing clients can contact their Contracting Officer or call 703.964.8800 or visit our Support page.
6. Is there a legal opinion that supports retaining project funds in the Interior Franchise Fund until expended for bona fide needs?
Yes. Under the authority of the Government Management Reform Act of 1994 (GMRA) and under guidance from the U.S. Government Accountability Office (GAO), the Acquisition Services Directorate may retain project funds obligated by the requesting agency as long as the Acquisition Services Directorate uses those funds to acquire goods and services to meet bona fide needs that exist from a time within the period of availability of the funds.
Attached is a comprehensive discussion by GAO of the various operating authorities of intergovernmental revolving funds, including the Acquisition Services Directorate, also known as the Department of the Interior Franchise Fund.
7. What is the position of the GAO regarding funds obligated to an intragovernmental fund under the bona fide needs rule and the time limits on such funds?
Here is a material update from GAO regarding funds obligated to an intragovernmental fund.
Principles of Federal Appropriations Law (pdf, 28k): Acquisition and Provision of Goods and Services, Chapter 15, GAO Red Book
8. Can funding be submitted on a Direct Cite Basis?
The Acquisition Services Directorate accepts funding under a "Reimbursable Basis" (Category I), and cannot accept funding under a "Direct Cite Basis" (Category II).
9. Why has my acceptance not been received? How long does that take?
After five (5) business days, if you have not received an acceptance message, please contact the Funding Team at 703.964.8801 or email the funding team.
10. I sent the Acquisition Services Directorate my funding document, why hasn't the contract been awarded?
The Acquisition Services Directorate must collect funds before awarding a contract. A clear description and requirement of the product or service is required before the Acquisition Services Directorate can award a contract or agreement. A Statement of Work should be included with each funding document delivered to the contracting officer. A contracting officer then works with the client through the acquisition cycle.
See the Getting Started section for an indication of how the acquisition process works.
COTR-Related Questions
1. What is my responsibility when recommending a COTR/COR to the Acquisition Services Directorate Contracting Officer?
The Contracting Officer's Technical Representative (COTR) or Contracting Officer's Representative (COR) plays an important role in the administration and technical oversight of the Acquisition Services Directorate contracts. The client agency contracting authority must recommend individuals who have the technical, professional, and administrative qualifications to oversee contractor performance. Only those individuals meeting the training criteria outlined can be a COTR/COR.
2. Does the Acquisition Services Directorate expect COTR/CORs to meet minimum training requirements?
Yes. Individuals nominated to serve as COTR/COR must meet the Department of the Interior certification requirements for the duration of the contract. Here is the DOI COTR Manual.
Acquisition Services Directorate also follows The Office of Federal Procurement Policy (OFPP) with regard to COTR training requirements. OFPP has outlined a structured COTR training program in a November 26, 2007 Memorandum For Chief Acquisition Officers.
3. Where can I get COTR/COR training?
Many vendors offer competency-based COTR/COR training courses on a regular basis. Please review the COTR/COR Training document (online and classroom) for a list of suggested vendors and links to course offerings. Several online courses are free and self-paced.
4. What is expected of a COTR/COR?
The COTR/COR is an authorized representative, subject to the training, who coordinates technical issues with a Contracting Officer for resolution. The COTR/COR is responsible for technical oversight of contractor performance. The Contracting Officer appoints or terminates a COTR/COR based on the needs of each acquisition and the competency of the appointed COTR/COR. The appointed COTR/COR must only perform those duties and responsibilities deemed necessary by the Contracting Officer.
5. When does my certification expire?
Prior to COTR/COR appointment for service awards the Acquisition Services Directorate policy requires that agency personnel complete 40 hours of COTR/COR training. This training must have been completed within the past two years.
The Acquisition Services Directorate will certify that agency personnel have completed the required training by issuing a Certificate of Eligibility. This certificate will expire in two years.
To be recertified, one must complete 40 hours refresher course prior to the expiration of the initial certification.
If training has been completed within the past two years, please forward a copy of the training completion certificate to the Acquisition Services Directorate. The attached Certificate of Appointment must be supplemented with copies of training completion certificates.
If training has not been completed within the past two years, please complete the required 40-hour session.
6. How can I be sure I am following my agency’s requirements for “buying green”?
Each Federal agency is required to have a Green Procurement program consisting of the following: preference program; promotion program; procedures for estimation, verification, and certification; and, procedures for annual review and monitoring. The first step you should take is to familiarize yourself with your agency’s green or affirmative procurement program requirements. Second, you should incorporate any requirements into the planning stage of the contracting process. So that we can provide the highest quality of service while ensuring full compliance, clearly communicate any specific agency-related Green Procurement requirements with our servicing personnel. In the event that you chose not to purchase designated items, you will be required to complete a justification form (FAR 23.405.) If you are unsure about your agency’s program requirements or need any assistance related to Green Procurement, please email the Acquisition Services Directorate Greening Coordinator or call 703.964.8800.
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