Acquisition Process
The following table is a general breakdown of the acquisition process and the responsibilities inherent in each function. The most important aspect of the process is to remember that the team needs to work together for a successful procurement.
The key members of the acquisition team include the following:
- Contracting - Contracting Officer, Contract Specialist
- Technical - Engineers, architects, field personnel, COR's, and inspectors
- Customer - Office receiving end product or service of procurement (i.e. Program Office)
| Function | Lead | Support |
|---|---|---|
| Planning | ||
| Establish Acquisition Team | ALL | |
| Identify Needs | Customer | Technical |
| Preliminary Planning | Customer | Technical/ Contracting |
| Project Submittal & Approval | Customer | Technical |
| Acquisition Planning | Customer | Technical/ Contracting |
| Write Scope of Work/Prepare Specifications | Technical | Contracting |
| Prepare Government Estimate | Technical | Contracting |
| Submit Package to Contracting | Customer | Technical |
| Make Package Corrections | Technical | Contracting |
| Advertise for Quotes or Proposals | ||
| Advertise Project | Contracting | Technical |
| Prepare & Publish Solicitation | Contracting | Technical |
| Respond to Technical & Contracting Inquiries | Contracting | Technical |
| Source Selection & Award | ||
| Review Offers Submitted | Contracting | Technical |
| Negotiate Contract Terms | Contracting | Technical |
| Award Contract | Contracting | |
| Contract Administration | ||
| Contract Administration | Technical & Contracting | Technical & Contracting |
| Prepare Final Performance Evaluation | Technical | Contracting |
| Contract Close-Out | Contracting | Technical |
Establish Acquisition Team
The identification of the team members provides unity of purpose and communications among the team members including a shared vision and goal. Individual team members will participate in the acquisition process at the appropriate time. The Government members that form the acquisition team are empowered to make acquisition decisions within their areas of responsibility, including selection, negotiation, and administration of contracts. For more information, see the Acquisition Planning Team.
Identify Needs
The customer identifies supplies or services it requires to successfully accomplish its mission. The objective of the contracting officer is to satisfy the customer in terms of cost, quality and timeliness of the delivered product or service. At this point a requisition is initiated in IDEAS-PD.
Preliminary Planning
This step consists of market research to find out what types of items or services are available in the marketplace that might meet the customer's needs, and what potential sources exist that could satisfy the requirement.
Project Submittal & Approval
The preliminary project is submitted for review and approval by the Program Manager and higher level managers (when required). This review and approval includes confirmation that the need for the project exists and that the funds are available. The review chain is dependent upon the dollar value and source of funds. For example, projects using Reclamation Denver Office working capital funds must be approved by the Program Manager, the Division Director, and finally by the Denver Chief Financial Officer Council. For more information on IDEAS-PD, including roles, responsibilities, new user access, and purchase request content, click here.
Acquisition Planning
The Federal Acquisition Regulations require acquisition planning regardless of dollar value. The acquisition plan (often referred to as a "source selection plan") addresses all the technical, business, management and other significant considerations that control the acquisition, and identifies milestones at which decisions are made. It includes determining the desired contract type. Successful and unbiased selection of a contractor can be realized by careful preparation of the plan, which includes the proposal evaluation factors. The level of detail contained in the plan is commensurate with the dollar value, complexity and political sensitivity of the project.
Write Scope of Work/Prepare Specifications
The Government's specific requirements are described in writing so that potential contractors can determine if they can provide the needed supplies or services. The preferred method is a performance work statement that describes the outcome or required results rather than providing methods to perform the work. Other methods of describing the Government's requirements include a statement of work, statement of objectives, specifications, and/or drawings. Samples and templates for creating a statement of work may be found on the Samples and Templates webpage.
For more information about how to write a statement of work, click here.
Prepare Government Estimate
The Government's independent estimate is prepared to validate funds required and aid the contracting officer in determining the reasonableness of proposed pricing.
Submit Package to Contracting
The purchase request certifying funds are available, the requirements document (performance work statement or other method), Government estimate and all other required documentation are provided to the contracting office to initiate the process. More information about purchase requests and the contract writing system can be found at the IDEAS information page.
Make Package Corrections
Any required changes are made, including revisions to the performance work statement or statement of work, proper structuring of line items, and development of evaluation factors. For more information see Pre-Solicitation Processes, Methods and Evaluation Factors.
Advertise Project
As required by the Federal Acquisition Regulations, a synopsis of the project is posted in FedBizOpps, an electronic bulletin board.
Prepare & Publish Solicitation
The solicitation must include all pertinent information that will allow a potential contractor to understand and respond to our requirement. The solicitation must at least include an award form, bid or proposal schedule, solicitation provisions and contract clauses, performance requirements, specificiations, evaluation factors, proposal submission and evaluation information and all other documentation required for potential offers to analyze the requirement and respond with pricing and technical information.
Response To Technical & Contracting Inquiries
During the solicitation phase the contracting officer receives technical and contractual questions and responds to them with support from technical personnel, as necessary. Questions and answers that may impact other offerors bids/proposals are provided to all offerors. Any issues requiring changes to the solicitation are accomplished with an amendment issued to all offerors.
Review Offers Submitted
Proposed pricing, technical proposals (if applicable), certifications and representations, and all other information submitted is examined in detail. Sealed bids are analyzed to verify that responses to all line items were clear and accurate, and that no exceptions were taken. For negotiated procurement, technical information is scored and ranked and combined with evaluated price proposals to either award on initial offers or develop a competitive range of offerors for negotiations. A prenegotiation objective is developed to detail issues requiring discussion. Proposal Evaluation Process. For more details about Roles & Responsibilities.
Negotiate Contract Terms
All issues requiring discussion are negotiated and documented in the Price Negotiation Memorandum.
Award Contract
The source selection decision is made and documented and the contracting officer and authorized contractor representative sign the award document.
Contract Management and Contract Administration
During this phase, contractor performance and other contractual issues are addressed. The contract is modified when necessary to make adjustments in contract price, terms and conditions. Progress payments are made.
Prepare Final Performance Evaluation
The contractor's performance is rated based on such things as timeliness of performance, quality of product or service, and cost containment.
Contract Close-Out
The contracting officer verifies the final end product was delivered or services were successfully completed and makes final payment.