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How to start working with the Acquisition Services Directorate.
To get started, a federal program manager should contact us for acquisition support through our Support Center or via email. We will connect you to the Acquisition Services Directorate Business Agent or assigned Contracting personnel. They will work with you to complete an acquisition package before work can be done.
Client Requirements
Contact the Acquisition Services Directorate. A Business Agent will get you started. The agent will explain the Acquisition Services Directorate process and work with you to prepare your project for the Contracting Officer. You can contact a Business Agent by calling the Acquisition Services Directorate Call Center at 703.964.8800 or send us an email.
Define Project with Bona Fide Need. Provide a clear description of your requirements, project, or Statement of Work/Statement of Objectives, the estimated cost, your expected delivery date, and any long term potential for the award. To learn more about bona fide need, please refer to the related link on FAQs page. Your bona fide need for the project cannot change throughout the life of the project. The Acquisition Services Directorate will review this information and notify the client if the project can be accepted. Once the project is approved and accepted by the Acquisition Services Directorate, funds should be transferred by the requesting agency's finance office and your project is assigned to a Contracting Officer for the next steps.
Complete an Independent Government Cost Estimate (IGCE). An Independent Government Cost Estimate is a required component of procurement planning. It directly influences the time it takes to place an order and the cost of performance. Procurement planning uses the IGCE as a baseline for conducting negotiations with the Contractor. For labor, these negotiations focus on the number of hours estimated to execute the task along with labor categories. Because hourly rates vary across labor categories, it is important that the estimator take care to provide realistic hourly estimates. Travel, materials, supplies, and other direct costs must also be considered when developing an IGCE. A well-constructed IGCE helps to ensure that the requesting agency receives services at a fair and reasonable cost and that any negotiations involved are kept to a minimum.
For instructions and templates that you can use to help complete an IGCE, refer to the links below.
IGCE Instructions (pdf 25k, doc 41k)
IGCE Worksheet (pdf 27k, doc 69k)
IGCE Template (pdf 18k, xls 44k)
Transfer Funds. Your funding document must be emailed to the Acquisition Services Directorate. An email copy should also be sent to your Contracting Officer. If you are unable to send funding documents electronically, you may fax them to the funding team at 703.964.5300. Please include the name of your Contracting Officer on the fax cover sheet.
The funding document must include the bona fide need, which cannot change throughout the life of the project. Your contracting officer will review the document for bona fide need and will also look for specificity in the description statement.
The requesting agency finance office should transfer funds to the Acquisition Services Directorate in the form of a funding document.
Visit the Funding Information page for details.
In addition to the required bona fide need statement, the Acquisition Services Directorate is required to collect a variety of data elements for your agency, such as the following:
- Appropriation Number or Treasury Symbol
- Dun & Bradstreet Number (DUNS)
- Agency Location Code (ALC)
- Station Code (SC)
- Trading Partner Number (TPN)
- FIPS Agency ID
- FIPS Office ID
- First and Last Year of Availability
- Type of Funding
___ One year
___ Multi Year
___ No Year
Project Forwarded. Now that your project has been accepted, and your funds have been transferred, the project is ready to move forward. A Business Agent will forward your project to a Contracting Officer. You will be contacted by the Acquisition Services Directorate Contracting Officer, who will work with you throughout your project all the way to contract closeout.
Are You a New Client or Do You Need a Contracting Officer?
If you are a new client or are not currently working with a Contracting Officer, please call 703.964.8800 and ask to speak to a Business Agent who will help you with the preparation of the funding document and work with the Acquisition Division Directors to assign a Contracting Officer for your project.
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