2. Preparing Solicitations

Management System: Non-Management and Operating (Non-M&O) Contracting

Subject Area: Simplified Acquisitions

Procedure 2. Preparing Solicitations

Subject Matter Expert: BEVERLY HARNESS
Management System Owner: SUSAN BORTHWICK
Secondary Management System Owner: DENNIS WILSON
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Issue Date:  10/01/2012
SCMS Revision:  1.2

1.0 Applicability

This procedure applies to Office of Science (SC) Purchasing Agents (PAs) and Contracting Officers (COs) involved in procurement of commercial items under the simplified acquisition threshold of $100,000; or for commercial items exceeding the $100,000 threshold but less than $5.5 million under FAR 13.5, Test Program for Certain Commercial Items, special authority.

2.0 Required Procedure

The PA identifies the requirement and prepares the solicitation expressing needs, other terms, and conditions for the potential vendors.

Step 1

The PA prepares the Request for Quote, Proposal, or Bid depending on threshold level.

NOTE: If above the micro-purchase threshold of $3,000, relevant terms and conditions are included based on Federal Acquisition Regulations (FAR), U.S. Department of Energy (DOE) Acquisition Guide, and local requirements if applicable.
Step 2

The PA seeks approvals based on the Statement of Work and nature of the solicitation (e.g., originating/requesting office, health and safety, security, legal, senior management, as applicable).

Step 3

The PA posts Request for Quote (RFQ) for selected vendor(s) or all vendors, per threshold levels:

  • Sole source awards between $10K - $25K must have Notice of Intent to Award posted in a public place or by any electronic means,

  • Micro-purchase solicitation could be as simple as a phone call to the vendor or a click on the Internet, and

  • Above Micro-purchase solicitations may be made via GSA E-buy, GSA Federal Supply Schedule (by choosing 3 vendors), or via Purchase Card.

NOTE: Solicitations for selected vendors or full and open competition above $25K must be created in Strategic Integrated Procurement Enterprise System (STRIPES) and transmitted to FedConnect/FedBizOpps.
Step 4 The PA addresses any questions posed by vendors, either via telephone, letter, or through FedConnect, depending on the solicitation method.
Step 5 The PA conducts site tours, as necessary.
Step 6 If necessary, the PA issues amendments ( i.e., extending the due date, etc.).
Step 7

  1. The PA develops and finalizes a Rating Plan prior to receipt of proposals for Commercial Contract Solicitations above the simplified acquisition threshold of $100K.

  2. The CO reviews and approves the Rating Plan.
Step 8 The PA proceeds to Procedure 3, Completing Evaluations.

3.0 References

This is the online OFFICIAL SCMS COPY of this file. Before using a printed copy, verify that it is the most current version by checking the Last Major Revision and Last Minor Revision dates (at the bottom of each document) on the SCMS Web site.

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Last Major SCMS Revision: 04/10/2008