NOAA NRC: Acquisition Process Guide (APG)


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Table of Contents Expand All \| Contract All Checklist Introduction Planning Planning Home 1.1 Defining Requirements 1.1.1 Supplies 1.1.2 Services 1.1.3 Major Systems 1.2 Funding Requirements 1.2.1 Appropriate Use of Funds 1.2.1.1 Business Cards 1.2.1.2 Food 1.2.1.3 Give-Away Items 1.2.1.4 Organizational Mementos 1.2.1.5 Printing and Duplication 1.2.1.6 Tax Exemption 1.2.2 Non-Disclosure Agreements (NDAs) 1.2.2.1 Budgeting 1.2.2.2 Antideficiency Act 1.2.2.3 Funding Indefinite Quantity Contracts 1.2.2.4 Appropriations 1.2.2.5 Acquisitions Subject to the Availability of Funds 1.3 Market Research 1.3.1 Market Research Prior to Award of Task Order/delivery Orders under Indefinite-Delivery / Indefinite-Quantity (IDIQ) Contract 1.3.2 Market Research Techniques 1.4 Acquisition Planning 1.4.1 Advanced Acquisition Planning Forecast 1.4.2 Milestone Acquisition Plans 1.4.3 Formal Acquisition Plans 1.5 Method of Acquiring Goods and Services 1.5.1 Agency Inventories 1.5.2 Excess from Other Agencies 1.5.3 UNICOR/Federal Prison Industries (FPI) 1.5.4 Committee for Purchase from People who are Blind or Severely Disabled 1.5.5 Wholesale Supply Sources 1.5.6 Federal Supply Schedules (FSS) 1.5.6.1 Ordering Procedures for Supplies or Services 1.5.6.2 Additional Ordering Procedures for Orders Exceeding $100K 1.5.6.3 Oral Orders 1.5.6.4 e-Buy 1.5.7 Existing Indefinite Delivery Contracts (IDC) and Multiple Award Contracts (MACs) 1.5.8 Acquisition of Printing Services and Related Supplies 1.5.9 Commercial Items 1.5.9.1 Ordering Procedures for Supplies or Services 1.5.9.2 Additional Ordering Procedures for Orders Exceeding $100K 1.5.9.3 Oral Orders 1.5.9.4 e-Buy 1.5.9.5 Oral Orders 1.5.9.6 Oral Orders 1.5.10 Simplified Acquisition Procedures 1.5.11 Sealed Bidding 1.5.12 Contracting by Negotiation 1.5.12.1 Unsolicited Proposals 1.5.13 Interagency Acquisitions Under the Economy Act (Non-NOAA and Non-DOC Contracts) 1.5.14 Emergency Acquisition 1.5.14.1 Contracting Thresholds at a Glance 1.5.14.2 Getting Prepared 1.5.14.3 Variations 1.5.14.4 Government Policy and Training 1.5.14.5 Micro-Purchases 1.5.14.6 Government-wide Commercial Purchase card a.k.a. Bankcard 1.5.14.7 Simplified Acquisition Procedures (SAP) 1.5.14.8 Contracts > the SAP Threshold 1.6 Contract Types 1.6.1 Factors in Selecting Contract Types 1.6.2 Cost Risk and Contract Type 1.6.3 Fixed-Price (FP) Contracts 1.6.4 Cost-Reimbursement (CR) Contracts 1.6.5 Time and Material (T&M) Contracts 1.6.6 Letter Contracts / Undefinitized Contract Actions (UCAs) 1.6.7 Indefinite-Delivery Contracts 1.6.8 Agreements 1.7 Special Considerations in Contract Planning 1.7.1 Small Business Considerations 1.7.2 EIT Certification / Section 508 Compliance 1.7.3 Contracting for Services 1.7.4 Contract Security Considerations 1.7.5 Deemed Export and Export Controls 1.7.6 Information Technology 1.7.7 Advisory and Assistance Services 1.7.8 Determination and Findings (D&F) 1.7.9 Contract Financing 1.7.10 “Brand Name” and “Brand Name or Equal” 1.7.11 Green Procurement 1.7.12 SAFETY Act Considerations 1.7.13 Use of Project Labor Agreements for Federal Construction Projects 1.8 Competition Requirements 1.8.1 Considerations for Increasing Competition 1.8.2 Other Than Full and Open Competition 1.8.3 Justification and Approval (J&A) 1.9 Acquisition Systems 1.9.1 Agency Acquisition Systems 1.9.2 Federal Acquisition Systems 1.10 Procurement Request (PR) Package 1.11 Source Selection Plan 1.11.1 Oral Presentations 1.12 Files and Documentation 1.12.1 Contract Files 1.12.2 Simplified Acquisition Procedures 1.12.3 Emergency Acquisition 1.13 Summary of Planning Section References Solicitation Solicitation Home 2.1 Synopsis 2.1.1 Presolicitation Notice 2.1.2 Draft Solicitation 2.1.3 Sources Sought 2.1.4 Combined Synopsis/Solicitation 2.1.5 Special Notice 2.1.6 Award Notice 2.1.7 Emergency Acquisition 2.1.8 Procurement Instrument Numbering 2.2 Competition Requirements 2.3 Solicitation Development 2.3.1 Simplified Acquisitions 2.3.2 Negotiated/Sealed Bidding Acquisitions – Uniform Contract Format 2.3.3 Solicitations for Performance Based Acquisitions 2.3.4 Service Contracting 2.3.5 Options 2.4 Issuing the Solicitation 2.5 Amending a Solicitation 2.6 Special Considerations 2.6.1 Small Business Program 2.6.2 Prompt Payment Act 2.6.3 Fast Payment Procedures 2.6.4 Economic Quantity Discounts 2.6.5 Evaluating Quotes for Multiple Awards 2.6.6 Government-Furnished Property, Material, Equipment or Information 2.6.7 Buy American Act 2.6.8 North American free Trade Agreement (NAFTA) 2.6.9 Restrictions on Certain Foreign Purchases 2.6.10 Hazardous Material and Waste Disposal 2.6.11 Transportation Provisions 2.7 Files and Documentation 2.8 Summary of Solicitation Module References Evaluation Evaluation Home 3.1 Simplified Acquisition Evaluation Process 3.1.1 Fair and Reasonable Price Determination 3.1.2 Price Analysis 3.1.3 Evaluation Techniques 3.1.4 Contractor Responsibility Determination 3.1.5 Evaluation Documentation 3.2 Formal Source Selection 3.2.1 Process Steps 3.2.2 Source Selection Participants 3.2.3 Source Selection Kickoff 3.2.4 Technical Evaluation 3.2.5 Past Performance Evaluation 3.2.6 Source Selection Reports 3.3 Performance Based Evaluations 3.3.1 Key Evaluation Areas for PBA Procurements 3.3.2 Best Value 3.3.3 Past Performance 3.3.4 Discussions 3.4 Cost/Price Analysis 3.4.1 Field Pricing Assistance 3.5 Award Without Discussions 3.6 Award With Discussions 3.6.1 Establish Competitive Range 3.6.2 Conduct Pre-Award Debriefings 3.6.3 Conduct Discussions 3.6.4 Request Final Revised Offers/ Proposal Revisions 3.7 Equal Employment Opportunity (EEO) 3.8 Business Case Memorandum (BCM) 3.8.1 Types of Business Clearances (BCM) 3.8.2 Price/Cost Analysis 3.8.3 Cost Analysis 3.8.4 Recommended Cost/Price Proposal or Evaluation Format 3.8.5 BCM Under FAR 13.5 Test Program for Certain Commercial Items 3.8.6 BCM Approval and Signature Page Instructions 3.8.7 Pre-Negotiation Sections 3.8.8 Post-Negotiation Sections 3.8.9 BCM Templates 3.9 Summary of Evaluation Module References Award Award Home 4.1 Inquires from External Sources 4.2 Pre-award Notices 4.2.1 Notices of Exclusion 4.2.2 Small Business Notification to Unsuccessful Offeror 4.2.3 Legislative Notifications of Planned Contract Awards 4.3 Protests Received Before Award 4.3.1 Protest Prevention and Resolution 4.3.2 Protests to the Agency 4.3.3 Protest to GAO 4.3.4 Requests and the Process To Override a Stay of Award to GAO 4.3.5 Protest to the United States Court of Federal Claims 4.3.6 Award in spite of Protest Requests 4.4 Award Methods 4.4.1 Simplified Acquisition Procedures 4.4.2 Larger Contracts 4.5 Award Forms 4.5.1 SF 1449 Solicitation/Contract/Order for Commercial Items 4.5.2 OF 347 Order for Supplies or Services 4.6 Debriefings 4.6.1 Request for Debriefing 4.6.2 Preparing for the Debriefing 4.6.3 Conducting the Debriefing 4.6.4 Documenting the Debriefing 4.6.5 Debriefings Under Federal Supply Schedule (FSS) Contracts 4.7 Payment and Performance Bonds 4.8 Assignment of Contract Administration 4.9 Contracting Officer’s Representative Assignment 4.9.1 Training 4.9.2 Acquisition Career Management Information System (ACMIS) 4.9.3 Certification Application Process 4.9.4 Nomination 4.9.5 Appointment 4.10 Alternate and Assistant Contracting Officer’s Representative (COR) Assignment 4.11 Distribution 4.11.1 Individual Contracting Action Report – Federal Procurement Data System (FPDS-NG) 4.12 Summary of Award Module References Post Award Post Award Home 5.1 Notifications and Reporting Requirements 5.1.1 Notifications 5.1.2 Reporting Requirements 5.2 Postaward Conferences 5.2.1 Prevention 5.2.2 Protests to the Agency 5.2.3 Protests to GAO 5.2.4 Protests to the U.S. Court of Federal Claims 5.3 Post-Award Conferences 5.4 Monitoring Contractor Performance 5.4.1 Contracting Officer’s Oversight 5.4.2 Contracting Officer’s Representative (COR) Responsibilities 5.4.3 Assessing Contractor Performance 5.5 Delivery Orders/Task Orders 5.5.1 Delivery Orders/Task Orders Under Multiple Award Contracts 5.6 Modifications 5.6.1 Simplified Acquisition Process 5.6.2 Consideration 5.7 Options 5.7.1 SBA Size Recertification 5.7.2 Small Business Size Re-Representation – Long-Term Contracts 5.8 Stop-Work Order 5.9 Change Orders 5.9.1 Documentation of Contract Modifications – Change Order 5.9.2 Change Orders as Modifications to Purchase Orders (PO) s 5.10 Claims and Requests for Equitable Adjustments 5.10.1 Claims versus Request for Equitable Adjustment 5.10.2 Requirements for a Claim 5.10.3 Procedures for Handing a Request for Equitable Adjustment or Claim 5.10.4 Release of Claims 5.10.5 Alternative Dispute Resolution 5.10.6 Contracting Officer’s Final Decision 5.11 Terminations 5.11.1 Termination for Default 5.11.2 Termination for Convenience 5.11.3 Termination of Commercial Contracts 5.12 Ratification of Unauthorized Commitments 5.13 Completion, Closeout, and File Retention 5.13.1 Contract File Retention 5.13.2 Maintenance 5.13.3 File Documentation for GSA FSS Orders 5.13.4 Close-Out 5.14 Summary of Post-Award Section References Templates and Samples Acronym List Change History
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