Acq Notes

A Request for Quotation (RFQ) is a method of soliciting offers from suppliers for customers’ requirements for suppliers or services that fit within the dollar amount for supplies or services;  >$3000.  This is used when the aggregate amount involved in any one transaction is relatively small. The FAR allows an RFQ for government-unique items to

Identify all significant factors and any significant subfactors that will be considered in awarding the contract and their relative importance (see FAR 15.304(d)). See Evaluation Criteria Section M Input: DoD Source Selection Procedures Evaluation Factors and Significant Subfactors (a) The award decision is based on evaluation factors and significant subfactors that are tailored to the acquisition.

Section K includes solicitation provisions that require representations, certifications or the submission of other information by offeror’s.  The appropriate regulation clauses from the Federal Acquisition Regulations (FAR) and Defense Federal Acquisition Regulations Supplement (DFARS) will be selected and inserted into Section K. Final Clause determination will be made by the Procurement Contracting Officer (PCO). AcqLinks and

  This section constitutes Part III of the contract. The applicable specifications identified in Section C can typically be bulky and it is common for contract personnel to include such documents as attachments to the contract. Section J simply identifies a list of such attachments. The list of attachments will include a title, date, and

  This section constitutes Part II of the contract. Section I contains the clauses required by law or by Federal Acquisition Regulations (FAR) regulation and any additional clauses expected to be included in any resulting contract if these clauses are not required in any other section on the Uniform Contract Format. Selection of clauses is

Section H contains any special provisions, terms, and conditions not included in Section I, Contract Clauses. It can contain clauses that are written specifically for procurement. The final clause determination will be made by the Procurement Contracting Officer (PCO). AcqLinks and References: MIL-HDBK-245D DoD “Handbook for Preparation of Statement of Work”- 3 April 1996 Standard Form

Section G describes accounting and appropriation data and contract administration information or instructions. This may include the designation of one or more Administrative Contracting Officers (ACOs); directions regarding the use of Accounting Classification Reference Numbers (ACRNs); paying office and invoicing instructions. The appropriate regulation clauses from the  Federal Acquisition Regulations (FAR) and Defense Federal Acquisition

  Section F describes the time, place, and method for delivering the procured line items, subline items, and services. Delivery schedules for hardware and services may be described in terms of calendar dates or in specified periods of time from the contract award date. Delivery dates are specified for services and quantities, and each destination

  Section E of the schedule specifies the place where the Government will inspect and accept each Contract Line Item Number (CLIN), Subline Item Number (SLIN), and Exhibit Line Item Number (ELIN). It also identifies the location where the Government will perform quality assurance actions for all contract line items.   AcqLinks and References: MIL-HDBK-245D

  Section D describes the packaging, preservation, and packing requirements for all Contract Line Item Numbers (CLIN) listed in Section B.   MIL-STD-129P “Marking for Shipment and Storage”, is specified for marking of military packaged items. This standard provides the minimum requirements for uniform military marking and procedures for their application. It is intended for

Each Contract Line Item Number (CLIN) listed in Section B must be defined and described in detail in Section C so that both Government and Contractor personnel fully understand the work to be accomplished. Ensure that all CLINs/SLINs/ELINs are addressed. When specifications are referenced, the Integrated Product Team (IPT) will ensure the inclusion of the

Section B contains a listing of all supplies, data, and services to be acquired. Contract line items should be established for items to be delivered to the Government and services to be performed for the line items. There should be one Accounting Classification Reference Number (ACRN) per Contract Line Item Number (CLIN) or Subline Item

Section A contains one of the following: Standard Form 33 (SF 33). Solicitation, offer and Award is used in conjunction with the solicitation and award of negotiated contracts. Standard Form 26 (SF 26). Award/Contract is used when entering into negotiated contracts when the prospective Contractor has amended their offer, unless: The contract is for the

All prospective contractors submitting a Request for Proposal (RFP) responses must be determined “Responsible” by the Program Contracting Officer (PCO) before they can be considered contract contenders. In order for a contractor to be considered “Responsible” they must: Have adequate cash or lines of credit, Be able to comply with the required delivery schedule specified

A Request for Information (RFI) is a standard business process whose purpose is to collect written information about the capabilities of various suppliers. It is often used in market research as a solicitation sent to a broad base of potential suppliers for conditioning suppliers’ minds, developing strategy, and building a database for an upcoming contract

Proposal Volumes The proposal volumes and the page allocations should be listed in the Request for Proposal (RFP).  An example is below: Executive Summary: not to exceed 10 pages, Technical Volumes not to exceed 200 pages each volume, Management Volumes: not to exceed 200 pages each volume, Cost Volume: not to exceed 50 pages. Proposal

A Proposal Adequacy Checklist (PAC) helps government personnel and contractors meet all policy statutory requirements in developing a Request for Proposal (RFP) or seller’s proposal. The goal of the checklist is to ensure that contractors submit thorough, accurate, and complete proposals.  Contractors will be able to self-validate the adequacy of their proposals by completing the

A Pre-award Survey (FAR 9.106) is an evaluation by a surveying activity of a Prospective Contractor’s Capability to perform under the terms of a proposed contract. It typically requires an on-site visit to the prospective contractor’s facility. Due to the length and expense, pre-award surveys are not typically performed for contracts that are less than

The Performance Work Statement (PWS) is a Statement of Work (SOW) for Performance-Based Acquisitions that clearly describes the performance objectives and standards that are expected of the contractor. When a contract is awarded, the PWS is legally binding between the contractor and the U.S. Government. Definition: “A Performance Work Statement (PWS) is a Statement of

Model Contract is a draft contract that is contained in a Request for Proposal (RFP) package.  It’s just a draft and the final contract will not be developed until after the contract award. The model contract will include clauses and regulations that a potential contractor will have to adhere to. The model contract also allows

Every acquisition program should include language in their Request for Proposal (RFP) that addresses Information Assurance (IA) requirements for a contractor. These requirements should be clearly and unambiguously articulated to potential offerors and what is expected from them in terms of compliance and performance. Below is a sample/explanation of IA RFP Content that was obtained

Industry Day is an event held by a Department of Defense (DoD) Program Management Office (PMO) to present the plans for a current or future procurement to representatives from industry.  It is usually held prior to a Request for Proposal (RFP) being released or any major changes in a program. It’s an opportunity for the

Note: FedBizOpps (FBO) has been replaced by System for Award Management (SAM) FedBizOpps (FBO) is a government web-based portal that allows vendors to review federal procurement opportunities over $25,000. These opportunities include requests for industry day participation, Request for Proposals (RFP), Request for Information (RFI), synopses, source sought notice, special notice, and award notices. Federal