![](media/image1.emf){width="0.8645833333333334in"
height="0.7090277777777778in"}

***Unit 4: Defining the Requirement***

**OVERVIEW**

The purpose of this unit is to explain how the need for goods or
services is identified and how the corresponding requirement is defined.
This unit shows students how to complete the various forms required to
document the defined requirement and initiate the simplified acquisition
process.

**CONTENTS**

This unit includes the following sections:

-   Introduction

-   Defining the Requirement

-   FEMA Form 40-1

-   Statement of Work/Statement of Need

-   Recommendation for Other Than Full and Open Competition

-   FEMA Form 60-1a

-   FEMA Form 60-1

-   Case Study Exercise

-   Summary and Transition

-   Appendix A---Reference Material

-   Instructor Copies of Case Studies A and B

**APPROXIMATE TIME**

1 hour 15 minutes

**MATERIALS**

-   Visuals 4.1 through 4.15

-   Case Study Exercise Packets (Have enough copies made of Case Study A
    and Case Study B.)

-   Copies of example forms and example attachments (one for each
    student)

-   Standard Operating Procedures for Contracting in the Disaster Field
    Office

+------------+---------------------------------------------------------+
|            | **INTRODUCTION**                                        |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
| !          | **Instructor Note:** The purpose of the opening         |
| [](media/i | discussion is to recall the simplified acquisition      |
| mage2.emf) | process and introduce the tasks involved in defining a  |
|            | requirement.                                            |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image4.emf)                                   |
| 4.1**      |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
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| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | **Show** Visual 4.1. **Explain** that the simplified    |
|            | acquisition process presented earlier will now be       |
|            | covered in more detail.                                 |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | **Remind** the students that the initial steps of the   |
|            | simplified acquisition process involve:                 |
|            |                                                         |
|            | -   Defining a requirement. (PO)                        |
|            |                                                         |
|            | -   Completing the forms to document the requirement.   |
|            |     (PO)                                                |
|            |                                                         |
|            | -   Obtaining appropriate signatures/approval. (PO)     |
+------------+---------------------------------------------------------+
|            | **Explain** that the process for determining a          |
|            | requirement for goods or services will now be covered.  |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **DEFINING THE REQUIREMENT**                            |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image5.emf)                                   |
| 4.2**      |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
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| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ | **Show** Visual 4.2 as you make the following points    |
| image6.emf | about defining requirements:                            |
| ){width="0 |                                                         |
| .609722222 |                                                         |
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| h          |                                                         |
| eight="0.1 |                                                         |
| 9791666666 |                                                         |
| 666666in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   Before there is a requirement for goods or          |
|            |     services, there must be some type of need. A        |
|            |     [need]{.underline} creates the requirement.         |
+------------+---------------------------------------------------------+
|            | > For example: There is no drinking water in the DFO,   |
|            | > and water is needed.                                  |
+------------+---------------------------------------------------------+
|            | -   A Project Officer is assigned and is responsible    |
|            |     for fulfilling the needs of this requirement.       |
+------------+---------------------------------------------------------+
|            | **Ask** the students the following question:            |
+------------+---------------------------------------------------------+
| ![](media/ | **What are some other ways to determine a need when     |
| image7.emf | placed in a new field situation?**                      |
| ){width="0 |                                                         |
| .639583333 |                                                         |
| 3333333in" |                                                         |
| height="0. |                                                         |
| 6659722222 |                                                         |
| 222222in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | *If not mentioned by the group, add:*                   |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   Speaking with the Federal Coordinating Officer.     |
+------------+---------------------------------------------------------+
| -          | -   Speaking with other disaster team members.          |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **DEFINING THE REQUIREMENT** (Continued)                |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image8.emf)                                   |
| 4.3**      |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
| 3333334in" |                                                         |
| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
|            | **Show** Visual 4.3. **Tell** the students that once a  |
|            | requirement is defined, the next step is to make sure   |
|            | that the requirement is not being met by another        |
|            | individual or department (e.g., logistics, security,    |
|            | personnel, finance, mitigation).                        |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | Check with the Contracting Officer to make sure the     |
|            | requirement is not already being met.                   |
+------------+---------------------------------------------------------+

+----------------+-----------------------------------------------------+
| **Is           | **Then . . .**                                      |
| requirement    |                                                     |
| being met?**   |                                                     |
+----------------+-----------------------------------------------------+
| YES            | Contact the person who tasked you with the          |
|                | requirement, and report.                            |
+----------------+-----------------------------------------------------+
| NO             | Start collecting information on the availability of |
|                | resources and pricing.                              |
|                |                                                     |
|                | [For example]{.underline}: Check the Yellow Pages,  |
|                | recount personal interactions with community        |
|                | people, speak with Regional Headquarters personnel, |
|                | find out who provided similar products in the past, |
|                | etc.                                                |
+----------------+-----------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **DEFINING THE REQUIREMENT** (Continued)                |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image9.emf)                                   |
| 4.4**      |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
| 3333334in" |                                                         |
| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ | **Show** Visual 4.4 as you present the following        |
| image6.emf | information:                                            |
| ){width="0 |                                                         |
| .609722222 |                                                         |
| 2222223in" |                                                         |
| h          |                                                         |
| eight="0.1 |                                                         |
| 9791666666 |                                                         |
| 666666in"} |                                                         |
+------------+---------------------------------------------------------+
|            | -   A requirement has been defined and you have         |
|            |     determined that it is not being met through some    |
|            |     other person or area. Now the requirement must be   |
|            |     documented in order to initiate the simplified      |
|            |     acquisition process.                                |
+------------+---------------------------------------------------------+
| -          |                                                         |
+------------+---------------------------------------------------------+
|            | -   The Project Officer is responsible for completing a |
|            |     Requisition and Commitment for Services and         |
|            |     Supplies (FEMA Form 40-1, 60-1a, or 60‑1) and any   |
|            |     related attachments required to request the         |
|            |     purchase of all goods and services. Students may or |
|            |     may not use the 60-1a at the DFO.                   |
|            |                                                         |
|            | -   The Project Officer should obtain the appropriate   |
|            |     signature(s) on the FEMA Form 40-1, 60-1a, or 60-1. |
|            |     The Project Officer should check with the           |
|            |     Contracting Officer at the DFO to determine what    |
|            |     signatures are required. It could be the Project    |
|            |     Officer's Section Head or the Chief of Logistics.   |
|            |     Required signatures will vary at each DFO.          |
|            |                                                         |
|            | -   The purchase of goods or services must be           |
|            |     documented and approved on FEMA Form 40-1 or 60-1a  |
|            |     before funds can be released to pay related         |
|            |     invoices. Completing the necessary paperwork will   |
|            |     ensure that the requested items are received when   |
|            |     they are needed.                                    |
+------------+---------------------------------------------------------+
| -          |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **DEFINING THE REQUIREMENT** (Continued)                |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image10.emf)                                  |
| 4.5**      |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
| 3333334in" |                                                         |
| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | **Show** Visual 4.5. **Explain** that a FEMA Form 60-1  |
|            | is used at the DFO to start the acquisition process.    |
|            | This form is completed and submitted to the Logistics   |
|            | Section. If the goods or services can be provided by    |
|            | FEMA, then the form is used for inventory control. If   |
|            | not, the form is used to generate FEMA Form 40-1, or    |
|            | 60-1a for acquisition of goods or services outside of   |
|            | FEMA.                                                   |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | **Stress** that the Contracting Officer will purchase   |
|            | what you ask for---an incomplete description of goods   |
|            | or services will cause you to receive unacceptable      |
|            | goods or services. Therefore, to make sure the goods or |
|            | services needed are actually obtained, it is important  |
|            | to provide thorough and accurate information on FEMA    |
|            | Forms 40-1, 60-1a, and/or 60-1.                         |
+------------+---------------------------------------------------------+
|            | **Explain** that the students will now learn how to     |
|            | complete FEMA Forms 40-1, 60-1a, and 60-1.              |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **FEMA FORM 40-1**                                      |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image10.emf)                                  |
| 4.6**      |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
| 3333334in" |                                                         |
| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ | **Show** Visual 4.6. **Explain** that depending on how  |
| image6.emf | large or complex a purchase will be, FEMA Form 40-1 may |
| ){width="0 | need to include some attachments:                       |
| .609722222 |                                                         |
| 2222223in" |                                                         |
| h          |                                                         |
| eight="0.1 |                                                         |
| 9791666666 |                                                         |
| 666666in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   A Statement of Work/Statement of Need that provides |
|            |     a detailed description of the required goods or     |
|            |     services.                                           |
+------------+---------------------------------------------------------+
|            | -   A Recommendation for Other Than Full and Open       |
|            |     Competition that, when appropriate, justifies why   |
|            |     the full and open competition process is to be      |
|            |     waived.                                             |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | **Explain** that the students will now learn how to     |
|            | complete FEMA Form 40-1 and each of the attachments.    |
|            | FEMA Forms 60-1a, and 60-1 and how each is used at a    |
|            | DFO, will also be reviewed.                             |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | **Tell** the students that Appendix A contains a blank  |
|            | FEMA Form 40-1, 60-1a, and 60-1, as well as reference   |
|            | material for completing each form.                      |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **FEMA FORM 40-1** (Continued)                          |
+------------+---------------------------------------------------------+
| !          | **Distribute** Case Study A (40-1 and attachments       |
| [](media/i | regarding the need for bottled water at the DFO).       |
| mage11.emf |                                                         |
| ){width="0 |                                                         |
| .524305555 |                                                         |
| 5555556in" |                                                         |
| height="0  |                                                         |
| .51875in"} |                                                         |
+------------+---------------------------------------------------------+
|            | **Tell** the students to look at the FEMA Form 40-1.    |
|            | **Explain** that the 40-1 contains 15 blocks of         |
|            | information. Each block will be reviewed and an example |
|            | will be completed.                                      |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | **Stress** that each acquisition request will be        |
|            | different. Policies and recommendations for completing  |
|            | the form can be discussed, but good judgment must be    |
|            | used when completing a 40-1 for a specific purchase     |
|            | requirement.                                            |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
| ![         | **CASE STUDY EXERCISE**                                 |
| ](media/im |                                                         |
| age12.emf) |                                                         |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image13.emf)                                  |
| 4.7**      |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
| 3333334in" |                                                         |
| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | **Introduce** the case study that will be used to       |
|            | complete the 40-1:                                      |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   Drinking water is needed at the DFO.                |
+------------+---------------------------------------------------------+
|            | -   The water must be here tomorrow in order for the    |
|            |     DFO to be fully operational.                        |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
| !          | Referring to Appendix A of the Student Manual, **go     |
| [](media/i | over** each block on the form.                          |
| mage14.emf |                                                         |
| ){width="0 |                                                         |
| .700694444 |                                                         |
| 4444444in" |                                                         |
| height="0. |                                                         |
| 5993055555 |                                                         |
| 555555in"} |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **FEMA FORM 40-1** (Continued)                          |
+------------+---------------------------------------------------------+
| ![         | Once the 40-1 has been explained, **ask** the students  |
| ](media/im | to turn to Appendix A in the Student Manual.            |
| age15.emf) |                                                         |
|            | **Explain** that this information will provide a handy  |
|            | reference when they need to complete a 40-1 in the      |
|            | future.                                                 |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | **Ask** the students the following question:            |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ |                                                         |
| image7.emf |                                                         |
| ){width="0 |                                                         |
| .639583333 |                                                         |
| 3333333in" |                                                         |
| height="0. |                                                         |
| 6659722222 |                                                         |
| 222222in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | *If not mentioned by the group, add:*                   |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   Statement of Work/Statement of Need                 |
+------------+---------------------------------------------------------+
|            | -   Recommendation for Other Than Full and Open         |
|            |     Competition                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | **Explain** to the students that now they will be       |
|            | completing FEMA Form 40-1 and the two attachments.      |
|            |                                                         |
|            | **Tell** the students to refer to Appendix A if they    |
|            | need more information about the contents for the        |
|            | Statement of Work/Statement of Need.                    |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **STATEMENT OF WORK/STATEMENT OF NEED**                 |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image16.emf)                                  |
| 4.8**      |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
| 3333334in" |                                                         |
| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ | **Show** Visual 4.8 as you review the following         |
| image6.emf | information about the Statement of Work:                |
| ){width="0 |                                                         |
| .609722222 |                                                         |
| 2222223in" |                                                         |
| h          |                                                         |
| eight="0.1 |                                                         |
| 9791666666 |                                                         |
| 666666in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   A Statement of Work/Statement of Need is often a    |
|            |     required attachment to a 40-1.                      |
+------------+---------------------------------------------------------+
|            | -   It is a written statement that provides a detailed  |
|            |     explanation of the specific goods or services being |
|            |     requested.                                          |
+------------+---------------------------------------------------------+
|            | -   It is the tool used to communicate specific         |
|            |     requirements to the Contracting Officer.            |
|            |                                                         |
|            | -   The Project Officer must provide sufficient         |
|            |     information for a Contracting Officer to solicit,   |
|            |     evaluate, and select an offer.                      |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | **Add** that because the Project Officer, not the       |
|            | Contracting Officer, is the technical representative,   |
|            | every effort must be made to present the information in |
|            | a nontechnical manner. Industry jargon or slang should  |
|            | never be used, and detailed explanations of any         |
|            | technical requirements must be provided.                |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **STATEMENT OF WORK/STATEMENT OF NEED** (Continued)     |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image17.emf)                                  |
| 4.9**      |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
| 3333334in" |                                                         |
| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ | **Show** Visual 4.9. **Tell** the students that a       |
| image6.emf | Statement of Work/Statement of Need usually includes    |
| ){width="0 | the following categories of information:                |
| .609722222 |                                                         |
| 2222223in" |                                                         |
| h          |                                                         |
| eight="0.1 |                                                         |
| 9791666666 |                                                         |
| 666666in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   Background information                              |
+------------+---------------------------------------------------------+
| -          | -   Goods/services specifications                       |
+------------+---------------------------------------------------------+
| -          | -   Acceptable performance requirements                 |
+------------+---------------------------------------------------------+
| -          | -   Delivery requirements                               |
+------------+---------------------------------------------------------+
| -          | -   Contractor obligations                              |
+------------+---------------------------------------------------------+
| -          | -   FEMA obligations                                    |
+------------+---------------------------------------------------------+
| -          |                                                         |
+------------+---------------------------------------------------------+
|            | **Review** the case study Statement of Work/Statement   |
|            | of Need to show how these categories of information are |
|            | presented.                                              |
+------------+---------------------------------------------------------+
|            | **Remind** the students of the case study:              |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   Water is needed at the DFO.                         |
+------------+---------------------------------------------------------+
| -          | -   The water must be here tomorrow in order for the    |
|            |     DFO to be fully operational.                        |
+------------+---------------------------------------------------------+
| -          |                                                         |
+------------+---------------------------------------------------------+
|            | Using Appendix A, **go over** each category of          |
|            | information.                                            |
+------------+---------------------------------------------------------+
|            | **After** a category has been defined, point out        |
|            | information in the sample Statement of Work/Statement   |
|            | of Need that fulfills the requirement of the category   |
|            | under discussion.                                       |
+------------+---------------------------------------------------------+

  ---------------------------------------------------- ---------------------------------------------------------
                                                       **STATEMENT OF WORK/STATEMENT OF NEED** (Continued)

                                                       **Tell** the students to look at their Statement of
                                                       Work/Statement of Need. **Ask** the following question:

                                                       

  ![](media/image7.emf){width="0.6395833333333333in"   **What information included in this sample meets the
  height="0.6659722222222222in"}                       requirement to provide (category under discussion)?**

                                                       

                                                       **Ask** a selected student to read aloud specific pieces
                                                       of the their Statement of Work.

                                                       

                                                       *If not mentioned by the group, add:*
  ---------------------------------------------------- ---------------------------------------------------------

+------------------+---------------------------------------------------+
| **Category**     | **Example**                                       |
+------------------+---------------------------------------------------+
| Background       | On January 1, 1999, the President of the United   |
| information      | States declared a disaster in Milwaukee,          |
|                  | Wisconsin, under declaration number 1234. As part |
|                  | of the recovery effort a disaster field office    |
|                  | (DFO) is being set up. This DFO will require      |
|                  | bottled water in the DFO.                         |
|                  |                                                   |
|                  | At present, the DFO is being set up to handle 500 |
|                  | people.                                           |
+------------------+---------------------------------------------------+
| Goods/services   | -   Enough bottled water for 500 people per day   |
| specifications   |     for two months.                               |
|                  |                                                   |
|                  | -   One dispenser per 80 people.                  |
+------------------+---------------------------------------------------+
| -   Delivery     | Deliver and install water dispensers and water by |
|     requirements | January 2, 1999.                                  |
+------------------+---------------------------------------------------+
| FEMA's           | Have the area(s) identified for placement and     |
| Obligation       | storage of bottled water before delivery takes    |
|                  | place.                                            |
+------------------+---------------------------------------------------+

  ----------------------------------------------------- ---------------------------------------------------------
                                                        **STATEMENT OF WORK/STATEMENT OF NEED** (Continued)

                                                        **Remind** the students that the Statement of
                                                        Work/Statement of Need will vary for each situation.

                                                        

  ![](media/image14.emf){width="0.7006944444444444in"   **Once** the Statement of Work/Statement of Need has been
  height="0.5993055555555555in"}                        explained and the case study has been reviewed, **ask**
                                                        the students to turn to Appendix A in the Student Manual.

                                                        **Explain** that this information will provide a handy
                                                        reference when they need to complete a Statement of Work
                                                        in the future.
  ----------------------------------------------------- ---------------------------------------------------------

+------------+---------------------------------------------------------+
|            | **RECOMMENDATION FOR OTHER THAN FULL AND OPEN           |
|            | COMPETITION**                                           |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image18.emf)                                  |
| 4.10**     |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
| 3333334in" |                                                         |
| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ | **Show** Visual 4.10. **Present** the following         |
| image6.emf | information about full and open competition:            |
| ){width="0 |                                                         |
| .609722222 |                                                         |
| 2222223in" |                                                         |
| h          |                                                         |
| eight="0.1 |                                                         |
| 9791666666 |                                                         |
| 666666in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   Full and open competition is a process whereby FEMA |
|            |     solicits bids for specific goods or services from   |
|            |     more than one vendor.                               |
+------------+---------------------------------------------------------+
|            | -   The goal is to create competition, which will       |
|            |     result in FEMA getting the best goods at the best   |
|            |     price.                                              |
+------------+---------------------------------------------------------+
|            | -   Full and open competition is required if the cost   |
|            |     of goods or services exceed \$2,500. Full and open  |
|            |     competition mandates that bids be obtained from at  |
|            |     least three qualified vendors. Explain that         |
|            |     obtaining three bids is a Contracting Officer       |
|            |     function.                                           |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **RECOMMENDATION FOR OTHER THAN FULL AND OPEN           |
|            | COMPETITION** (Continued)                               |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image19.emf)                                  |
| 4.11**     |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
| 3333334in" |                                                         |
| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ | **Show** Visual 4.11 as you make the following points   |
| image6.emf | about full and open competition:                        |
| ){width="0 |                                                         |
| .609722222 |                                                         |
| 2222223in" |                                                         |
| h          |                                                         |
| eight="0.1 |                                                         |
| 9791666666 |                                                         |
| 666666in"} |                                                         |
+------------+---------------------------------------------------------+
|            | -   In some cases full and open competition can be      |
|            |     waived.                                             |
+------------+---------------------------------------------------------+
| -          | -   If an otherwise required full and open competition  |
|            |     is to be waived, a written justification must be    |
|            |     submitted with your FEMA Form 40-1, and the reason  |
|            |     for waiving the competition process must be fully   |
|            |     documented.                                         |
+------------+---------------------------------------------------------+
| -          | -   Based on how the reason is justified, the           |
|            |     Contracting Officer will make the final             |
|            |     determination whether full and open competition     |
|            |     will be required or can be waived.                  |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **RECOMMENDATION FOR OTHER THAN FULL AND OPEN           |
|            | COMPETITION** (Continued)                               |
+------------+---------------------------------------------------------+
| **Visual   | ![](media/image20.emf)                                  |
| 4.12**     |                                                         |
|            |                                                         |
| ![](media/ |                                                         |
| image3.emf |                                                         |
| ){width="0 |                                                         |
| .614583333 |                                                         |
| 3333334in" |                                                         |
| height="0. |                                                         |
| 7319444444 |                                                         |
| 444444in"} |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ | **Show** Visual 4.12. **Explain** that the full and     |
| image6.emf | open competition can be waived only if a valid legal    |
| ){width="0 | exception applies. There are seven legal exceptions to  |
| .609722222 | completing the bid process:                             |
| 2222223in" |                                                         |
| h          |                                                         |
| eight="0.1 |                                                         |
| 9791666666 |                                                         |
| 666666in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   Only one responsible source                         |
+------------+---------------------------------------------------------+
|            | -   Unusual and compelling urgency                      |
+------------+---------------------------------------------------------+
|            | -   Industrial mobilization; or experimental,           |
|            |     developmental, or research work                     |
+------------+---------------------------------------------------------+
|            | -   International agreement                             |
+------------+---------------------------------------------------------+
|            | -   Authorized or required by statute                   |
+------------+---------------------------------------------------------+
|            | -   National security                                   |
+------------+---------------------------------------------------------+
|            | -   Public interest                                     |
+------------+---------------------------------------------------------+
|            | Referring to the SOP, section 3-5, **go over** the      |
|            | legal exceptions. "Unusual and compelling urgency" is   |
|            | the exception most often used at the DFO during a       |
|            | disaster. (The legal exceptions are listed on the       |
|            | following page.)                                        |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **RECOMMENDATION FOR OTHER THAN FULL AND OPEN           |
|            | COMPETITION** (Continued)                               |
+------------+---------------------------------------------------------+
|            | **Explain** that the Unusual and Compelling urgency     |
|            | exception is used when an unusual, compelling, and/or   |
|            | urgent need for specific goods or services does not     |
|            | allow for adequate time to complete the full and open   |
|            | competition process.                                    |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | This exception is often justified at the onset of a     |
|            | disaster and is based on the following suggested        |
|            | timeframes:                                             |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   **Catastrophic**---This timeframe could range from  |
|            |     the onset to up to 6 months after the occurrence of |
|            |     the disaster.                                       |
+------------+---------------------------------------------------------+
|            | -   **Large**---This timeframe could range from the     |
|            |     onset to up to 4 months after the occurrence of the |
|            |     disaster or emergency.                              |
+------------+---------------------------------------------------------+
|            | -   **Medium---**This timeframe could range from the    |
|            |     onset to up to 2 months after the occurrence of the |
|            |     disaster or emergency.                              |
+------------+---------------------------------------------------------+
|            | -   **Small---**This timeframe could range from the     |
|            |     onset to up to 1 month after the occurrence of the  |
|            |     disaster or emergency.                              |
+------------+---------------------------------------------------------+
|            | **Define** each legal exception. After each exception   |
|            | has been defined, **solicit** related examples from the |
|            | students.                                               |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ | **When do you think each legal exception might apply to |
| image7.emf | an acquisition request?**                               |
| ){width="0 |                                                         |
| .639583333 |                                                         |
| 3333333in" |                                                         |
| height="0. |                                                         |
| 6659722222 |                                                         |
| 222222in"} |                                                         |
+------------+---------------------------------------------------------+

+------------+---------------------------------------------------------+
|            | **RECOMMENDATION FOR OTHER THAN FULL AND OPEN           |
|            | COMPETITION** (Continued)                               |
+------------+---------------------------------------------------------+
|            | **Present** the following:                              |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   In the event a legal exception applies, a           |
|            |     Recommendation for Other Than Full and Open         |
|            |     Competition attachment must provide sufficient      |
|            |     information to identify the nature of the exception |
|            |     and explain thoroughly how it applies to the        |
|            |     respective acquisition request.                     |
+------------+---------------------------------------------------------+
| -          |                                                         |
+------------+---------------------------------------------------------+
|            | **Refer** back to Case Study A: drinking water for the  |
|            | DFO. **Ask** the students the following question:       |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ | **Which legal exception applies to this case study?     |
| image7.emf | Why?**                                                  |
| ){width="0 |                                                         |
| .639583333 |                                                         |
| 3333333in" |                                                         |
| height="0. |                                                         |
| 6659722222 |                                                         |
| 222222in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | *If not mentioned by the group, add:*                   |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   Unusual and compelling urgency: drinking water is   |
|            |     needed to open the DFO the following day.           |
+------------+---------------------------------------------------------+
| -          |                                                         |
+------------+---------------------------------------------------------+
| ![](media/ | **Review** the Recommendation for Other Than Full and   |
| image6.emf | Open Competition in the case study. **Point out** that: |
| ){width="0 |                                                         |
| .609722222 |                                                         |
| 2222223in" |                                                         |
| h          |                                                         |
| eight="0.1 |                                                         |
| 9791666666 |                                                         |
| 666666in"} |                                                         |
+------------+---------------------------------------------------------+
|            |                                                         |
+------------+---------------------------------------------------------+
|            | -   Unusual and compelling urgency is the legal         |
|            |     exception.                                          |
+------------+---------------------------------------------------------+
| -          | -   There is not enough time for full and open          |
|            |     competition because the water is needed tomorrow.   |
+------------+---------------------------------------------------------+
| -          |                                                         |
+------------+---------------------------------------------------------+
|            | **Remind** students that the Recommendation for Other   |
|            | Than Full and Open Competition will vary for each       |
|            | situation.                                              |
+------------+---------------------------------------------------------+
| !          | Once the Recommendation for Other Than Full and Open    |
| [](media/i | Competition has been explained and the case study has   |
| mage14.emf | been reviewed, **ask** the students to turn to Appendix |
| ){width="0 | A of the Student Manual.                                |
| .700694444 |                                                         |
| 4444444in" |                                                         |
| height="0. |                                                         |
| 5993055555 |                                                         |
| 555555in"} |                                                         |
+------------+---------------------------------------------------------+
|            | **Explain** that this information will provide a handy  |
|            | reference when they need to complete a Recommendation   |
|            | for Other Than Full and Open Competition in the future. |
+------------+---------------------------------------------------------+

+------------+---+---+---------------------------------------------------------+
|            | * |   |                                                         |
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|            |   | . |                                                         |
+------------+---+---+---------------------------------------------------------+
| **Visual   |   |   | ![](media/image21.emf)                                  |
| 4.13**     |   |   |                                                         |
|            |   |   |                                                         |
| ![](media/ |   |   |                                                         |
| image3.emf |   |   |                                                         |
| ){width="0 |   |   |                                                         |
| .614583333 |   |   |                                                         |
| 3333334in" |   |   |                                                         |
| height="0. |   |   |                                                         |
| 7319444444 |   |   |                                                         |
| 444444in"} |   |   |                                                         |
+------------+---+---+---------------------------------------------------------+
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+------------+---+---+---------------------------------------------------------+
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+------------+---+---+---------------------------------------------------------+
| ![         |   |   | **CASE STUDY EXERCISE**                                 |
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+------------+---+---+---------------------------------------------------------+
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+------------+---+---+---------------------------------------------------------+

  ------------- ------------- ---------------------------------------------------------
                **FEMA FORM   
                60-1a**       
                (Continued)   

                              Once the 60-1a has been explained, **ask** the students
                              to turn to Appendix A of the Student Manual.

                              **Explain** that this information will provide a handy
                              reference when they need to complete a 60-1a in the
                              future.

                              **Explain** that the points discussed on the Statement of
                              Work/Statement of Need and the Recommendation for Other
                              Than Full and Open Competition under FEMA Form 40-1 also
                              apply to the 60-1a.
  ------------- ------------- ---------------------------------------------------------

+------------+---+---------------------------------------------------------+
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+------------+---+---------------------------------------------------------+
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|            |   |                                                         |
|            | c |                                                         |
|            | o |                                                         |
|            | u |                                                         |
|            | l |                                                         |
|            | d |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | v |                                                         |
|            | a |                                                         |
|            | r |                                                         |
|            | y |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | f |                                                         |
|            | r |                                                         |
|            | o |                                                         |
|            | m |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | D |                                                         |
|            | F |                                                         |
|            | O |                                                         |
|            | . |                                                         |
|            | ) |                                                         |
+------------+---+---------------------------------------------------------+
|            | - |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | R |                                                         |
|            | e |                                                         |
|            | q |                                                         |
|            | u |                                                         |
|            | e |                                                         |
|            | s |                                                         |
|            | t |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | a |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | p |                                                         |
|            | u |                                                         |
|            | r |                                                         |
|            | c |                                                         |
|            | h |                                                         |
|            | a |                                                         |
|            | s |                                                         |
|            | e |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | u |                                                         |
|            | n |                                                         |
|            | d |                                                         |
|            | e |                                                         |
|            | r |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | a |                                                         |
|            | n |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | e |                                                         |
|            | x |                                                         |
|            | i |                                                         |
|            | s |                                                         |
|            | t |                                                         |
|            | i |                                                         |
|            | n |                                                         |
|            | g |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | 4 |                                                         |
|            | 0 |                                                         |
|            | - |                                                         |
|            | 1 |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | o |                                                         |
|            | r |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            |   |                                                         |
|            | 6 |                                                         |
|            | 0 |                                                         |
|            | - |                                                         |
|            | 1 |                                                         |
|            | a |                                                         |
|            | . |                                                         |
+------------+---+---------------------------------------------------------+
|            |   |                                                         |
+------------+---+---------------------------------------------------------+
| !          |   | Briefly **review** the blank 60-1 shown on page A-14 in |
| [](media/i |   | Appendix A of the Student Manual. (The reference        |
| mage14.emf |   | material for FEMA Form 60-1 is provided in Appendix A,  |
| ){width="0 |   | following Unit 4 of this Instructor Guide.)             |
| .700694444 |   |                                                         |
| 4444444in" |   |                                                         |
| height="0. |   |                                                         |
| 5993055555 |   |                                                         |
| 555555in"} |   |                                                         |
+------------+---+---------------------------------------------------------+
|            |   |                                                         |
+------------+---+---------------------------------------------------------+
|            |   | **Point out** that the 12 blocks of information require |
|            |   | information similar to what is documented on FEMA Forms |
|            |   | 40-1 and 60-1a. The difference is that less detail is   |
|            |   | required on the 60-1, and there is no commitment of     |
|            |   | funds.                                                  |
+------------+---+---------------------------------------------------------+

  ----------------------------------------------------- ---------------------------------------------------------
                                                        **FEMA FORM 60-1** (Continued)

  ![](media/image14.emf){width="0.7006944444444444in"   **Once** the 60-1 has been reviewed, **ask** the students
  height="0.5993055555555555in"}                        to turn to Appendix A of the Student Manual.

                                                        **Explain** that this information will provide a handy
                                                        reference when they need to complete a 60-1 in the
                                                        future.
  ----------------------------------------------------- ---------------------------------------------------------

  ----------------------------------------------------- ---------------------------------------------------------
                                                        **SUMMARY AND TRANSITION**

                                                        

  ![](media/image24.emf){width="0.6152777777777778in"   **Summarize** this unit by asking if there are any
  height="0.6638888888888889in"}                        questions about the documents used to define a
                                                        requirement.

                                                        **Reinforce** that, while examples of how an acquisition
                                                        request might be documented have been presented, students
                                                        should keep in mind that every acquisition request will
                                                        be different. Good judgment must be exercised and as much
                                                        information as possible provided to ensure that the goods
                                                        or services they need are received when needed and
                                                        performs as required.

                                                        

                                                        **Explain** that the next unit will discuss what happens
                                                        with a 40-1, 60-1a, and 60-1 and related attachments
                                                        after they are submitted to the Contracting Officer for
                                                        action.
  ----------------------------------------------------- ---------------------------------------------------------