![](media/image1.png){width="1.125in" height="1.0118055555555556in"}

Easy Acquisition Process

for ISD Projects

**Number:** 580-PC-061-01 **Approved By: (signature)**

**Effective Date:** April 24, 2006 **Name:** Barbara Pfarr

**Expiration Date:** April 24, 2011 **Title:** Associate Chief, ISD

**Responsible Office:** 580/Information Systems Division (ISD) **Asset
Type:** Process

**Title**: Easy Acquisition Process for ISD Projects **PAL Number:**
4.1.1

  -------------- --------------------------------------------------------
  Purpose        The purpose of this process is to provide guidance to
                 the Acquisition Manager in executing the Easy
                 Acquisition Process.

  -------------- --------------------------------------------------------

  -------------- --------------------------------------------------------
  Scope          This process is to be followed by ISD Acquisition
                 Managers involved with Easy Acquisitions. An Easy
                 Acquisition may be part of a larger, flight or mission
                 level project/program.

  -------------- --------------------------------------------------------

  -------------- --------------------------------------------------------
  Context        **Acquisition Processes for ISD Projects**
  Diagram        

  -------------- --------------------------------------------------------

+-------------+--------------------------------------------------------+
| Roles and   | **Stakeholders (SH)**                                  |
| Respo       |                                                        |
| nsibilities | -   Include managers, project team, Procurement,       |
|             |     customers, end users, suppliers, and others        |
|             |     affected within the organization.                  |
|             |                                                        |
|             | -   Support Acquisition Manager in the Easy            |
|             |     Acquisition process.                               |
|             |                                                        |
|             |     **Acquisition Manager (AM)**                       |
|             |                                                        |
|             | ```{=html}                                             |
|             | <!-- -->                                               |
|             | ```                                                    |
|             | -   Primary responsibility for performing the Easy     |
|             |     Acquisition process and generating any associated  |
|             |     documentation.                                     |
|             |                                                        |
|             | -   Derives requirements, as necessary.                |
|             |                                                        |
|             | -   Conducts market research.                          |
|             |                                                        |
|             | -   Determines which products meet requirements.       |
|             |                                                        |
|             | -   Identifies potential suppliers.                    |
|             |                                                        |
|             | -   Prepares solicitation package (requirements        |
|             |     specification, deliverables, evaluation criteria,  |
|             |     etc.).                                             |
|             |                                                        |
|             | -   Prepares any necessary justifications.             |
|             |                                                        |
|             | -   Supports Procurement Personnel in selecting        |
|             |     supplier, writing and signing contract.            |
|             |                                                        |
|             | -   Monitors contract, as appropriate.                 |
|             |                                                        |
|             | -   Ensures receipt of product.                        |
|             |                                                        |
|             | -   Performs or coordinates product evaluation.        |
|             |                                                        |
|             | -   Accepts product.                                   |
|             |                                                        |
|             | -   Transitions product to operational use.            |
|             |                                                        |
|             | -   Reports to management on acquisition status, as    |
|             |     appropriate.                                       |
|             |                                                        |
|             | GUIDANCE: The Product Development Lead (PDL) may serve |
|             | as the acquisition manager                             |
|             |                                                        |
|             | **Procurement Personnel (PO), if applicable**          |
|             |                                                        |
|             | -   Responsible for dealing with contract (legal)      |
|             |     issues.                                            |
|             |                                                        |
|             | ```{=html}                                             |
|             | <!-- -->                                               |
|             | ```                                                    |
|             | -   With AM, selects supplier, writes, and signs       |
|             |     contract.                                          |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Inputs      | -   Acquisition strategy materials from Acquisition    |
|             |     Preparation Process                                |
|             |                                                        |
|             | -   List of items to be acquired and any relevant      |
|             |     specifications                                     |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Entry       | -   Acquisition preparation has been completed         |
| Criteria    |                                                        |
|             | -   An Easy Acquisition has been identified as the     |
|             |     acquisition type                                   |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Exit        | -   A purchase agreement (e.g., contract, purchase     |
| Criteria    |     order, credit card order) has been released        |
|             |                                                        |
|             | -   A purchase agreement has been awarded and signed   |
|             |                                                        |
|             | -   The product has been received, evaluated,          |
|             |     accepted, and transitioned into operational use.   |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Outputs     | -   A released purchase agreement                      |
|             |                                                        |
|             | -   An approved and signed purchase agreement          |
|             |                                                        |
|             | -   Receipt of product                                 |
|             |                                                        |
|             | -   Acceptance of product                              |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Major Tasks | 1.  Derive requirements, as necessary **AM, SH**       |
|             |                                                        |
|             | 2.  Conduct market research **AM, SH**                 |
|             |                                                        |
|             | 3.  Identify potential suppliers **AM, SH**            |
|             |                                                        |
|             | 4.  Develop evaluation and acceptance criteria and     |
|             |     identify                                           |
|             |                                                        |
|             |     acquisition-related risks **AM**                   |
|             |                                                        |
|             | 5.  Prepare solicitation package **AM, SH**            |
|             |                                                        |
|             | 6.  Issue procurement request **AM**                   |
|             |                                                        |
|             | 7.  Monitor contract, as appropriate **AM**            |
|             |                                                        |
|             | 8.  Receive product and perform evaluation **AM, SH**  |
|             |                                                        |
|             | 9.  Accept product and transition it to operational    |
|             |     use **AM, SH**                                     |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Task 1      | **Derive requirements, as necessary AM, SH**           |
|             |                                                        |
|             | a)  Extract requirements from those identified in      |
|             |     Acquisition Preparation                            |
|             |                                                        |
|             | b)  Specify the operational requirements of what is    |
|             |     needed                                             |
|             |                                                        |
|             | c)  Collect the needs, expectations, and constraints   |
|             |     from SH                                            |
|             |                                                        |
|             | d)  Iterate with customers/users and translate into    |
|             |     requirements                                       |
|             |                                                        |
|             | > GUIDANCE: Provide a sufficient technical description |
|             | > of performance required so that an adequate product  |
|             | > is procured, e.g., has all the functionality needed. |
|             | > If the requirements are all covered by a legitimate  |
|             | > sole source, then a part number would be adequate.   |
|             |                                                        |
|             | e)  Complete the Electronic Information Technology     |
|             |     (EIT) Compliance Certificate when requirements     |
|             |     include EIT                                        |
|             |                                                        |
|             | > *GUIDANCE: This is not needed for Acquisitions less  |
|             | > than \$2,500 in value and may not be applicable for  |
|             | > a wide range of items. Discuss with Procurement if   |
|             | > this is needed for your particular situation. This   |
|             | > step is required to address accessibility to EIT for |
|             | > persons with disabilities. Form (NF 1707) must be    |
|             | > completed and is available at                        |
|             | > <ftp://ftp.hq.nasa.gov/forms/pdf/nf1707.pdf>.*       |
|             |                                                        |
|             | f)  Document requirements                              |
|             |                                                        |
|             | > GUIDANCE: Information may be documented in the       |
|             | > Product Plan                                         |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Task 2      | **Conduct market research AM, SH**                     |
|             |                                                        |
|             | a)  Conduct market research to determine whether       |
|             |     sources of commercial items or services are        |
|             |     available to satisfy the requirements              |
|             |                                                        |
|             | > GUIDANCE: Template is available at                   |
|             | > [http:                                               |
|             | //aetdpr.gsfc.nasa.gov](http://aetdpr.gsfc.nasa.gov/). |
|             |                                                        |
|             | b)  Determine products that meet requirements          |
|             |                                                        |
|             | c)  Update the customer requirements, as needed, when  |
|             |     new information becomes available.                 |
|             |                                                        |
|             | d)  Document results of market research                |
|             |                                                        |
|             | > GUIDANCE: Information may be documented in the       |
|             | > Software Management Plan (SMP)/Product Plan (PP)     |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Task 3      | **Identify potential suppliers AM, SH**                |
|             |                                                        |
|             | a)  Based on results of Task 2, determine potential    |
|             |     suppliers of product to be acquired.               |
|             |                                                        |
|             | b)  Identify preferred supplier, if any.               |
|             |                                                        |
|             | c)  If competitive, develop a list of potential        |
|             |     suppliers (minimum of 3) that are believed to be   |
|             |     able to satisfy all requirements. Include a brief  |
|             |     discussion on why each potential supplier can      |
|             |     satisfy the requirements.                          |
|             |                                                        |
|             | d)  If a potential sole-source, document the           |
|             |     justification for why the company you want is the  |
|             |     only company that satisfies your minimum           |
|             |     requirements.                                      |
|             |                                                        |
|             | > GUIDANCE: This document is called a "Justification   |
|             | > for Other than Full and Open Competition" (JOFOC).   |
|             | > The JOFOC must demonstrate the fact, not just state  |
|             | > it. A template a further guidance is available at    |
|             | > [[http://gsfc-artemi                                 |
|             | s.gsfc.nasa.gov/210/flashes/jofoc.doc]{.underline}](ht |
|             | tp://gsfc-artemis.gsfc.nasa.gov/210/flashes/jofoc.doc) |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Task 4      | **Develop evaluation and acceptance criteria and       |
|             | identify**                                             |
|             |                                                        |
|             | **acquisition-related risks AM**                       |
|             |                                                        |
|             | a)  If multiple proposals are sought, specify what     |
|             |     selection criteria will be used.                   |
|             |                                                        |
|             | > GUIDANCE: Describe how you would prefer to evaluate  |
|             | > the competitive proposals once they have been        |
|             | > submitted. This should have two parts: (1) a         |
|             | > description of the information that the suppliers    |
|             | > must submit with their proposals that will be needed |
|             | > for evaluation; and (2) a description of how you     |
|             | > will evaluate the information submitted by the       |
|             | > suppliers.                                           |
|             |                                                        |
|             | b)  Specify what product selection criteria will be    |
|             |     used.                                              |
|             |                                                        |
|             | > GUIDANCE: Information may be documented in the       |
|             | > SMP/PP                                               |
|             |                                                        |
|             | c)  Specify criteria for acceptance of product.        |
|             |                                                        |
|             | > GUIDANCE: Information may be documented in the       |
|             | > SMP/PP. This may be as simple as kind, count, and    |
|             | > condition.                                           |
|             |                                                        |
|             | d)  Identify acquisition-related risks.                |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Task 5      | **Prepare solicitation package AM, SH**                |
|             |                                                        |
|             | a)  Generate information for the acquisition           |
|             |     mechanism. This may be a Purchase Requisition (PR) |
|             |     for submission to Procurement or information       |
|             |     needed to facilitate a credit card order (for Easy |
|             |     Acquisitions less than \$2,500).                   |
|             |                                                        |
|             | > GUIDANCE: The PR must be completely filled in. A PR  |
|             | > Checklist is available at                            |
|             | > [[http://aetdpr.gsfc.nasa.gov/docDir/index]{.underli |
|             | ne}](http://aetdpr.gsfc.nasa.gov/docDir/index.cfm).cfm |
|             | > under "Forms and Checklists"                         |
|             |                                                        |
|             | b)  Develop a Procurement Acquisition Package (PAP),   |
|             |     as appropriate. Reference the chart below for      |
|             |     potential elements.                                |
|             |                                                        |
|             | c)  Submit PAP to stakeholders for review and update   |
|             |     as necessary.                                      |
|             |                                                        |
|             | GUIDANCE: The following chart lists all the items      |
|             | required by Procurement for acquisitions other than    |
|             | full acquisitions. Required = Req, NR = Not Required,  |
|             | Required for Competitive = ReqC, Required for Sole     |
|             | Source = ReqSS, Optional =Opt                          |
+-------------+--------------------------------------------------------+

  ------------------------------------ ---------------- ------------------
                                       **Easy           
                                       Acquisition**    

  **PAP Items\***                      **\$2,500 or     **Less than
                                       more**           \$2,500**

  Purchase Requisition (PR) Checklist  Req              Req

  Performance Evaluation Plan          Opt              Opt

  Market Research                      Req              Req

  In-House Cost Estimate               Req              Req

  Funding Profile                      Req              Req

  Source List                          ReqC             Opt

  Source Company                       ReqSS            Req

  Security Requirements                Req              NR

  Government Property                  NR               NR

  Evaluation Criteria                  ReqC             NR

  JOFOC                                ReqSS            NR

  Contract Type Information            Req              NR

  Electronic Information Technology    Req              NR
  ------------------------------------ ---------------- ------------------

NOTE: The Performance Evaluation Plan (name used by ISD) is the same as
the Performance Work Statement (name used by Procurement). Information
may be documented in the SMP/PP. \*Check values with Procurement prior
to use to ensure compliance with current regulations

+-------------+--------------------------------------------------------+
| Task 6      | **Issue acquisition request AM**                       |
|             |                                                        |
|             | a)  Submit the proposal solicitation or acquisition    |
|             |     request to Procurement or issue a credit card      |
|             |     order (for some Easy Acquisitions less than        |
|             |     \$2,500)                                           |
|             |                                                        |
|             | > GUIDANCE: This may be performed by a support person  |
|             | > within the resources group, a project administrator, |
|             | > or an organizational secretary/administrative        |
|             | > assistant.                                           |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Task 7      | **Monitor contract, as appropriate AM**                |
|             |                                                        |
|             | GUIDANCE: These steps are typically performed for Full |
|             | Acquisitions. They may be performed to a lesser degree |
|             | for Easy Acquisitions and are not performed at all for |
|             | acquisitions of a contract value less than \$2,500.    |
|             |                                                        |
|             | a)  Perform the following according to the terms       |
|             |     established in the purchase agreement.             |
|             |                                                        |
|             | ```{=html}                                             |
|             | <!-- -->                                               |
|             | ```                                                    |
|             | 1.  Monitor supplier progress and performance          |
|             |     (schedule, effort, cost, and technical             |
|             |     performance).                                      |
|             |                                                        |
|             | 2.  Monitor supplier processes (e.g., configuration    |
|             |     management (CM), quality assurance) and take       |
|             |     corrective action when necessary.                  |
|             |                                                        |
|             | 3.  Conduct reviews (both formal and informal) with    |
|             |     the supplier when necessary.                       |
|             |                                                        |
|             | > GUIDANCE: Reviews include: preparing for the review; |
|             | > ensuring that relevant stakeholders participate;     |
|             | > conducting the review; identifying, documenting, and |
|             | > tracking all action items to closure; preparing and  |
|             | > distributing to the relevant stakeholders a summary  |
|             | > report of the review.                                |
|             |                                                        |
|             | 4.  Conduct technical and management reviews with the  |
|             |     supplier. Technical and management reviews may be  |
|             |     coordinated and held jointly.                      |
|             |                                                        |
|             | > GUIDANCE:                                            |
|             | >                                                      |
|             | > Technical reviews typically include:                 |
|             | >                                                      |
|             | > Providing supplier with visibility into the needs    |
|             | > and desires of the customers and end users, as       |
|             | > appropriate;                                         |
|             | >                                                      |
|             | > Reviewing supplier\'s technical activities and       |
|             | > verifying that the supplier's interpretation and     |
|             | > implementation of the requirements are consistent    |
|             | > with the project's interpretation;                   |
|             | >                                                      |
|             | > Ensuring that technical commitments are being met    |
|             | > and that technical issues are communicated and       |
|             | > resolved in a timely manner;                         |
|             | >                                                      |
|             | > Obtaining technical information about the supplier's |
|             | > products;                                            |
|             | >                                                      |
|             | > Providing appropriate technical information and      |
|             | > support to the supplier                              |
|             | >                                                      |
|             | > Management reviews typically include:                |
|             | >                                                      |
|             | > Reviewing critical dependencies;                     |
|             | >                                                      |
|             | > Reviewing project risks involving the supplier;      |
|             | >                                                      |
|             | > Reviewing schedule and budget                        |
|             |                                                        |
|             | 5.  Monitor risks involving the supplier and take      |
|             |     corrective action as necessary                     |
|             |                                                        |
|             | 6.  Revise the acquisition agreement and project plans |
|             |     and schedules as necessary                         |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Task 8      | **Receive product and perform evaluation AM, SH**      |
|             |                                                        |
|             | a)  Receive the product                                |
|             |                                                        |
|             | b)  Accept the product                                 |
|             |                                                        |
|             | ```{=html}                                             |
|             | <!-- -->                                               |
|             | ```                                                    |
|             | 1.  Ensure the purchase agreement is satisfied before  |
|             |     accepting the acquired product                     |
|             |                                                        |
|             | 2.  Validate the product according to established      |
|             |     acceptance criteria.                               |
|             |                                                        |
|             | > GUIDANCE: The evaluation process may be only a few   |
|             | > steps for some Easy Acquisitions. For other cases,   |
|             | > complete acceptance reviews and tests and            |
|             | > configuration audits before accepting product.       |
|             | >                                                      |
|             | > Define the acceptance procedures                     |
|             | >                                                      |
|             | > Review and obtain agreement with relevant            |
|             | > stakeholders on the acceptance procedures before the |
|             | > acceptance review or test                            |
|             | >                                                      |
|             | > Verify that the acquired products satisfy their      |
|             | > requirements                                         |
|             | >                                                      |
|             | > Confirm that the non-technical commitments           |
|             | > associated with the acquired work product are        |
|             | > satisfied. This may include confirming that the      |
|             | > appropriate license, warranty, ownership, usage, and |
|             | > support or maintenance agreements are in place and   |
|             | > that all supporting materials are received.          |
|             | >                                                      |
|             | > Document the results of the acceptance review or     |
|             | > test                                                 |
|             | >                                                      |
|             | > Establish and obtain supplier agreement on an action |
|             | > plan for any acquired work products that do not pass |
|             | > their acceptance review or test                      |
|             | >                                                      |
|             | > Identify, document, and track action items to        |
|             | > closure                                              |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Task 9      | **Accept product and transition to operational use AM, |
|             | SH**                                                   |
|             |                                                        |
|             | a)  Ensure that there are appropriate facilities to    |
|             |     receive, store, use, and maintain the acquired     |
|             |     products                                           |
|             |                                                        |
|             | b)  As appropriate, ensure that training is provided   |
|             |     for those involved in receiving, storing, using,   |
|             |     and maintaining the acquired products              |
|             |                                                        |
|             | c)  Ensure that storing, distributing, and using the   |
|             |     acquired products are performed in accordance with |
|             |     the terms and conditions specified in the supplier |
|             |     agreement                                          |
+-------------+--------------------------------------------------------+

+-------------+--------------------------------------------------------+
| Measures    | Recommended Measures:                                  |
|             |                                                        |
|             | -   Effort spent on acquisition activities             |
|             |                                                        |
|             | **Required Measures**                                  |
|             |                                                        |
|             | -   None identified                                    |
+-------------+--------------------------------------------------------+

  -------------- ------------------- ------------------------------------
  Tools and                          
  Templates                          

                 Name                Description

                 TBD                 
  -------------- ------------------- ------------------------------------

> Training availability can be checked at
> [[http://software.gsfc.nasa.gov/training.htm]{.underline}](http://software.gsfc.nasa.gov/training.htm)

+-------------+--------------------------------------------------------+
| References  | This process is consistent with the following          |
|             | policies, standards & references. Check the online     |
|             | referenced links to make sure you have the current     |
|             | version.                                               |
|             |                                                        |
|             | -   **Glossary:**                                      |
|             |     [[http://software.gsfc.nasa.gov/glossary.cfm]{.un  |
|             | derline}](http://software.gsfc.nasa.gov/glossary.cfm)\ |
|             |     Defines common terms used in ISD processes         |
|             |                                                        |
|             | -   **Process Asset Library:**                         |
|             |     [[http://software.gsfc.nasa.gov/process.cfm]{.u    |
|             | nderline}](http://software.gsfc.nasa.gov/process.cfm)\ |
|             |     Library of all ISD process descriptions            |
|             |                                                        |
|             | -   **Federal Acquisition Regulation (FAR) 7.105:**    |
|             |     List of requirements that the Software Acquisition |
|             |     Management Plan must follow. Access via            |
|             |     <http://code210.gsfc.nasa.gov/podorg.htm>          |
|             |                                                        |
|             | -   **NASA FAR Supplement (NFS) 1807-105:** NASA       |
|             |     supplement to the FAR that includes additional     |
|             |     requirements that must be followed. Access via     |
|             |     <http://code210.gsfc.nasa.gov/podorg.htm>          |
|             |                                                        |
|             | -   **NASA Software Engineering Requirements, NPR      |
|             |     7150.2**\                                          |
|             |     Access via NODIS at                                |
|             |                                                        |
|             | [http://nodis.hq.nasa.gov](http://nodis.hq.nasa.gov/). |
|             |                                                        |
|             | -   **Procurement, GPR 5100.1E:** Access via GSFC      |
|             |     Directives Management System (GDMS) at             |
|             |     [                                                  |
|             | http://gdms.gsfc.nasa.gov](http://gdms.gsfc.nasa.gov/) |
|             |                                                        |
|             | -   **Supplier Performance Evaluations, GPR 5100.2B:** |
|             |     Access via GDMS at                                 |
|             |     [                                                  |
|             | http://gdms.gsfc.nasa.gov](http://gdms.gsfc.nasa.gov/) |
|             |                                                        |
|             | -   **Government Cost Estimates for Acquisitions       |
|             |     Exceeding the Micro-Purchase Threshold, GPR        |
|             |     5100.5A:** Access via GDMS at                      |
|             |     [                                                  |
|             | http://gdms.gsfc.nasa.gov](http://gdms.gsfc.nasa.gov/) |
|             |                                                        |
|             | -   **Initiator's Acquisition Checklist, GSFC 23-59:** |
|             |     Access via GDMS at                                 |
|             |     [                                                  |
|             | http://gdms.gsfc.nasa.gov](http://gdms.gsfc.nasa.gov/) |
|             |                                                        |
|             | -   **Government Cost Estimate, GSFC 18-60:** Access   |
|             |     via GDMS at                                        |
|             |     [                                                  |
|             | http://gdms.gsfc.nasa.gov](http://gdms.gsfc.nasa.gov/) |
|             |                                                        |
|             | -   **PR Checklist:** used for Simplified Acquisitions |
|             |     can be found at                                    |
|             |     <http://aetdpr.gsfc.nasa.gov/docDir/index.cfm>     |
|             |                                                        |
|             | -   **Credit Card Procurement Cardholder Procedures,   |
|             |     210-WI-5100.1.3C:** Directive that outlines        |
|             |     procedures for Procurement Credit Cardholders.     |
|             |     Access via GDMS at                                 |
|             |     [                                                  |
|             | http://gdms.gsfc.nasa.gov](http://gdms.gsfc.nasa.gov/) |
|             |                                                        |
|             | -   **Numerous Other Procurement Documents and         |
|             |     Templates:** Access via Procurement website at     |
|             |     [htt                                               |
|             | p://code210.gsfc.nasa.gov](http://gdms.gsfc.nasa.gov/) |
+-------------+--------------------------------------------------------+

  -------------- --------------------------------------------- -----------
  Quality        Controlled Document                           Record
  Management                                                   Custodian
  System Records                                               

                 None                                          
  -------------- --------------------------------------------- -----------

  -------------- --------- --------- ----------------------------------------
  Change History Version   Date      Description of Improvements

                 1.0       4/24/06   Initial approved version by CCB
  -------------- --------- --------- ----------------------------------------