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April 25, 2007

MEMORANDUM FOR: Assistant Administrators

Staff Office Directors

Deputy Associate Administrators

Chief Financial/Administrative Officers

Heads of Contracting Offices

FROM: Helen Hurcombe ***/original signed by/***

Director

SUBJECT: Fiscal Year (FY) 2008 Agency Acquisition Planning Instructions

ACTION REQUESTED BY: July 15, 2007

Federal Acquisition Regulation (FAR) Part 7 provides the statutory
requirement for acquisition planning. This memorandum provides the
specific annual guidance necessary for developing the Agency Acquisition
Plan (AAP) for FY 2008.

Two events in FY 2007 significantly impacted our ability to effectively
plan for our acquisitions. Specifically, an extended Continuing
Resolution and AGO's inability to provide meaningful system support of
the Strategic Acquisition Management (SAM) system due to their
dedication to implementing and resolving issues with C-Request.
Accordingly, use of SAM was suspended and it is our intent to continue
that suspension for FY 2008. This decision is made based on the current
state of C-Request and the resources necessary to support that system.

However, it is essential that an agency acquisition plan be developed by
consolidating the planned acquisitions of all NOAA Line and Staff
Offices. In order to do that, we will utilize an Excel spreadsheet which
has been formatted to meet our needs for clarity in the projection of
planned acquisitions. A copy of the spreadsheet is attached (Attachment
A). The spreadsheet columns should not be modified in any way as this
will permit us to quickly consolidate and to provide the business
opportunity forecast AGO is required to provide the Department of
Commerce.

Attachment B, FY 2008 Acquisition Planning Instructions, are provided
for guidance to the Line and Staff Offices and Program Directors.
Consistent with the budget structure, each Associate Administrator/Staff
Office Director is responsible for the development and approval of
his/her advance Component Acquisition Plan (CAP), which includes the
individual Acquisition Plans in support of both the individual
Line/Staff Office and Programs that fall within their budgetary
authority.

In order to maintain effective planning and execute timely awards, I
urge you to limit fourth quarter spending to no more than 30 percent of
the annual total when developing your FY 2008 Component Acquisition
Plans. Line and Staff Offices are also encouraged to establish contracts
on "other than a Fiscal Year basis" (e.g., don't have contracts begin
early in the fiscal year and end late in the fiscal year). This helps to
eliminate the uncertainty of funding availability and to minimize the
number of funding actions associated with multiple continuing
resolutions early in the fiscal year.

If members of your staff have any questions, they may contact Gary Rice
(301-713-0325) of my staff.

Attachment A -- FY 2008 Acquisition Planning Spreadsheet

Attachment B -- Agency Acquisition Planning Instructions for FY 2008

> Attachment B

NATIONAL OCEANIC AND ATMOSPHERIC ADMINISTRATION

AGENCY ACQUISITION PLANNING

INSTRUCTIONS FOR FISCAL YEAR 2008

Prepared by:

Acquisition and Grants Office

Issued:

April 25, 2008

National Oceanic and Atmospheric Administration

Agency Acquisition Planning Instructions

For Fiscal Year 2007

**Part I. Agency Acquisition Planning Requirements**

A. Advance Acquisition Planning

B. Component Acquisition Plan (CAP)

C. Items Excluded from the CAP/AAP

> D. Information Technology System (ITS) Acquisitions and Acquisitions
> Requiring Contractor Access to NOAA Systems and/or Facilities

E. Budget and Spending Limitations

F. Submission of CAPs

G. Deletion of APPs

**Part II. Development of the CAP**

A. Development of the CAP

B. Changes to the CAP

> C. Exceptional Situations Precluding Advance Planning

**Part III. Processing PRs**

A. Relationship Between PRs and APP Line Items

B. Amended PRs

C. Deficient PRs

**Part IV. Procedure for Negotiating/Preparing Milestone Plans (MP) and
Establishing the Governing MP Dates**

A. Negotiating and Preparing an MP

> B. Completing and MP and Establishing Planned MP Dates for an APP Line
> Item

**Part V. Processing Acquisition Requests**

A. Grace Period for Late PRs Associated with MPs

B. Acquisition Processing of a Late PR

C. Deletion of an APP Line Item Number

D. Acquisition Processing of a new APP Line Item (Unplanned)

**Part VI. Duties and Responsibiles of the CPC**

**List of Exhibits:**

**Exhibit 1 -- Purchase Request (PR) Receipt Cutoff Dates**

**Exhibit 2 -- Procurement Action Lead Times**

**Exhibit 3 -- Acquisition Points of Contact**

**Part I. Agency Acquisition Planning Requirements**

A. Advance Acquisition Planning

> Acquisition planning requires early communication and close
> coordination among: (1) each Program Manager; (2) Line and Staff
> Office management; (3) the cognizant acquisition division; and (4)
> internal and external review/approval authorities. This strategy will
> help assure that (1) NOAA's acquisitions are completed timely,
> effectively and efficiently; (2) Federal and Departmental Acquisition
> Regulations and Bureau acquisition policies are adhered to; and (3)
> meaningful data is provided to higher monitoring authorities.

B. Component Acquisition Plan (CAP)

> The Agency Acquisition Plan (AAP) is a consolidation of the CAPs of
> the various Line and Staff offices. Given the current budgetary
> structure for NOAA, funding for all acquisitions flows from Line and
> Staff Offices. This means that Line and Staff Offices need to ensure
> that their plan includes not just the acquisitions that support their
> individual Line/Staff Office, but also those acquisitions that support
> the various NOAA programs and which may or may not be funded in part
> by another Line or Staff Office.
>
> A component's (Line or Staff Office) consolidated list of their
> Advance Procurement Plans (APP) is called a CAP. A consolidated list
> of CAPs is called the AAP.
>
> Components must [individually]{.underline} identify each of their
> planned acquisitions or APPs as follows:
>
> 1\. Where the estimated life cost is over \$100,000 or when a
> modification to an existing contract that changes the terms/conditions
> of that contract and the value of the modification itself exceeds
> \$100,000.
>
> 2\. Anytime the acquisition is expected to result in a new contract
> award, regardless of dollar value.
>
> 3\. A modification to exercise an option or a task/delivery order
> under an existing NOAA contract, regardless of dollar value. Each
> individual task/delivery order must be identified as a separate
> acquisition action. It is not sufficient to "lump" all anticipated
> task/delivery orders into one APP.
>
> 4\. Interagency or Other Special Agreements (IOSAs) under the Economy
> Act, as defined in the DOC Interagency and Other Special Agreements
> Interim Handbook dated May 2004, if they exceed \$5,000,000. **Begin
> the plan name of each IOSA with IOSA as the beginning of the plan
> name.**

C. Items Excluded from the CAP/AAP:

The following items are specifically excluded from the CAP/AAP:

> 1\. Federal Standard Requisitioning and Issue Procedures (FEDSTRIP)
> --Requests for supplies and equipment that are acquired from the
> uniform requisitioning and issue system.
>
> 2\. Printing -- Requirements that are acquired in house via the
> Standard Form 1, Printing and Binding Requisition, to the Government
> Printing Office.

3\. Travel -- NOAA employee requirements that are authorized via Travel
Order.

> 4\. Telephone Utility Services -- Actual telephone bills.
>
> 5\. Training -- Requirements acquired using the Request, Authorization
> and Certification of Training form.
>
> 6\. Expenditures resulting in Obligation and/or Payment of Funds to
> Another Federal Government Agency -- for example, Reimbursable Work
> Authorizations.
>
> 7\. Grants -- Any expenditure appropriately processed as a Grant or
> Cooperative Agreement under the Grants and Cooperative Agreement Act.
>
> 8\. Administrative modifications to existing contracts which do not
> change the dollar value of the contract.

D. Planning for Information Security in Acquisitions -- DOC Procurement
Memorandum 2006-06 requires that an Information Security Checklist be
completed for **[all]{.underline}** acquisitions involving services.
Discussions must be held between the assigned COR/COTR and the
acquisition specialist and appropriate L/SO CIO to complete the
mandatory Information Security Checklist. This Checklist, signed by the
COR, the Program/Requesting Office IT Security Officer, and any other
team members participating in the acquisition must be submitted with the
requisition. CORs need to be familiar with the personnel clearance
requirements and how those requirements will impact the contract
schedule. As well, CORs must make decisions on the need for
certification and accreditation (C&A) requirements for contractor
systems or systems that will connect to an internal DOC/NOAA system and
be aware of the requirements for approving such C&A submissions.

> Planners need to ensure that appropriate planning and security
> requirements
>
> are taken into consideration whenever planning to acquire IT
> equipment, software
>
> and/or services or whenever Contractor personnel will have access to
> NOAA systems or facilities. Close coordination with the component
> Chief Information
>
> Officer (CIO) and/or the NOAA CIO's office or the DOC Office of
> Security is
>
> required well in advance of need.

E. Budget and Spending Limitations

> Individual CAPs must be consistent with the estimates in NOAA's FY
> 2008
>
> budget and should reflect the Component's/Program's spend plan.
>
> Efforts should be made to limit the use of funds in the fourth quarter
> to no more than 30 percent. As well, planning must take into account
> that NOAA has a variety of funding streams---one year, two year,
> no-year, etc. funding. As well, it is recommended that every effort be
> made to get contracts off a "fiscal year schedule." Given that we
> rarely have an appropriation at the start of the fiscal year, it is
> recommended that contract schedules be developed to start and end at
> other than the start/end of the fiscal year. This ensures that
> required acquisitions can proceed and that multiple funding actions
> associated with funds available under a number of continuing
> resolutions are not required to be processed.

F. Submission of CAPs

> CAPs shall be submitted electronically to Gary Rice at
> <Gary.Rice@noaa.gov>. All components are required to develop their
> CAP, which will consist of all known acquisitions planned in FY 2008
> from their individual component and from all programs for which they
> have budgetary responsibility. CAPs shall be submitted no later than
> July 15, 2007. Line and Staff Offices and Program Managers should
> carefully review the planned FY 2008 budget and identify all dollars
> that are planned to be executed through the award of an acquisition.
> In addition to new acquisitions, this should include, as well, all
> on-going acquisitions where there are incremental funding
> requirements, options or renewals that will need to be executed in FY
> 2008. Requirements not known and submitted by July 15, 2007, should be
> submitted as an addendum to the previously submitted CAP to Gary Rice
> when they are identified and funding is known to be available.

G. Deletion of APPs

> Whenever it becomes known that a planned acquisition is to be
> cancelled, for whatever reason, such cancellation should be executed
> through an e-mail notification to Gary Rice by the COR.

**Part II. Development of the CAP**

A. Development of the CAP

1.  Designated Component Planning Coordinators (CPC) should disseminate
    these planning instructions to all L/SO staff who will possibly
    require acquisitions to be processed for them.

2.  The CPC should require that the spreadsheet be completed by each
    individual/office expecting to have acquisitions processed in FY
    2008 and submitted to them for their review and consolidation by
    Line or Staff Office.

3.  The CAP shall be reviewed and approved at a level no lower than the
    Line Office CFO or Staff Office Director and submitted to AGO on or
    before July 15, 2007.

4.  Instructions for Completing the FY 2008 Planning Spreadsheet

    a.  **[DO NOT CHANGE THE SPREADSHEET (e.g., DO NOT CHANGE COLUMN
        TITLES OR INFORMATION TO BE INCLUDED IN THOSE COLUMNS; DO NOT
        ADD OR DELETE COLUMNS)]{.underline}**

    b.  Column A -- Leave Blank -- AGO will assign

    c.  Column B -- Insert name of Line or Staff office.

    d.  Column C -- Insert name of the office that will be submitting
        the acquisition within the named Line or Staff office.

    e.  Column D -- Enter the name of the individual who will be
        designated as the Contracting Officer Representative (COR).

    f.  Column E -- Enter the phone number of the COR.

    g.  Column F -- Enter a clear description of what the acquisition is
        for---the more descriptive the better. If it is a modification,
        delivery order, task order, or option, include the contract
        number against which the acquisition is to be processed. If it
        is a renewal of an existing contract, include the current
        contract number. It is **[NOT]{.underline}** sufficient to
        enter, "renewal of contract xyz" or "maintenance services". We
        need a clear description of what is being acquired.

    h.  Column G -- Enter the priority of this requirement. This column
        should identify those top priority acquisitions that will be
        virtually certain for funding and are essential for mission
        accomplishment (e.g., acquisitions that support basic
        operations). Lower priority rankings should be assigned to those
        acquisitions that are not critical for operations or for which
        there is significant funding uncertainty. This priority ranking
        is to be made at the L/SO level, not at the individual
        FMC/Lab/Office level. It is incumbent upon the L/SO Management
        and Budget Office to work with their sub-organizations to
        establish appropriate L/SO priorities. It is recognized that
        these priorities may change throughout the year as needs change
        or as new requirements are identified. The re-prioritization of
        APPs should be provided via e-mail from the L/SO CFO as they
        occur.

    i.  Column H -- Indicate, using the code provided in the column
        heading, the type of acquisition action that is anticipated.

    j.  Column I -- Insert the total value of the planned acquisition.
        Total value is calculated as follows:

> 1\. Base period and all options of multi-year acquisitions
>
> 2\. Maximum value of base period and any options for Indefinite
> Delivery/Indefinite Quantity contracts
>
> 3\. Value of total estimated quantity for base period and any options
> for Requirements-type contracts
>
> 4\. Total value for complete performance for any incrementally funded
> contracts
>
> 5\. Total value for all acquisitions (e.g., a fixed price contract
> that may take several years to complete but that are fully-funded at
> inception)

k.  Column J -- Insert the dollars anticipated to be obligated in FY
    2008.

l.  Column K -- Insert the date by which the award is required.

m.  Column L -- Based on the procurement action lead times, insert the
    date by which the requisition will be submitted to AGO for
    processing.

n.  Column M -- Identify the type of money.

o.  Column N -- Identify the NOAA Goal the acquisition will support.

p.  Column O -- Identify the Object Class for the acquisition.

q.  Column P -- Leave Blank; will be completed by AGO.

r.  Column Q -- Leave Blank; will be completed by AGO.

s.  Column R -- Include any additional information necessary.

B. Changes to the CAP

The CAP shall be updated as new acquisitions are identified throughout
the fiscal year.

C. Exceptional Situations Precluding Advance Planning

As we learned with the hurricane season in FY 2005, flexibility must be
built into the process to accommodate the processing of acquisitions for
true emergency situations. This DOES NOT include acquisitions not
included in the acquisition plan based on known budget information at
the time of CAP due date. It applies to true emergency acquisitions such
as those experienced in the aftermath of Hurricanes Katrina and Rita. In
such events, the requirement for a written acquisition plan is waived.
However, an oral plan will be agreed to and will be memorialized in the
acquisition file by the Contract Specialist processing the acquisition.
This memorialization will include a summary of the oral plan, the name
of the approver, and the nature of the urgency that justifies the use of
an oral plan. The summary must be included in any justification for
using other than full and open competition required by FAR 6.302-2(c)
(justification for other than full and open competition based on unusual
and compelling urgency), or for using an exception to the fair
opportunity process required by FAR 16.505(b)(4) (justification for
soliciting award from only one awardee under a multiple award Indefinite
Delivery, Indefinite Quantity type contract). The summary may be
prepared after award if preparation before award would unreasonably
delay the acquisition. A copy of every such oral plan memorialization
shall be provided to the Bureau Procurement Official (the Director,
Acquisition and Grants Office). These plans do not have to be included
in an update to the CAP, but are required to be identified by a plan
number configured as follows:

Acquisition Office Code, FY, sequential number by Acquisition Office
(e.g., AB-07-0001).

**Part III. Processing PRs**

A. Relationship Between PRs and APP Line Items

After assignment of the FY 2008 Advance Procurement Plan (APP) Number by
the AGO, L/SOs will be provided with an updated copy of their CAP. This
APP Number must be referenced on the requisition submitted to the
acquisition office. There should be only one requisition associated with
each APP line item number with the following exceptions:

> 1\. An amendment to a requisition decreasing the dollar amount of a
> requisition previously received in the cognizant acquisition division
> that is [**not Closed.**]{.underline} (See B below).
>
> 2\. An amendment to a requisition increasing the dollar amount of a
> previously received requisition in the cognizant acquisition division
> that is **[not Closed.]{.underline}** (See B below).

B. Amended Requisitions

> Requisitions can only be amended if the original Requisition has
> [not]{.underline} been awarded and closed out. If the original
> requisition has been awarded and closed out, a new requisition number
> must be assigned.
>
> Note: Amended requisitions for additional funds should be numbered as
> an amendment to the original. If additional funds are needed in order
> to proceed with an award, those funds must be requested and received
> before the award can be made.

C. Deficient Requisitions

> Any Requisition submitted without an APP line item number or does not
> fully adhere to these instructions will be deemed deficient. The
> Requisition will not be processed in the acquisition division until
> the deficiency is corrected. Only the cognizant HCO can grant an
> exception to this policy. A Requisition that fails to include
> appropriate supporting documentation and/or clearances/approvals will
> also be considered deficient. The development of the acquisition
> strategy (one or more conversations between the initiator and the
> assigned contract specialist) should lead to a complete understanding
> of what needs to be submitted with the requisition and, wherever
> possible, draft versions of the supporting documentation should be
> provided in advance to the assigned Contract Specialist for
> review/concurrence. This will mitigate the need to send documents back
> to the initiator for revisions.
>
> Deficient requisitions will be handled as follows:
>
> 1\. A requisition that shows a total dollar amount over \$100,000 will
> be treated as an individual APP line item requisition. The cognizant
> HCO will contact the responsible individual in the Line/Staff Office
> to have an individual APP line item created.
>
> 2\. In all cases, a maximum of 14 calendar days will be allowed for
> the correction of all identified deficiencies. If the identified
> deficiencies have not been corrected by the close of business on the
> 14^th^ day, the requisition will be returned to the initiator for
> re-negotiation of a milestone plan for the APP and re-submittal of the
> corrected package to the cognizant acquisition office.

**Part IV. Procedure for Negotiating/Preparing Milestone Plans (MP) and
Establishing the Governing MP Dates**

A. Negotiating and Preparing an MP

The Milestone Plan is based on the Procurement Action Lead Times for the
various types of acquisitions included in the NOAA Acquisition Handbook.
The standard lead times will be utilized unless mutually agreed to by
the Initiator, the assigned Contract Specialist and the appropriate AGO
approving official. The milestones identified for each type of
acquisition reflect the procedural steps that must be taken in order to
execute the acquisition and reflect the normal processing time for
completing each step in the process. An MP must be generated for all new
contract actions and is required at the discretion of the cognizant HCO
for any acquisition other than a new contract. Once an acquisition has
begun, it is the responsibility of the assigned Contract Specialist to
maintain the currency of the milestone plan.

The assigned Contract Specialist will initiate discussions with the
assigned COR early in the planning process to gain a better
understanding of the requirement, to develop an appropriate acquisition
strategy and to share with the COR the steps in the process and what the
COR's responsibilities will be at each step of the process. The NOAA
Acquisition Handbook provides similar guidance. The COR needs to be
current in all required training and must understand the planned
acquisition and his/her roles/responsibilities once the contract has
been awarded. As well, it may be necessary to include (if not already
included) appropriate performance standards in the designated CORs
annual performance plan to include performance standards for their COR
responsibilities and duties depending on the level of commitment
necessary to execute COR responsibilities.

B. Completing an MP and Establishing Planned MP Dates for an APP Line
Item

MPs establish planned dates for submittal of the acquisition request to
the acquisition office and a planned award date, as well as, key
milestones in the acquisition process appropriate for the individual
acquisition. Any revision to the established submittal date of the
acquisition request to the cognizant acquisition office and the planned
award date established in the MP requires that the MP be renegotiated by
the Contract Specialist and Project Officer and approved by the AGO
approving official.

Negotiated MP dates must be adhered to regardless of the cutoff dates
shown in Exhibit 1, Purchase Request Receipt Cutoff Dates. The MP
establishes the specific cutoff date for submission of the planned
acquisition request to the cognizant acquisition office and supersedes
the generic dates established in the PR Receipt Cutoff Dates and
reflects the specific steps that must be accomplished in the execution
of the specific acquisition.

**Part V. Processing Acquisition Requests**

A. Grace Period for Late Requisitions Associated with MPs

A Requisition identified with an APP line item number that is received
in the cognizant acquisition division up to 5-calendar days past the
planned requisition submittal date on the MP will be accepted in the
cognizant acquisition office as timely. A late requisition is defined as
a requisition that is received more than 5 calendar days past the
planned requisition submittal date specified in the MP.

B. Acquisition Division Processing of a Late Requisition

Late requisitions are routed directly to the responsible Acquisition
Division. On a case-by-case basis, the cognizant HCO has the right to
retain or return a late requisition. If the requisition is retained, the
Division may elect to renegotiate the MP and generate a new one to
reflect the new planned award date. If it is determined that the
requisition should be returned to the initiating component or otherwise
re-routed, the requisition is returned and an e-mail notification is
prepared to the initiating component. If the HCO decides the APP line
item should be deleted, he/she informs the designated Component Planning
Coordinator.

C. Deletion of an APP Line Item Number

If an APP line item number is no longer needed, it should be deleted.

D. Acquisition Division Processing of a New APP Line Item (Unplanned)

Requisitions that arrive in any NOAA acquisition division without an APP
line item cannot be routed to a Contract Specialist until the APP line
item is entered into the CAP by the initiator and approved by the
appropriate approval chain within the component. The requisition will
then be associated with the APP line item and routed to the appropriate
Specialist for processing.

**Part VI. Duties and Responsibilities of the CPC**

It is recommended that each Line and Staff Office designate an
appropriate individual to

serve as the Component Planning Coordinator (CPC). The duties and
responsibilities of the

CPC as they relate to Acquisition Planning are:

A. Focal point for acquisition planning in their component.

B. Receive and disseminate planning information from AGO to all
appropriate individuals within their component.

C. Educating individuals within their component who are substantially
involved in the NOAA acquisition planning process.

D. Assisting their component's management and Program Managers with
obtaining information on acquisition planning and acquisition status.

**Exhibit 1**

Fiscal Year 2007 and 2008 Procurement Cutoff Dates

In accordance with the Year End Closing Instructions issued by the
Finance Office, all Fiscal Year (FY) 2007 obligations must be recorded
by **9/21/2007**.

The following cutoff dates have been established by the Acquisition and
Grants Office for receipt of FY 2007 and 2008 procurement requests. The
FY 2007 dates should also be used as a guide for the submission of FY
2008 procurement requests for new or continued services with a start
date of October 1, 2007. Please use these dates as guidelines in
planning your procurement requests.

**[Dollar Value of Procurement Action]{.underline} [FY 2007 Cutoff
Date]{.underline}\* [FY 2008 Cutoff Date]{.underline}\***

\$0.00 - \$24,999.99 August 31, 2007 August 29, 2008

\$25,000.00 - \$100,000.00 July 17, 2007 July 17, 2007

Any order for **services** against an existing June 29, 2007 June 27,
2007

contract (GSA Schedule, GWAC, IDIQ)

Any other order against an existing August 1, 2007 August 1, 2007

contract (GSA Schedule, GWAC, IDIQ)

\$100,001.00 - \$499,999.00 May 1, 2007 May 1, 2007

\$500,000.00 - \$4,999,999.99 February 28, 2007 February 28, 2007

\$5,000,000.00 - \$9,999,999.99 January 30, 2007 January 30, 2007

\$10,000,000.00 and up October 1, 2006 October 1, 2007

\*Assumes receipt of a complete procurement request package (ready
requisition) with all necessary approvals and documentation.

These cutoff dates are provided as general guidance to be utilized when
developing component acquisition plans. Each planned acquisition will
have a milestone plan negotiated between the assigned Contract
Specialist and the Project Officer which will establish submittal and
completion dates for each acquisition.

While some of the dates for FY 2007 have already passed, the above dates
are not inconsistent with cutoff dates established in prior fiscal years
and they were provided to all Line and Staff Offices by memorandum from
the Director, Acquisition and Grants Office, on February 28, 2006. These
cutoff dates have been established based on many years of application of
the statutory and regulatory requirements governing the processing of
acquisitions in the federal Government and are calculated to permit full
compliance with those statutes and regulations and to accommodate the
increased acquisition workload that occurs at the end of each fiscal
year. If there are acquisitions valued at \$100,000 or more to be
submitted for award in FY 2007, the requesting program office should
immediately contact their servicing Acquisition Management Division to
discuss acquisition strategy and to determine the feasibility of
processing the acquisition this fiscal year recognizing the statutory,
regulatory and policy requirements associated with acquisitions of this
dollar value and higher.

In keeping with long-standing policy, all requisitions will be accepted
for processing, no matter when they are received and handled on a "best
efforts" basis. However, for FY 2007 procurement requests received after
the established cutoff dates will require compliance with the direction
provided in the March 16, 2007, memorandum (copy attached) to Staff
Office Directors, AAs, DAAs, CFOs and HCOs.

To assist program offices in planning for current and future
acquisitions, the Type of Acquisition Action (TAA) List, Exhibit 2,
found under Part 7 of the NOAA Acquisition Handbook provides standard
procurement action lead times. These are generically established lead
times for processing acquisitions of different types and dollar values.
We are working to refine these lead times as part of our advance
acquisition planning process and after tracking actual processing times
this fiscal year.

Attachment 1 - Late Submittal Template

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March 16, 2007

MEMORANDUM FOR: Staff Office Directors

Assistant Administrators

Deputy Assistant Administrators

Chief Financial Officers

Heads of Contracting Offices

FROM: Helen Hurcombe ***/original signed by/***

Director

Subject: FY 2007 Cut-Off Dates for Submission of Acquisitions to AGO

By memorandum dated October 20, 2006, I issued instructions regarding
the process for gaining approval for LO/SOs for the Acquisition and
Grants Office to accept acquisitions beyond the established cut-off
date. That process included obtaining my concurrence and the approval of
the Deputy Under Secretary (DUS). The Continuing Resolution this fiscal
year has made it difficult, but not impossible, to comply with the
published submission cut-off dates. Most program offices have approached
spending conservatively and have not submitted planned acquisitions
pending receipt of final appropriations for the fiscal year. I am now
being asked to modify the approval process for submission of delinquent
planned acquisitions. Recognizing the need for NOAA to obligate funding
in the maximum amount possible to avoid significant carry-overs, the
approval process is being modified for [this fiscal year
only]{.underline}. This process has been discussed and concurred in by
the DUS.

Program offices with acquisitions, which will not be or have not been
submitted prior to the established cut-off dates, must take the
following steps:

1.  The Program Office requestor shall contact their servicing HCO to
    discuss the proposed requirement. Jointly, the HCO and the requestor
    will develop an acquisition strategy and milestone plan for
    accomplishing that strategy. Both the HCO and the requestor need to
    discuss during this strategy session what documentation must be
    received with the requisition in order for AGO to proceed with
    processing the requirement. Both HCO and requestor will sign the
    milestone plan (format attached). The requestor will provide a
    prioritization of their requirement, reflecting the concurrence of
    their LO/SO Chief Financial Officer, keeping in mind that not every
    acquisition can be the requestor's number 1 priority and that each
    LO/SO may need to prioritize requirements across their entire
    organization.

2.  The milestone plan, acquisition strategy and prioritization will be
    forwarded, electronically, to the Director and Deputy Director, AGO,
    for review and approval.

3.  Our decision will be provided following discussions with the
    cognizant HCO regarding other workload within their organization and
    the possibility, and associated risks, of being able to complete the
    delinquent requirement.

4.  A decision will be issued by the Director or Deputy Director, AGO,
    as expeditiously as possible. Quick turnaround is based upon the
    adequacy, realism and soundness of the proposed acquisition strategy
    and milestone plan.

5.  Any disagreement with the AGO decision may be appealed to the DUS.

The decision on whether to accept or reject a requested late acquisition
will be based on compliance with acquisition regulations and policy and
resources available to execute the acquisition. As well, failure to
provide a complete requisition package by the agreed to submission date
will result in the requisition being returned to the requestor without
action. Resubmission of any returned requisition will require the
concurrence of the AGO Director and approval of the DUS under the
previously established approval process.

cc: Deputy Under Secretary

Exhibit 1

**MILESTONE PLAN**

**Description\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_**

Priority\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ CFO
Concurrence\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

> (CFO Signature or e-mail
>
> concurrence attached)

Acquisition Strategy: (address solicitation method, set aside
determination, type of contract, funds availability, suggested vendors,
market research conducted, clearances required)

**Milestone Plan**

**[Date]{.underline}**

1.  Requisition received by the Contracting Officer
    \_\_\_\_\_\_\_\_\_\_\_

2.  Requisition review by CO for completeness/adequacy
    \_\_\_\_\_\_\_\_\_\_\_

3.  Set Aside Determination \_\_\_\_\_\_\_\_\_\_\_

4.  Special Approvals obtained \_\_\_\_\_\_\_\_\_\_\_

5.  Submission of Acquisition Plan (if required) \_\_\_\_\_\_\_\_\_\_\_

6.  Legal review of Acquisition Plan (if required)
    \_\_\_\_\_\_\_\_\_\_\_

7.  BPO review of Acquisition Plan (if required) \_\_\_\_\_\_\_\_\_\_\_

8.  Acquisition Review Board (if required) \_\_\_\_\_\_\_\_\_\_\_

9.  Approval of Acquisition Plan \_\_\_\_\_\_\_\_\_\_\_

10. FedBizOps Announcement posted \_\_\_\_\_\_\_\_\_\_\_

11. Solicitation review(s) and clearances (OGC, CRB, BPO)
    \_\_\_\_\_\_\_\_\_\_\_

12. Issuance of solicitation \_\_\_\_\_\_\_\_\_\_\_

13. Pre-proposal/pre-bid conference (if required) \_\_\_\_\_\_\_\_\_\_\_

14. Solicitation closes \_\_\_\_\_\_\_\_\_\_\_

15. Technical Evaluation completed \_\_\_\_\_\_\_\_\_\_\_

16. Business Evaluation completed \_\_\_\_\_\_\_\_\_\_\_

17. Competitive Range/Pre-Negotiation Objectives established
    \_\_\_\_\_\_\_\_\_\_\_

18. Complete negotiations/revised final proposals received
    \_\_\_\_\_\_\_\_\_\_\_

19. Evaluation of final proposals completed \_\_\_\_\_\_\_\_\_\_\_

20. Source Selection/Price Negotiation Memorandum completed
    \_\_\_\_\_\_\_\_\_\_\_

21. Contract review(s) and clearance(s) (OGC, CRB, BPO)
    \_\_\_\_\_\_\_\_\_\_\_

22. EEO Compliance Review received (if required) \_\_\_\_\_\_\_\_\_\_\_

23. Award and Public Announcement \_\_\_\_\_\_\_\_\_\_\_

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Requestor Signature Date HCO Signature Date

BPO Decision: ( ) Approved ( ) Denied ( ) Let's talk

**Exhibit 2**

**Procurement Action Lead Times**

**Type of Acquisition Action**

  ---------- ---------------------------------------------------------- ------------
  **Code**   **Description**                                            **PALT\***

  201        Delivery Orders & Simplified Acquisition up to \$25,000    15

  202        Simplified Acquisition over \$25,000 to \$100,000          75

  203        Delivery or Task Orders Over \$25,000                      30

  204        Complex Delivery or Task Orders                            60

  205        Simplified Acquisition \$2,501-\$100,000 Wage              100
             Determination Required                                     

  206        Test Program for Commercial Items \$100,000 to \$5,000,000 120

  210        Sealed Bid \$100,000 to \$500,000                          94

  211        Sealed Bid, \$500,000 to Indefinite                        106

  212        Sealed Bid, \$100,000 to \$500,000, Wage Determination --  138
             Location Known                                             

  213        Sealed Bid, \$500,000 to Indefinite, Wage Determination -- 150
             Location Known                                             

  214        Sealed Bid, \$100,000 to \$500,000, Wage Determination --  146
             Location Unknown                                           

  215        Sealed Bid, \$500,000 to Indefinite, Wage Determination -- 158
             Location Unknown                                           

  220        Negotiated Competitive, \$100,000 to \$10,000,000          180

  221        Negotiated Competitive, \$10,000,000 to indefinite         201

  222        Negotiated Noncompetitive, \$100,000 to indefinite         174

  223        Negotiated Competitive, \$100,000 - \$10,000,000, Wage     224
             Deter.-Location Known                                      

  224        Negotiated Competitive, \$10,000,000 to indefinite, Wage   239
             Deter. -- Location Known                                   

  225        Negotiated Competitive, \$100,000 - \$10,000,000, Wage     222
             Deter. -- Location Unknown                                 

  226        Negotiated Competitive, \$10,000,000 -- Indefinite, Wage   243
             Deter. -- Location Unknown                                 

  227        Negotiated Noncompetitive - \$100,000 -- Indefinite, Wage  222
             Deter. -- Location Unknown                                 

  230        Modification to Order                                      21

  231        Misc. Modification -- Administrative Change                20

  232        Misc. Modification -- Funding \$0 -- Indefinite            30

  233        Misc. Modification -- Option \$0 -- Indefinite             40

  234        Misc. Modification -- Unilateral Change Order - \$0 --     30
             Indefinite                                                 

  235        Misc. Modification -- Option \$0 -- Indefinite, Wage       75
             Determination                                              

  240        Supplemental Agreement up to \$25,000, outside scope       67

  241        Supplemental Agreement \$25,000 - \$500,000, outside scope 142

  242        Supplemental Agreement, \$500,000 to Indefinite, outside   163
             scope                                                      

  243        Supplemental Agreement up to \$25,000, outside scope, wage 118
             determination                                              

  244        Supplemental Agreement \$25,000 to \$500,000, outside      150
             scope, wage determination                                  

  250        8(a) Acquisition, \$0 - \$3,000,000 (\$0 - \$5,000,000 if  146
             manufacturing)                                             

  251        8(a) Acquisition \$3,000,000 -- indefinite (\$0 -          186
             \$5,000,000 -- Indefinite if manufacturing                 

  252        8(a) Supplemental Agreement \$0 -- Indefinite              112

  253        8(a) \$0 - \$3,000,000 (\$0 - \$5,000,000 if               157
             manufacturing) Wage Determination -- Location Known        

  254        8(a) \$3,000,000 -- indefinite (\$5,000,000 - indefinite   226
             if manufacturing) Wage Determination -- Location Unknown   

  255        8(a) \$0 - \$3,000,000 (\$0 - \$5,000,000 if               182
             manufacturing) Wage Determination -- Location Unknown      

  256        8(a) \$3,000,000 -- Indefinite (\$5,000,000 -- Indefinite  228
             if manufacturing) Wage Determination -- Location Unknown   

  257        8(a) Supplemental Agreement \$2,501 -- Indefinite, Wage    154
             Determination                                              

  260        A-76 Negotiated Competitive, \$100,000 - \$10,000,000,     322
             Wage Determination -- Location Known                       

  261        A-76 Negotiated Competitive \$10,000,000 -- Indefinite;    
             Wage Determination, Location Unknown                       

  262        A-76 Negotiated Competitive \$100,000 - \$10,000,000, Wage 
             Determination, Location Unknown                            

  263        A-76 Negotiated Competitive \$10,000,000 -- Indefinite,    
             Wage Determination, Location Unknown                       

  264        A-76 Sealed Bid \$100,000 - \$500,000, Wage Determination, 
             Location Known                                             

  265        A-76 Sealed Bid \$500,000 -- Indefinite, Wage              
             Determination, Location Known                              

  266        A-76 Sealed Bid \$100,000 - \$500,000, Wage Determination, 
             Location Unknown                                           

  267        A-76 Sealed Bid \$500,000 -- Indefinite, Wage              
             Determination, Location Unknown                            

  270        NISH Contract                                              282

  271        NISH Supplemental Agreement                                222

  276        A&E Negotiated Competitive \$100,000 -- Indefinite         218

  280        Misc. Supplemental Lease Agreement                         91

  999        Awards up to \$2,500 (Pilot)                               5
  ---------- ---------------------------------------------------------- ------------

\*Days

**Exhibit 3**

**Acquisition Points of Contact**

**[Office]{.underline}** **[Contact Point]{.underline}** **[Phone
No.]{.underline}** **[e-Mail Address]{.underline}**

High Performance Computing Ruth Wright 301-713-3525 Ruth.Wright@noaa.gov

Acquisition Staff X196

Satellite Program Acquisition Staff David Runner 1-443-745-8544
David.Runner@noaa.gov

301-495-7040

NWS Acquisition Division William Voitk 301-713-3405
William.Voitk@noaa.gov

X153

NESDIS Acquisition Division Tom Genovese 301-713-3478
<Tom.Genovese@noaa.gov>

X170

NOS/NMFS/OAR Acquisition Mitch Ross 301-713-0820
<Mitchell.J.Ross@noaa.gov>

X108

Staff Office/External Client Lawrence Frazier 301-713-0838
<Lawrence.B.Frazier@noaa.gov>

Acquisition Division Acting X190

Eastern Region Acquisition Jack Salmon 757-441-6893
<Jack.O.Salmon@noaa.gov>

Division

Central Region Acquisition Jeanie Jennings 816-426-7458
<Jeanie.M.Jennings@noaa.gov>

Division

Mountain Region Acquisition Karen Vanzant 303-497-3515
Karen.Vanzant@noaa.gov

Division

Western Region Acquisition Heide Sickles 206-526-6033
<Heide.L.Sickles@noaa.gov>

Division

NDBC Acquisition Office Marilyn Clark 228-688-2382
[Marilyn.Clark@noaa.gov](mailto:Tim.Black@noaa.gov)