PART 1807

# ACQUISITION PLANNING

# TABLE OF CONTENTS

**SUBPART [1807.1](#subpart-1807.1--acquisition-plans) ACQUISITION
PLANS**

1807.103 Agency-head responsibilities.

1807.104 General procedures.

1807.105 Contents of written acquisition plans.

1807.107 Additional requirements for acquisitions involving bundling.

1807.107-70 Orders against Federal Supply Schedule contracts or other
indefinite-

delivery contracts awarded by another agency.

1807.170 Procurement Strategy Meeting (PSM).

**SUBPART [1807.2](#OLE_LINK2) PLANNING FOR THE** **PURCHASE OF SUPPLIES
IN**

#  ECONOMIC QUANTITIES

1807.204 Responsibilities of contracting officers.

**SUBPART [1807.5](#subpart-1807.5--inherently-governmental-functions)
INHERENTLY GOVERNMENTAL FUNCTIONS**

1807.503 Policy.

**SUBPART [1807.70](#OLE_LINK70) CONSOLIDATED CONTRACTING**

1807.7000 General.

**SUBPART [1807.71](#subpart-1807.71--master-buy-plan) MASTER BUY PLAN**

1807.7100 General.

1807.7101 Applicability.

1807.7102 Submission, selection, and notification procedures.

1807.7102-1 Submission of Master Buy Plan.

1807.7102-2 Submission of amendments to the Master Buy Plan.

1807.7102-3 Selection and notification procedures.

1807.7103 Format of Master Buy Plan.

**SUBPART [1807.72](#subpart-1807.72--acquisition-forecasting)
ACQUISITION FORECASTING**

1807.7200 Policy.

1807.7201 Definitions.

1807.7202 Responsibilities.

1807.7203 Forecast data.

## PART 1807

#  ACQUISITION PLANNING

## 

## Subpart 1807.1\--Acquisition Plans

**1807.103 Agency-head responsibilities.**

(d)**(i)** Except as provided in paragraph (d)(iii) of this section,
acquisition plans shall be prepared according to the following:

**(A)** For acquisitions requiring Headquarters approval, by an
Procurement Strategy Meeting (PSM) (see 1807.170);

**(B)** For acquisitions not requiring Headquarters approval and
expected to exceed \$10 million, by installation-approved PSMs or
written acquisition plans; and,

**(C)** For acquisitions not expected to exceed \$10 million, in
accordance with installation procedures.

**(ii)** The estimated dollar amounts shall include all options and
later phases of the same program or project.

**(iii)** Acquisition plans are not required for the following
acquisitions:

**(A)** Architect-engineering services;

**(B)** Broad agency announcements (see 1835.016) or unsolicited
proposals;

**(C)** Basic research from nonprofit organizations;

**(D)** Utility services available from only one source;

**(E)** From or through other Government agencies except when the value
of the acquisition meets the Master Buy Plan threshold (see 1807.7101);
or

**(F)** Industrial facilities required in support of related contracts.

**(iv)** Acquisition plans shall be approved before soliciting
proposals.

**(v)** Approval of an acquisition plan does not constitute approval of
any special conditions, or special clauses that may be required unless
the plan so specifies, and the individual having approval authority is a
signatory of the plan. All required deviations shall be approved through
the procedures described in [**FAR
1.4**](http://www.arnet.gov/far/current/html/Subpart 1_4.html#wp1044104)
and
[**1801.4.**](http://www.hq.nasa.gov/office/procurement/regs/1801.htm#P149_8989)

**(vi)** A single acquisition plan may be used for all phases of a
phased acquisition provided the plan fully addresses each phase, and no
significant changes occur after plan approval to invalidate the
description of the phases. If such significant changes do occur, the
plan shall be amended and approved at the same level as the original
plan.

\(e\) Acquisition plans should be prepared on a program or system basis
when practical. In such cases, the plan should fully address all
component acquisitions of the program or system.

**1807.104 General procedures.**

\(a\) The acquisition planning team shall obtain input from the center
offices responsible for matters of safety and mission assurance,
occupational health, environmental protection, information technology,
export control, and security to ensure that all NASA acquisitions are
structured in accordance with NASA policy in these areas. As part of
this process, the team shall recommend any appropriate solicitation or
contract requirements for implementation of safety, occupational health,
environmental, information technology, export control, and security
concerns. (See NPR 8715.3, NASA Safety Manual; NPR 7120.5, NASA Program
and Project Management Processes and Requirements; NPR 2810.1, Security
of Information Technology, and NPR 1600.1, Security Program Procedural
Requirements, all available at
**[http://nodis3.gsfc.nasa.gov](http://nodis3.gsfc.nasa.gov/)/**).

**1807.105 Contents of written acquisition plans.**

Acquisition plans shall address each applicable topic listed in [**FAR
7.105**](http://www.arnet.gov/far/current/html/Subpart 7_1.html#wp1098095),
as supplemented by this section. Plans shall be structured by subject
heading using each italicized topic heading in the same sequence as
presented in the FAR. Subheadings should be used when appropriate (e.g.,
the separate items under contracting considerations at 7.105(b)(4)).
Topics not applicable to a given acquisition (e.g., design-to-cost and
should-cost are not compatible with service acquisitions), should be
marked N/A. The requirements in FAR 7.105 regarding performance-based
acquisition methods shall not be limited to acquisition plans for
service contracts.

(a)(1) Describe in nontechnical terms the supplies or services to be
acquired. Include quantities.

(a)(2) [**NPR
7120.5**](http://nodis3.gsfc.nasa.gov/displayDir.cfm?Internal_ID=N_PR_7120_005C_&page_name=main)
shall be an integral part of acquisition planning for programs and
projects subject to its requirements. If the NPR does not apply, the
acquisition plan shall clearly state that fact. If the NPR does apply,
specify whether all required NPR 7120.5 documentation is current and
approved. If not, describe the approach for obtaining approval or the
authority to proceed without approval before release of draft or final
solicitations. For programs and projects under the NPR, all draft or
final solicitations subject to, or directly or substantially in support
of, those programs or projects shall clearly identify the program or
project of which they are part.

(a)(3) Identify the estimated cost and describe the estimating
methodology.

(a)(5) Specify the delivery or performance period requirements
separately by the basic contract, each option, and the total. Provide
supporting rationale, which describes the relationship between the
technical requirements and the proposed period of performance, including
the basis for the decision regarding duration and the appropriateness of
the inclusion of options.

(a)(7) Discuss project/program risks (see [**NPR
7120.5**](http://nodis3.gsfc.nasa.gov/displayDir.cfm?Internal_ID=N_PR_7120_005C_&page_name=main),
NASA Program and Project Management Processes and Requirements). In
addition to technical, schedule, and cost risks, the discussion shall
include such considerations as: safety and security (including
personnel, information technology, and facilities/property); the need to
involve foreign sources (contractor and/or governmental), and risks of
unauthorized technology transfer (see [**NPD
2110.1E**](http://nodis3.gsfc.nasa.gov/displayDir.cfm?Internal_ID=N_PD_2110_001E_&page_name=main)
and Export Control Program
(<http://www.hq.nasa.gov/office/oer/nasaecp/Welcome.html>)); and
resource risk, including the necessary level and expertise of NASA
personnel resources available to manage the project/program. For each
area of risk identified, the discussion shall include a quantification
of the relative magnitude (e.g., high, medium, low) together with the
specific actions taken to structure the acquisition approach to manage
the risks throughout the acquisition process. For example, this
discussion would identify those areas that have safety risk, discuss how
safety is addressed in contract requirements and evaluated in the source
selection, and how it will be managed and incentivized during contract
performance. Decisions to accept, mitigate, track, and/or research risk
factors shall be identified and documented as part of acquisition
planning.

(a)(8) Streamlining applies to all NASA acquisitions. Describe all
planned streamlining procedures.

(b)(3) Discuss the source selection approach (trade-off, lowest price
technically acceptable, combination of approaches) and the rating method
(numerical scoring, acceptable/unacceptable, adjectival) to be used, how
it will be used and why it is expected to result in the selection of the
best value to NASA. Address how cost realism will be evaluated.

(b)(4)**(A)** If an incentive contract is planned, describe the planned
incentive(s) and the anticipated effects.

**(B)** Describe subcontracting issues, including all applicable
subcontracting goals. (See [**FAR Part
19**](http://www.arnet.gov/far/current/html/FARTOCP19.html#wp223561) and
Part 1819).

(b)(5)**(A)** Identify the estimated cost separately by the basic
contract, each option and total amount.

**(B)** Identify the funding by fiscal year and NASA Structure
Management project number.

**(C)** Discuss planned approaches to eliminate funding shortfalls (vs.
the estimated cost).

(b)(6) Identify the type of work statement/specification planned.
Specifically address the applicability of performance work statements
and the availability of commercial sources for the supplies/services.

(b)(10) Address contract management issues, including **\--**

**(A)** Planned delegations of administrative functions; and

**(B)** When contract changes are anticipated, the plan to manage such
changes and the specific measures that will be taken to minimize the
issuance of undefinitized contract actions.

\(b\) (20) If the period between release of solicitation to contract
award is more than 120 calendar days (180 days for formal SEB
competitions), explain why that goal cannot be met.

**1807.107 Additional requirements for acquisitions involving
bundling.**

\(c\) Requests for approval of proposed bundlings that do not meet the
thresholds in [**FAR
7.107(b)**](http://www.arnet.gov/far/current/html/Subpart 7_1.html#wp1098159)
must be sent to the Headquarters Office of Procurement (Code HS).

\(e\) The substantial bundling documentation requirements applies to
each proposed NASA bundling expected to exceed \$5 million or more. The
contracting officer must forward the documentation along with the
measurable benefits analysis required by FAR 7.107(b) to the
Headquarters Office of Procurement (Code HS) in sufficient time to allow
a minimum of 10 days for review.

**1807.107-70 Orders against Federal Supply Schedule contracts or other
indefinite-delivery contracts awarded by another agency.**

The FAR and NFS requirements for justification, review, and approval of
bundling of contract requirements also apply to an order from a Federal
Supply Schedule contract or other indefinite-delivery contract awarded
by another agency if the requirements consolidated under the order meet
the definition of \"bundling\" at [**FAR
2.101**](http://www.arnet.gov/far/current/html/Subpart 2_1.html#wp1145507).

**1807.170 Procurement Strategy Meeting (PSM).**

\(a\) The PSM is an acquisition plan conducted through a meeting
attended by all interested NASA offices. The online Guide for Successful
Headquarters Procurement Strategy Meetings (PSMs) can be found at the
following URL:
[**http://ec.msfc.nasa.gov/hq/library/PSMs.html**](http://ec.msfc.nasa.gov/hq/library/PSMs.html).
At the meeting, the acquisition plan topics and structure specified in
1807.105 are presented in briefing format, and formal written minutes
prepared to summarize the decisions, actions, and conclusions of the ASM
members. The approved minutes, along with the briefing charts, shall be
included in the contract file to document completion of the acquisition
plan required by 1807.103.

\(b\) The PSM is not a requirements definition meeting. It is a meeting
to seek approval for the proposed acquisition approach for requirements
that were previously defined and agreed to by the cognizant offices.

\(c\) Headquarters PSMs will be chaired by the Assistant Administrator
for Procurement or designee. The Headquarters Office of Procurement
(Program Operations Division) will prepare the minutes of Headquarters
ASMs and distribute them to all attendees for review prior to approval
by the PSM chairperson.

\(d\) For field installation PSMs, the minutes shall be approved in
accordance with installation procedures.

**Subpart** []{#OLE_LINK2 .anchor}**1807.2\--Planning for the Purchase
of Supplies in Economic Quantities**

**1807.204** **Responsibilities** **of** **contracting** **officers.**

\(a\) The contracting officer shall transmit in writing to the cognizant
inventory management/requirements office either the actual offeror
responses or a summary of their salient points. The transmittal should
be made within five working days after the closing date for receipt of
offers; however, if a response indicates the potential for a significant
savings, it should be transmitted immediately.

## Subpart 1807.5\--Inherently Governmental Functions

**1807.503 Policy.**

\(e\) The field installation requirements office shall provide the
contracting officer the written determination that none of the statement
of work tasks are inherently governmental. Disagreements regarding the
determination shall be resolved in accordance with installation
procedures.

**Subpart** []{#OLE_LINK70 .anchor}**1807.70\--Consolidated
Contracting**

**1807.7000 General.**

The Consolidated Contracting Initiative (CCI) is NASA's commitment to
the cooperative creation and utilization of contracts, whenever
practicable, to meet common Agency needs. CCI aims at improving
acquisition efficiency by identifying and logically combining similar
requirements. Complete information on the initiative, with its
implementation guidance, is available in the internet
([**http://prod.nais.nasa.gov/cgi-bin/cci/first.cgi**](http://prod.nais.nasa.gov/cgi-bin/cci/first.cgi)).

## Subpart 1807.71\--Master Buy Plan

**1807.7100 General.**

The Master Buy Plan provides information on planned acquisitions to
enable management to focus its attention on a representative selection
of high-dollar-value and otherwise sensitive acquisitions.

**1807.7101** **Applicability.**

\(a\) The Master Buy Plan applies to each negotiated acquisition,
including supplemental agreements, and acquisitions through or from
other Government agencies, where the dollar value, including the
aggregate amount of options, follow-on acquisitions, or later phases of
multi-phase acquisitions, is expected to equal or exceed \$50,000,000.

\(b\) For initial annual Master Buy Plan submission only, each
installation shall submit its three largest acquisitions regardless of
dollar value and all acquisitions over \$50,000,000.

\(c\) The procedure also applies to:

\(1\) Any supplemental agreement that contains either new work, a debit
change order, or a credit change order (or any combination/
consolidation thereof), if the absolute value of the actions equals or
exceeds \$50,000,000 (e.g., the absolute value of a supplemental
agreement adding \$30,000,000 of new work and deleting \$30,000,000 of
work is \$60,000,000, and is therefore subject to the Master Buy Plan).

\(2\) Any supplement agreement that contains one or more elements (new
work and/or individual change orders) of a sensitive nature that, in the
judgment of the installation or Headquarters, warrants Headquarters
consideration under the Master Buy Plan, even though the value does not
equal or exceed \$50,000,000.

\(3\) Any cooperative agreement notice where the total value (the
Government\'s contribution plus the contribution of the recipient) of
any resulting cooperative agreement is expected to equal or exceed
\$50,000,000.

\(4\) All new acquisitions excluding supplemental agreements, where the
total value is expected to exceed \$10,000,000, and the estimated
Exploration Systems Mission Directorate (ESMD) or Space Operations
Mission Directorate (SOMD) funding, or the combined estimated ESMD/SOMD
funding, exceeds 50 percent of the total value of the acquisition.

\(5\) Any acquisition designated by NASA Headquarters regardless of its
value.

\(d\) The Master Buy Plan does not apply to incremental funding actions
or termination settlement agreements.

**1807.7102 Submission, selection, and** **notification procedures.**

**1807.7102-1 Submission of Master Buy** **Plan.**

\(a\) Prior to July 15th of every year, each installation shall submit
to the Headquarters Office of Procurement (Program Operations Division)
a Master Buy Plan (electronically) for the next fiscal year, listing
every known acquisition that (1) meets the criteria in 1807.7101, (2) is
expected to be initiated in that fiscal year, and (3) has not been
included in a previous Master Buy Plan or amendment to a Master Buy
Plan.

\(b\) The fiscal year Master Buy Plan shall list all uncompleted
acquisitions selected for Headquarters review and approval from prior
Master Buy Plans and amendments to Master Buy Plans. These acquisitions
should be listed by the appropriate fiscal year Master Buy Plan and
individual item numbers, and should indicate the current status of the
individual acquisition documents previously selected for Headquarters
review and approval.

\(c\) Plans shall be prepared in accordance with 1807.7103 and shall
identify the individual acquisition documents involved for every
acquisition listed. Acquisition documents that may require Headquarters
approval will be held in abeyance until receipt of the notification
required by 1807.7102-3. This is not to preclude the planning for or
initiation of such documents up to that point where Headquarters
approval may be required.

**1807.7102-2 Submission of amendments to** **the Master Buy Plan.**

\(a\) Acquisitions identified by installations after submission of their
Master Buy Plan and meeting the criteria in 1807.7102-1(a) shall be
submitted to Headquarters in accordance with 1807.7103 and identified as
an amendment to the fiscal year Master Buy Plan submission.

\(b\) Master Buy Plan submissions should not be accomplished after the
fact. Amendments shall be submitted sufficiently in advance of contract
award date to allow Headquarters to select those acquisition documents
that will be subject to Headquarters review and approval without
creating an unacceptable delay in contract placement.

\(c\) When timely submittal is not possible, the installation shall
provide with the amendment a narrative explaining the circumstances
leading to the late submittal. A Master Buy Plan submission for a
contract change order expected to meet the criteria in 1807.7101 shall
be submitted to Headquarters immediately upon issuance of the change
order.

**1807.7102-3 Selection and notification** **procedures.**

\(a\) The Headquarters Office of Procurement (Program Operations
Division) shall select acquisition documents from the Master Buy Plan
and amendments to Master Buy Plans to receive Headquarters review and
approval and shall designate source selection officials.

\(b\) When, subsequent to document selection or delegation, an
acquisition is changed (for example, increase or decrease in dollar
amount, change in requirement), canceled, superseded, deferred, or
becomes no longer subject to the Master Buy Plan procedures in
accordance with the criteria in 1807.7101, the installation shall
immediately notify the Program Operations Division, giving the reasons.
The Program Operations Division shall notify the installation\'s
procurement office in writing of any further action that may be
required.

\(c\) Acquisition documents not selected for Headquarters review will be
subject to after-the-fact reviews by Headquarters during normal
procurement management surveys or other special reviews. Acquisition
delegations may subsequently be rescinded if a Headquarters review is
deemed appropriate.

**1807.7103 Format of Master Buy Plan.**

\(a\) In accordance with the requirements of 1807.7102-1 and
1807.7102-2, installations must prepare Master Buy Plans and amendments
to Master Buy Plans in accordance with the Master Buy Plan Database
(MBPD) instructions at
<http://www.hq.nasa.gov/office/procurement/regs/Table1807.doc> and
submit them in accordance with the MBPD User Manual Instructions listed
at <http://ec.msfc.nasa.gov/hq/library/masterbuyplan.pdf>.

\(b\) For those acquisitions subject to the MBP pursuant to
1807.7101(c)(4), installations must include the following information in
the MBP Record Fields:

HQ Funding Org: "HSFTP"

Status Schedule: SOMD Funded\_\_\_\_\_ percent; ESMD
Funded\_\_\_\_percent

Status Schedule: HCA Authority Recommendation: ESMD, SOMD or Center

In coordination with the Mission Directorates and the cognizant Center,
the HCA authority for the new procurement will be determined and
recorded in the MBP database by the Office of Procurement.

## Subpart 1807.72\--Acquisition Forecasting

**1807.7200  Policy.**

\(a\) As required by the Business Opportunity Development Reform Act of
1988, it is NASA

policy to --

\(1\) Prepare an annual forecast and semiannual update of expected
contract opportunities or classes of contract opportunities for each
fiscal year;

\(2\) Include in the forecast contract opportunities that small business
concerns, including those owned and controlled by socially and
economically disadvantaged individuals, may be capable of performing;
and

\(3\) Make available such forecasts to the public.

\(b\) The annual forecast and semiannual update are available on the
NASA Acquisition Internet

Service (http://www.hq.nasa.gov/office/procurement/).

**1807.7201  Definitions.**

**\"Class of contracts\"** means a grouping of acquisitions, either by
dollar value or by the nature of supplies and services to be acquired.

**\"Contract opportunity\"** means planned new contract awards exceeding
\$25,000.

**1807.7202  Responsibilities.**

\(a\) NASA Procurement Officers shall post the data required by
1807.7203 directly to the NASA Acquisition Internet Service not later
than October 1 for the annual forecast and April 15 for the semiannual
update.

\(b\) The Program Operations Divison will manage policy and monitor
compliance with the NASA Acquisition Forecast process.

**1807.7203  Forecast data.**

\(a\) The annual forecast shall contain \--

\(1\) Summary historical data (based on information provided by the
Headquarters Office of Procurement (Analysis Division and Program
Operations Division) on the class of contract opportunities below the
simplified acquisition threshold;

\(2\) Identification of all known contract opportunities in excess of
the simplified acquisition threshold. Each such action should be
identified as one of the three broad categories of acquisition \--
Research and Development, Services, or Supplies and Equipment and shall
include the following information:

\(i\) A brief description not to exceed ten typed lines;

\(ii\) Approximate dollar value within the following dollar ranges:
\$100,000 to \$1,000,000; \$1,000,000 to \$5,000,000; and over
\$5,000,000;

\(iii\) Anticipated time (by fiscal year quarter) for the issuance of
the solicitation;

\(iv\) Identification if it is reserved for performance by small
business concerns including those owned and controlled by socially and
economically disadvantaged individuals;

\(v\) Identification as competitive or noncompetitive; and

\(vi\) Identification and telephone number of a center point of contact.

\(b\) The semiannual report shall be an update of the data provided by
the annual forecast. This update should provide information on new
requirements not previously reported and on changes in data related to
actions previously identified.