**Department of Transportation (DOT)**

**Research and Special Programs Administration (RSPA)**

**Volpe National Transportation Systems Center (VOLPE CENTER)**

**Acquisition Management Division (DTS-85)**

**ACQUISITION MANAGEMENT DIVISION INTERNAL PROCEDURES (ADIP)**

**[NUMBER]{.underline}:** **ADIP/85-2**

**[TITLE]{.underline}:** **BID/PROPOSAL PROCEDURES RELATED TO:**

**SCHEDULING, RECEIPT, OPENING/CLOSING,**

> **OFFER DISTRIBUTION/DISPOSITION,**
>
> **AND POST-BID OPENING**

**[ISSUED]{.underline}:** **October 1, 2003**

**[CROSS REFERENCE(S)]{.underline}:** **FAR SUBPARTS 3.1, 4.8, 14.4,
15.2/TAR SUBPART**

**1215.2/TAM SUBCHAPTERS 1203.1, 1204.8, 1214.4**

**[PURPOSE]{.underline}**: This ADIP sets forth the procedures to be
followed by Volpe Center Acquisition Management Division personnel when
receiving offers, scheduling and conducting bid openings or proposal
closings (including logistic considerations and proposal
distribution/disposition), and performing post-bid opening activities.
While directed primarily to Contracting Officers and Specialists and Bid
Custodians, these procedures apply in some degree to all Acquisition
Management Division personnel.

**[BACKGROUND]{.underline}**: These procedures which replace previously
issued instructions dated 6/20/89, reflect the latest applicable
regulatory requirements, and update ADIP/85-2 previously issued on
06/06/01 to include updated room numbers and unsuccessful offer
disposition procedures.

**[OTHER]{.underline}**: All forms and templates related to the
following procedures have been updated and are available only
electronically. Standard Forms (SF), Optional Forms (OF) and Department
of Transportation (DOT) forms identified in these instructions are
available on the APS and in the AMD Subsite under "PROCEDURAL GUIDANCE"
then "FORMS." All Volpe Center (VNTSC) and Acquisition Management
Division (DTS-85) Forms identified in these instructions are available
in the AMD Subsite under "PROCEDURAL GUIDANCE-FORMS-VNTSC/DTS-85 FORMS."
Hard copies will not be provided.

**[ATTACHMENT(S)]{.underline}**:

(1) *VOLPE CENTER ACQUISITION MANAGEMENT DIVISION BID/PROPOSAL
    PROCEDURES RELATED TO: SCHEDULING, RECEIPT, OPENING/CLOSING, OFFER
    DISTRIBUTION/DISPOSITION, AND POST-BID OPENING.*

(2) *LISTING OF VOLPE CENTER (VNTSC) AND ACQUISITION MANAGEMENT DIVISION
    (DTS-85) FORMS APPLICABLE TO ADIP NO. 85-2.*

## ADIP NO. 85-2

**ATTACHMENT (1)**

## DATED: October 1, 2003

**Page 1 of 8**

**[VOLPE CENTER ACQUISITION MANAGEMENT DIVISION]{.underline}**

**[BID/PROPOSAL PROCEDURES RELATED TO:]{.underline}**

**[SCHEDULING, RECEIPT, OPENING/CLOSING, OFFER DISTRIBUTION/DISPOSITION,
AND POST-BID OPENING]{.underline}**

-   ***General information under the heading "GENERAL INSTRUCTIONS"
    should be reviewed by all Acquisition Management Division personnel
    to determine their duties/responsibilities (See Section I).***

-   ***"HOW TO" instructions are intended primarily for (1) the Bid
    Custodian (See Section II) and (2) the Contracting
    Officer/Specialist (See Section III).***

-   ***While these instructions principally apply to solicitations and
    offers related to the award of new contracts valued in excess of the
    Simplified Acquisition Threshold (SAT), please note that the
    proposal disposition instructions (See III.5.(d)) also apply to
    proposals received in response to a Task Order Request for Proposals
    (TORFP).***

**I. [GENERAL INSTRUCTIONS]{.underline}.**

**1. EXCEPTIONS.**

Exceptions to or deviations from these procedures must be approved by a
Contracts Branch Chief or the Acquisition Management Division Chief.
This approval must be documented in the official procurement file.

2.  **SCHEDULING RESTRICTIONS.**

> To ensure that staffing and mail delivery do not pose a problem,
> scheduling a bid opening or a proposal closing on Monday mornings or
> Friday (all day) is discouraged.

3.  **DESIGNATED OFFICIAL(S).**

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(a) The **[Bid Custodian]{.underline}** for the Volpe Center Acquisition
    Management Division is the Division Chief Secretary, Cathryn
    Oliva-Simmons. The alternate Bid Custodian is the Computer
    Specialist, Deanna Domenici.

> **(b)** The Contracting Officer/Specialist identified in the
> solicitation is the designated **[Bid Opening Official]{.underline}.**

4.  **DESIGNATED FACILITIES/EQUIPMENT.**

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(a) A locked file cabinet in Room 4-249 in the Acquisition Management
    Division is the designated

> **[locked bid box]{.underline}** for sealed bids and for proposals
> (unless other secured arrangements are made by the Contracting Officer
> for the receipt of proposals). To ensure the security of information
> concerning the identity and number of bids or proposals received prior
> to bid opening or proposal closing, [only the Bid Custodian, the
> Acquisition Management Division Chief, Contracts Branch Chiefs, and
> the cognizant Contracting Officer for a particular solicitation may
> access the locked bid box.]{.underline}

(b) Bid openings will normally be held in Room 237 in Building No. 4,
    which is the designated **[bid opening room]{.underline}.**

(c) Two Date/Time-Stamp Clocks are available in the Acquisition
    Management Division for date/time stamping the receipt of offers.
    One clock is located in Room 4-243 and the other clock can be found
    in Room 4-248. The clock in Room 4-248 is available for use at the
    Guard Desk in the Building No. 1 Lobby when receiving bids or
    proposals in the Lobby area as described in the Section II.3.,
    entitled "SOLICITATION PHASE-BID OPENING OR PROPOSAL CLOSING
    ARRANGEMENTS."

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(d) A receptacle will be maintained in the Acquisition Management
    Division in Room 4-297A for the collection of procurement sensitive
    material identified by the Contracting Officer for destruction (i.e.
    shredding). The Acquisition Management Division Management will
    ensure the receptacle is maintained within the secured environment
    of the Acquisition Management Division until such time as it is
    removed for the performance of shredding services.

## ADIP NO. 85-2

**ATTACHMENT (1)**

**DATED: October 1, 2003**

**Page 2 of 8**

5.  **APPLICABLE FORMS.**

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(a) The listing of Volpe Center (VNTSC) and Acquisition Management
    Division (DTS-85) forms applicable to these procedures is contained
    in ATTACHMENT (2) to ADIP 85-2. All Volpe Center (VNTSC) and
    Acquisition Management Division (DTS-85) forms identified in these
    instructions are available in the AMD Subsite (See PROCEDURAL
    GUIDANCE/FORMS -- Links available in attachment (2)).

(b) Standard Forms (SF), Optional Forms (OF) and Department of
    Transportation (DOT) forms identified in these instructions are
    available on the APS and in the AMD Subsite (See PROCEDURAL
    GUIDANCE).

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6.  **GENERAL RESPONSIBILITIES FOR RECEIVING OFFERS.**

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(a) When sorting mail for the Acquisition Management Division, all bids
    and proposals will be date/time stamped and physically handed,
    unopened, to the Bid Custodian.

(b) The Bid Custodian shall record the receipt of offers received in the
    Acquisition Management Division prior to the date/time established
    for bid opening or proposal closing on the DTS-85 Form RECORD OF,
    AND RECEIPT FOR, BIDS/PROPOSALS ledger sheet. This form is
    maintained in the locked bid box.

(c) If a receipt is requested by an Offeror upon delivering a bid or
    proposal, the DTS-85 Form BID/PROPOSAL RECEIPT shall be used for
    this purpose. Use the Date/Time Stamp Clock to document receipt on
    two (2) copies of the form; provide one stamped copy to the offeror
    and attach one stamped copy to the bid or proposal.

(d) If a bid or proposal is opened either accidentally or for the
    purpose of ascertaining the solicitation number or offeror's name
    because this information is not evident on the envelope, the person
    who opened the offer will sign their name and identify their
    position on the envelope and deliver it to the cognizant Contracts
    Branch Chief. The Branch Chief shall immediately write on the
    envelope an explanation of the opening, the date and time opened,
    and (if necessary) the solicitation number and offeror's name, and
    shall sign the envelope. The Branch Chief will then reseal the
    envelope and deliver it to the Bid Custodian.

(e) The person(s) assigned by the Contracts Branch Chief to receive
    offers in the Lobby of Building No. 1 on the day of bid opening or
    proposal closing will ensure the proper date/time stamping of all
    offers received. In the case of an Invitation For Bids (IFB), this
    person will also deliver all bids received to Room 4-237 immediately
    following the designated time for bid opening.

**7. GENERAL RESPONSIBILITIES FOR THE DISPOSITION OF OFFERS.**

(a) The Contracting Officer/Specialist is responsible for ensuring the
    proper handling, storage and disposal of solicited offers in his/her
    possession in accordance with the FAR, TAM, the instructions cited
    herein and as provided on the Volpe Center Contract File Index
    (DTS85F.11).

(b) Transfer of unsuccessful offers to the Federal Records Center (FRC)
    for retainment is available upon request (i.e., large volume).
    Contact you cognizant Contracts Branch Chief who will arrange for
    clerical support to accomplish this action in accordance with VNTSC
    Order 1324.2B and shall maintain the Division's records of FRC
    transfers. The Contracts Branch Chief shall ensure each box is
    labeled with the solicitation number and the date that the contents
    of the box can be destroyed (See FAR 4.805).

(c) After contract award, all copies of offers not already accounted for
    in the contract file, shall be placed by the Contracting
    Officer/Specialist in the shredding receptacle. The Contracting
    Officer/Specialist shall record the date this was accomplished in
    the contract file on the Volpe Center Contract File Index.

## ADIP NO. 85-2

**ATTACHMENT (1)**

**DATED: October 1, 2003**

**Page 3 of 8**

**II. [BID CUSTODIAN RESPONSIBILITIES.]{.underline}**

1\. **PRE-SOLICITATION PHASE**. ***[The following arrangements should be
made prior to issuance of the solicitation]{.mark}:***

(a) The Bid Custodian will reserve Room 237 in Building No. 4 for bid
    openings.

(b) The Bid Custodian will ensure that only one bid opening or proposal
    closing is scheduled for a particular date and time.

(c) When the bid opening or proposal closing date and time has been
    scheduled, the Bid Custodian will record it on the Division calendar
    maintained outside room 4-252 and room 4-107.

(d) If the locked file cabinet in Room 4-249 is anticipated to be
    inadequate for storing proposals, the Bid Custodian will arrange for
    secure storage of proposal packages elsewhere (preferably within the
    Acquisition Management Division) when requested by the Contracting
    Officer/Specialist with the concurrence of the cognizant Contracts
    Branch Chief.

    **2. SOLICITATION PHASE-RECEIPT OF OFFERS**. ***[The Bid Custodian
    is responsible for the following with respect to offers received in
    the Acquisition Management Division prior to the day of bid opening
    or proposal closing]{.mark}:*** **\[*See Section I.6 entitled
    "*GENERAL RESPONSIBILITIES FOR RECEIVING OFFERS" *for instructions
    on receiving proposals in the Lobby of Building No. 1 on the day of
    bid opening or proposal closing.\]***

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(a) Prepare DTS-85 Form RECORD OF, AND RECEIPT FOR, BIDS/PROPOSALS
    ledger sheet for each solicitation recorded on the Division
    Calendar, and maintain these ledger sheets in the locked bid box.

(b) Upon receipt of bids or proposals, verify that each envelope is
    date/time stamped.

(c) Segregate all bids or proposals by solicitation number.

(d) Sequentially number each bid or proposal as it is received and
    record the receipt on the DTS-85 Form RECORD OF, AND RECEIPT FOR,
    BIDS/PROPOSALS ledger sheet designated for that solicitation.

(e) Store all bids and proposals in either the locked file cabinet in
    Room 4-249 or in other secured facilities requested by the
    Contracting Officer/Specialist.

(f) Note on the individual ledger sheet when a bid or proposal
    previously recorded on the individual ledger sheet is withdrawn.

(g) Retain the original, signed ledger sheets after delivery of the bids
    or proposals to the cognizant Contracting Officer/Specialist.

(h) Record and handle bid guarantees and bid modifications in the same
    manner as bids and proposals.

## ADIP NO. 85-2

**ATTACHMENT (1)**

**DATED: October 1, 2003**

**Page 4 of 8**

**3.** **SOLICITATION PHASE - BID OPENING OR PROPOSAL CLOSING
ARRANGEMENTS.** [***For* *competitive solicitations, the Bid Custodian
will arrange the following for the bid opening or proposal
closing****:*]{.mark}

(a) Coordinate with the Chief, Administrative Services Branch to set up
    a table in the Lobby of Building No. 1 with a slant top so that
    bids/proposals received are not visible.

(b) Arrange with the cognizant Contracts Branch Chief for personnel to
    receive bids/proposals in the lobby until the designated bid opening
    or proposal closing time.

(c) Bring the Date/Time-Stamp Clock located in Room 4-248 to the Guard's
    Desk in the Lobby of Building No. 1 on the day of bid opening or
    proposal closing.

(d) In the case of a competitive Request for Proposals, schedule movers
    to bring the boxes of proposals to the designated secured facility
    after proposal closing time.

(e) In the case of an Invitation For Bids, remind the assigned
    individual to deliver all bids received to Room 4-237 immediately
    following the designated time for bid opening and hand them unopened
    to the Bid Opening Official.

**4. POST-BID OPENING**. Upon receipt of the SF 1409 ABSTRACT OF
OFFERS/SF 1410 (Continuation Sheet) or OF 1419 ABSTRACT OF
OFFERS-CONSTRUCTION/OF 1419A (Continuation Sheet) from the Contracting
Officer/Specialist, the Bid Custodian will post a copy of the SF 1409/SF
1410 or OF 1419/OF 1419A in a publicly accessible location within the
Volpe Center.

**III. [CONTRACTING OFFICER/SPECIALIST INSTRUCTIONS]{.underline}.**

**1. PRE-SOLICITATION PHASE. *[Prior to issuance of the solicitation,
the Contracting Officer/Specialist will do the following:]{.mark}***

(a) Confirm the bid opening or proposal closing date and time with the
    Bid Custodian.

(b) Coordinate with the cognizant Branch Chief and the Bid Custodian to
    make available other secured facilities within the Center
    (preferably within the Division) for the storage of the proposal
    packages if the size/number of the proposal packages is anticipated
    to be significant (i.e., requiring more than one small box). An
    e-mail to the Bid Custodian, with a copy to the cognizant Contracts
    Branch Chief, requesting this support is sufficient for
    accomplishing this action.

**2. SOLICITATION PHASE-PRIOR TO BID OPENING OR PROPOSAL CLOSING. *[On
the designated day of, but prior to the designated time for, the bid
opening or proposal closing, the Contracting Officer/Specialist will do
the following:]{.mark}***

(a) Prepare a Standard Form (SF) 1409 titled ABSTRACT OF OFFERS/SF 1410
    titled ABSTRACT OF OFFERS - Continuation, or Optional Form (OF) 1419
    titled ABSTRACT OF OFFERS-CONSTRUCTION/ OF 1419A, titled ABSTRACT OF
    OFFERS -- Construction --Continuation Sheet for each bid opening.

(b) Call the Mailroom (ext. 4-2495) and the Receiving Area (ext.
    4-2194), and check the Acquisition Management Division mail desk
    shortly before bid opening or proposal closing time to ensure
    recording of all timely received offers.

(c) Obtain all bids/proposals from the Bid Custodian and sign for their
    receipt on the DTS-85 Form RECORD OF, AND RECEIPT FOR,
    BIDS/PROPOSALS ledger sheet as the Bid Opening Official.

## ADIP NO. 85-2

**ATTACHMENT (1)**

**DATED: October 1, 2003**

**Page 5 of 8**

(d) Verify the official time by calling (617) 637-1234 during the
    morning of the scheduled bid opening or proposal closing. Ensure the
    Date/Time-Stamp Clock(s) being used are consistent with the official
    time. See the Bid Custodian if you have any questions or if the
    clock(s) need to be re-set. Ensure the clock in the designated bid
    opening room is synchronized with the official time.

**3. BID OPENING. *[The following instructions apply to conducting the
bid opening. The Contracting Officer/Specialist is referred to as the
Bid Opening Official.]{.mark} ***

(a) The Bid Opening Official shall document the attendance record at Bid
    Openings using the DTS-85 Form BID OPENING ATTENDANCE RECORD.

(b) The Bid Opening Official shall arrange with the cognizant Contracts
    Branch Chief to have another Acquisition Management Division
    employee act as bid recorder, whenever possible.

(c) The Bid Opening Official shall ensure that all persons present and
    attending the bid opening sign their name, title and company they
    are representing on the BID OPENING ATTENDANCE RECORD.

(d) At the time set for bid opening, the Bid Opening Official will make
    the following announcement:

***HELLO, MY NAME IS \_\_\_\_\_\_\_\_\_\_\_\_\_ AND I AM THE \_[(cite
position)]{.underline}\_ ASSIGNED TO THIS PROCUREMENT. IT IS NOW
\_\_\_\_\_\_ EASTERN STANDARD TIME (EST), \_[(date)\_\_]{.underline} AND
I HEREBY DECLARE THE BIDDING OFFICIALLY CLOSED UNDER IFB NO.
DTRS57-XX-B-XXXXX FOR \_\_[(brief description of supply or
service)]{.underline}\_\_\_\_ . THERE WERE \_\_[(cite
number)]{.underline} AMENDMENTS ISSUED UNDER THIS IFB. LATE BIDS WILL BE
CONSIDERED IN ACCORDANCE WITH FAR 14.304, PROVIDED THEY ARE RECEIVED
BEFORE AWARD AND IT IS DETERMINED THAT ACCEPTING THE LATE BID WOULD NOT
UNDERLY DELAY THE ACQUISITION. HAND-CARRIED LATE BIDS WILL NOT BE
CONSIDERED. PLEASE RESERVE ALL QUESTIONS RELATIVE TO THE BID OPENING
UNTIL ALL BIDS HAVE BEEN OPENED AND RECORDED. IF YOU HAVE NOT ALREADY
DONE SO, PLEASE ENSURE YOU SIGN THE "BID OPENING ATTENDANCE RECORD" FORM
BEFORE LEAVING.***

(e) The Bid Opening Official will publicly open all bids timely
    received, read the bids aloud to the persons present, and record the
    bids on the SF 1409/sf 1410 or OF 1419/of 1419A. If practical, in
    addition to the company name and address, price by item, method of
    bonding submitted, and acknowledgement of amendments, the Bid
    Opening Official should publicly announce the business size and
    acceptance period. The recording of the bids will be in pen and ink
    only.

(f) After all bids are opened and recorded, the Bid Opening Official
    will address those present as follows:

ANY QUESTIONS PERTINENT TO THIS BID OPENING WILL BE ANSWERED AT THIS
TIME. ALL BIDS ARE AVAILABLE FOR EXAMINATION IN MY PRESENCE\*.
INFORMATION CONCERNING AWARD WILL BE FORWARDED TO ALL BIDDERS AS SOON AS
POSSIBLE.

\*Note: The Bid Opening Official may exclude the statement related to
examining bids if it will unduly interfere with the conduct of
Government business.

## ADIP NO. 85-2

**ATTACHMENT (1)**

**DATED: October 1, 2003**

**Page 6 of 8**

(g) Prior to releasing bids for inspection, the Bid Opening Official
    will carefully review the documents for any restrictions imposed by
    the bidders on proprietary technical data. Only one person may
    inspect one copy of any bid, including bid bonds, at any given time
    under the careful scrutiny of the Bid Opening Official. The original
    of all bids shall be retained during the inspection and carefully
    safeguarded, particularly until the abstract of bids is verified as
    accurate.

(h) If an oral protest is asserted at the bid opening, the Bid Opening
    Official shall advise the party that the protest must be submitted
    in writing to the Contracting Officer.

(i) The Bid Opening Official will then adjourn the bid opening after
    thanking all present for attending.

**4. POST-BID OPENING**. ***[After bid openings, the Contracting
Officer/Specialist is responsible for completing the activities listed
below.]{.mark}***

(a) Except for the Determination of Responsibility, use the DTS-85 Form
    EVALUATION OF BID(s) to document the review activities described
    below. **Attach all supporting documentation to the respective forms
    and file in the official procurement folder.**

(b) Complete and certify as to its accuracy the SF 1409/SF 1410 or OF
    1419/OF 1419A within three (3) working days after the bid opening by
    reviewing each bid against the abstract to assure the bids were
    recorded correctly. The original of the form will be filed in the
    official procurement folder.

(c) Provide a copy of the certified SF 1409/SF 1410 or OF 1419/OF 1419A
    to the following Division personnel:

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(1) Acquisition Management Division Small Business Specialist;

(2) Bid Custodian;

(3) Cognizant Contracts Branch Chief; and

(4) Acquisition Management Division Chief.

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(d) Confirm the requirements of FAR 1.602-1(b), Part 6, and Subparts
    14.2 and 14.3 were met during the processing of the procurement.

(e) Review the low bid for completeness by ensuring the following
    documents are correctly included in the bid:

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(1) All amendments are acknowledged, if applicable;

(2) Section K is completed ( For commercial items, see IBR on the
    SF1449);

(3) References and Financial Statements are submitted;

(4) Bid Bond is completed properly with proper amounts and corporate
    seals are affixed

> properly, if applicable. Check Treasury Circular 570 ***(see LINKS on
> the AMD Subsite**)*.

(f) Prepare a Determination and Findings (D&F) document if the low bid
    is rejected and perform the above review for completeness activity
    on the next low bid. Repeat this procedure until an acceptable low
    bid is identified.

(g) Make a Price Reasonableness Determination by reviewing the
    acceptable low bid against the other bids received and the
    Government Estimate.

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(1) If the low bid is not within +/- 10% of the Government Estimate or
    other bids received, ensure bid confirmation is obtained from the
    low bidder.

(2) If the low bid is not within +/- 10% of the Government Estimate,
    request the Technical Initiator of the Procurement Request (PR) to
    review the Government Estimate and to either verify its accuracy or
    to submit a revised estimate along with evidence documenting any
    discrepancies in the initial Government Estimate.

> ***[REMINDER]{.underline}: Ensure you have evidence of certified funds
> on the PR to cover the low bid prior to award of a contract.***

## ADIP NO. 85-2 

**ATTACHMENT (1)**

**DATED: October 1, 2003**

# Page 7 of 8

(h) Make a [responsibility determination]{.underline} by:

> **(1)** Confirming references and financial standing of the acceptable
> low bidder and document the findings on the DOT form 4220.1
> "DETERMINATION OF PROSPECTIVE CONTRACTOR RESPONSIBILITY."
>
> **(2)** Verifying that the low bidder is not on the "LIST OF PARTIES
> EXCLUDED FROM FEDERAL PROCUREMENT OR NON PROCUREMENT PROGRAMS**" -
> *(See LINKS on the AMD Subsite*)**.

(i) Obtain EEO pre-award clearances for contracts and subcontracts of
    \$10M or more (excluding construction) -- ***(see LINKS on the AMD
    Subsite**)*.

(j) After contract award, ensure proper disposition of offers in
    accordance with the General Responsibilities contained in Section
    I.7 of these instructions.

**5. PROPOSAL CLOSING/DISTRIBUTION & DISPOSITION. [*The following
activities shall be accomplished by the Contracting Officer/Specialist
when conducting a proposal closing, distributing proposals to the
designated evaluators*, *and retrieving/disposition of
proposals.*]{.mark}**

**(a) OPENING AND RECORDING OF OFFERS.**

(1) Complete the listing of all proposal packages received up to the
    time set for proposal closing that are not already recorded on the
    DTS-85 Form RECORD OF, AND RECEIPT FOR, BIDS/PROPOSALS ledger sheet
    provided by the Bid Custodian.

(2) Assure the secure storage of all proposals received.

(3) Coordinate with the cognizant Contracts Branch Chief to ensure that
    another Acquisition Management Division employee is made available
    to assist as the recorder during the opening of proposals.

(4) Open all proposals timely received as soon as practical, but no
    later than five (5) working days after the proposal closing date.

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(a) Open proposals with the assistance of a designated recorder.

(b) Inventory and record the contents of each proposal package using the
    DTS-85 Form ABSTRACT OF PROPOSALS.

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(5) Retain the original copy of all proposals for the official contract
    file.

**(b) BRIEFING TECHNICAL EVALUATION TEAM MEMBERS.**

(1) Make arrangements to brief the Technical Evaluation Team (TET)
    members on proposal evaluation procedures prior to the commencement
    of the evaluation process.

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(a) The [TECHNICAL EVALUATION GUIDELINES (TEG)
    TEMPLATE(DTS85T.6)](http://adnet/acq/owa/pub2.templates) available
    on the AMD Subsite (See ***SAMPLES & TEMPLATES*** on the AMD
    Subsite) can be used to accomplish this action. Customize the
    template in accordance with the Request for Proposal evaluation
    criteria and instructions and attach a sufficient number of copies
    of the TEG to the REQUEST FOR TECHNICAL EVALUATION submitted to the
    TET Chairperson; one copy per TET member.

(b) Ensure the TET Chairperson returns to the Contracting
    Officer/Specialist the TECHNICAL EVALUATION GUIDELINES Cover Page
    signed by each member of the TET, including the Chairperson.

(c) Maintain the original signed TEG cover page in the official
    procurement folder.

## ADIP NO. 85-2 

**ATTACHMENT (1)**

**DATED: October 1, 2003**

**Page 8 of 8**

**(c) DISTRIBUTION** **PROCESS**.

(1) Make provisions for the issuance and control of proposal copies to
    the TET Chairperson and the Acquisition Management Division's Senior
    Price Analyst by performing the following activities:

> \(a\) Confirm with the TET Chairperson and the Senior Price Analyst
> the number of copies required for each team and the names of
> individual team members designated to receive the copies.
>
> \(b\) Attach to each proposal copy provided to the TET Chairperson and
> the Senior Price Analyst the following completed transmittal cover
> sheets:
>
> \(i\) TRANSMITTAL OF PROPOSAL FOR EVALUATION (VNTSC F 4220.12), and

i.  DOT Cover Forms 4220.35 and 4220.36.

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(2) Submit a written evaluation request to the TET Chairperson and the
    Senior Price Analyst using the Templates available in the AMD
    Subsite and attach them to the proposal copies, together with the
    transmittal cover sheets noted above. **\[See SAMPLES & TEMPLATES on
    the AMD Subsite -** [REQUEST FOR TECHNICAL EVALUATION TEMPLATE
    (DTS85T.5) and the REQUEST FOR FIELD PRICING SUPPORT TEMPLATE
    (DTS85T.4)\].](http://adnet/acq/owa/pub2.templates)

> **(3)** Obtain from the TET Chairperson and the Senior Price Analyst
> the signed and dated copies of the TRANSMITTAL OF PROPOSAL FOR
> EVALUATION form from each team member as well as their own signed
> forms. **\[NOTE: Maintain these signed documents in the procurement
> file and annotate thereon the date when proposals are returned.\]**

**(d) PROPOSAL DISPOSITION PROCESS.** \[***NOTE: These procedures also
apply to proposals received in response to a TORFP***.\]

(1) Upon contract or task order (TO) award, the Contracting
    Officer/Specialist shall request all copies of the offerors'
    proposals be returned. The Acquisition Management Division form
    NOTICE FOR RETURN OF PROPOSAL(S) is available for this purpose. It
    should be noted that the DTS-85 Senior Price Analyst generally
    retains one copy of the cost proposal for the Division's files, and
    if a copy was also provided for audit, it will not be returned by
    DCAA. Annotate the contract or TO file index accordingly.

(2) Upon receipt of the returned proposals, the Contracting
    Officer/Specialist will document the contract/TO file to show they
    have been returned by annotating the proposal receipt date on the
    Transmittal of Proposal For Evaluation Form (VNTSC F 4220.12)
    maintained in the contract/TO file from each proposal evaluator.

(3) The Contracting Officer/Specialist is responsible for ensuring all
    copies of proposals not accounted for in the Contract/TO File Index
    form are placed in the shredding receptacle maintained in the
    Acquisition Management Division. (REMINDER: Remove proposals from
    binders.) Annotate the Contract/TO File Index form with the date
    this action is accomplished.

(4) The Contracting Officer/Specialist shall ensure compliance with Part
    I.7 of these instructions for the general responsibilities for the
    disposition of offers received in response to a solicitation for a
    new contract.

(5) Exceptions to these disposition procedures may be approved on an
    individual basis by the cognizant Contracts Branch Chief, who will
    advise as to the proper disposition procedures to be followed. This
    is especially true when electronic processing of TO proposals is
    involved.

\#

## ADIP NO. 85-2 

**ATTACHMENT (2)**

**DATED: October 1, 2003**

**Page 1 of 1**

**[LISTING OF VOLPE CENTER (VNTSC) AND]{.underline}**

**[ACQUISITION MANAGEMENT DIVISION (DTS-85) FORM(S)]{.underline}**

**[APPLICABLE TO ADIP NO. 85-2]{.underline}**

***(Click on the form title below for direct link to the section of the
AMD Subsite where forms are***

***available -- See PROCEDURAL GUIDANCE/FORMS)***

1.  The Acquisition Management Division form titled [BID/PROPOSAL
    RECEIPT (DTS85F.3)](http://adnet/acq/owa/pub.forms) is to be used if
    a receipt is requested by an Offeror upon delivering a bid or
    proposal. Use the Date/Time-Stamp Clock to document receipt on
    two (2) copies of the form; provide one stamped copy to the offeror
    and maintain one stamped copy with the bid or proposal.

2.  The Acquisition Management Division ledger form titled [RECORD OF,
    AND RECEIPT FOR, BIDS/PROPOSALS
    (DTS85F.6)](http://adnet/acq/owa/pub.forms) is to be used by the
    [Bid Custodian]{.underline} to record the receipt of offers received
    in the Acquisition Management Division prior to the date established
    for bid opening or proposal closing. This form is maintained in the
    locked bid box.

3.  The Acquisition Management Division form titled [*BID OPENING
    ATTENDANCE RECORD (DTS85F.2)*](http://adnet/acq/owa/pub.forms) is to
    be used by the Bid Opening Official to document the attendance
    record at Bid Openings. This form is to be filed with the ABSTRACT
    OF OFFERS form in the official procurement folder.

4.  The Acquisition Management Division form titled [EVALUATION OF
    BID(S) (DTS85F.5)](http://adnet/acq/owa/pub.forms) is to be used by
    the Contracting Officer/Specialist to document the evaluation of
    bids opened by the Bid Opening Official.

## 

5.  The Acquisition Management Division form titled [ABSTRACT OF
    PROPOSALS (DTS85F.1)](http://adnet/acq/owa/pub.forms) will be used
    by the Contracting Officer/Specialist to record the receipt of, and
    contents of, each proposal received by the designated proposal
    closing time and date.

6.  The Volpe Center form titled [TRANSMITTAL OF PROPOSAL FOR EVALUATION
    (VNTSC F 4220.12)](http://adnet/acq/owa/pub.forms) is to be used by
    the Contracting Officer/Specialist as a cover sheet when
    transmitting any proposal package to a Government evaluator.

7.  The Acquisition Management Division form titled [NOTICE FOR RETURN
    OF PROPOSAL(S) (DTS85F.17)](http://adnet/acq/owa/pub.forms) is to be
    used by the Contracting Officer/Specialist to remind proposal
    evaluator(s) to return copies of proposals if not received upon
    notification of award.