# Presentation: 180025

## Claudia Womble
GSFC Procurement Operations Division
Updated March 3, 2005

- GSFC Procurement Operations Division
- Updated March 3, 2005

**COMPILING A COMPLETE PROCUREMENT REQUEST PACKAGE**

## Contents

- PR Package (Competitive Procurement)
- PR Package (Non-Competitive Procurement)
- Simplified Acquisition PR Package (Competitive Procurement)
- Simplified Acquisition PR Package (Non-Competitive Procurement)
- Details for Each Checklist Item

## Procurement Request

- SAP Purchase Requisition Form used for purchases over $2500 and administrative actions such as funding, option exercise, task orders, and change orders
- Commitment of PR Funds by Resources Analyst
- Obligation of Funds by Contracting Officer
- Planning Purpose Procurement Requests
- The funding document provides written assurance from a responsible fiscal authority that adequate funds are available for the proposed contract or action.

## PR Package (Competitive Procurement)

**SAP Only**
- Planning Purpose PR  at a minimum (w/o estimated value in NASA Data Tab—Competition Sensitive)
**Hard Copy Only**
- Government Cost Estimate
- Funding Profile
- Government Estimate
- Evaluation Criteria
- Market Research
- Performance Work Statement/specifications
- Source List (GSA Only)
**SAP or Hard Copy**
- Contract Type Recommendation
- NF 1707 Certificate
- Deliverables List
- GSFC Form 23-59 (Initiator’s Acquisition Checklist)
**	**_**When Applicable**_**:**
- Security Requirements
- Government Furnished Property
- Procurement Library Info
- SUNS Certificate
- Risk Management Planning
- Justification for On-Site Performance (HQ Only)
- Packaging, Marking & Consignment Instructions
- Liquidated Damages Analysis

## PR Package (Non-Competitive)

**SAP Only**
- Planning Purpose PR (when funding is unavailable at outset)
**Hard Copy Only**
- Government Cost Estimate
- Funding Profile
**SAP or Hard Copy**
- Market Research
- Performance Work Statement/specifications
- Contract Type Recommendation
- NF 1707 Certificate
- Deliverables List
- GSFC Form 23-59 (Initiator’s Acquisition Checklist)
**	**_**When Applicable**_**:**
- Security Requirements
- Government Furnished Property
- Procurement Library Info
- SUNS Certificate
- Risk Management Planning
- Sole Source Justification (draft JOFOC)
- Justification for On-Site Performance (HQ Only)
- Packaging, Marking & Consignment Instructions
- Liquidated Damages Analysis

## Simplified Acquisition PR Package (Competitive Procurement)

**SAP Only**
- Purchase Requisition (w/o estimated value in NASA Data Tab—Competition Sensitive)
**Hard Copy Only**
- Government Cost Estimate
- Evaluation Criteria
**SAP or Hard Copy**
- Performance Work Statement/specifications
- NF 1707 Certificate
- Deliverables List
- Market Research
**	**_**When Applicable:**_
- Security Requirements
- Government Furnished Property
- GSFC Form 23-59 (Initiator’s Acquisition Checklist)
- SUNS Certificate
- Packaging, Marking & Consignment Instructions

## Simplified Acquisition PR Package (Non-Competitive)

**SAP Only**
- Purchase Requisition
**Hard Copy Only**
- Government Cost Estimate
**SAP or Hard Copy**
- Performance Work Statement/specifications
- NF 1707 Certificate
- Deliverables List
- Market Research
_**When Applicable**_
- Security Requirements
- Government Furnished Property
- GSFC Form 23-59 (Initiator’s Acquisition Checklist)
- SUNS Certificate
- Packaging, Marking & Consignment Instructions
- Sole Source Justification

## Planning Purpose PR

- Required to Initiate PR Processing
- Used When Funding Unavailable at Initiation
- For Competitive Packages, the Planning PR should cite:
- “Estimated Value Is Competition Sensitive—Please call RA to Review Package” in the text tab at the Header Level in SAP
- Include No Estimated Value in the NASA Data Tab

## Government Cost Estimate

- Required by FAR 7.304(b)
- Releasable to Public with Sealed Bidding (FAR 7.306(b)(2)
- Used with Government Evaluation Presentation with Negotiated Procurements (NFS 1815.370)

## Funding Profile

- Shows Estimated Phasing of Funds Availability
- Used By Offerors for Planning Schedules of Work to be Performed
- Usually Included in Competitive Solicitations
- Not Required When All Funds Are Available at Time of Award

## Evaluation Criteria

- Used to Draft Sections L & M of Solicitation
- Ensures Technical Personnel Participate in Determining These Parts of Solicitation
- With GSA requirements, the evaluation criteria is delineated in the RFO letter

## Source List

- NASA Uses NAIS/FedBizOpps (web-based posting of solicitation) for Most Mailings
- Required for GSA Competitive Orders
- Used for Acquisition Planning & Market Research
- May Be Used for Mailing of Construction Drawings

## Market Research

- Required by Part 10 of FAR
- Jointly Performed by Technical & Procurement
- Necessary to Understand the Capabilities of the Marketplace of Potential Vendors
- Increased Emphasis due to NFS Change re: Options (1817.207-70) (document justifying the option exercise at least to include the "technique" used to satisfy the results of market research (FAR 10.001 (a)(3))

## Stating Requirements

- Statement of Work (SOW)/Specifications
- Function—describes a broad need
- Performance—how the item must work
- Essential physical characteristics—states required attributes
- Defines Requirements to enable and encourage vendors to supply commercial items or nondevelopmental items
- Largest Area of Post-Award Problems

## SOW/Specifications

- Do
- Write functional or performance specifications
- Use active verbs and clear, concise sentences
- Spell out acronyms or abbreviations the first time used
- Keep technical jargon to a minimum
- Use “shall” and “will” appropriately
- Have COTR/PR Initiator provide a SUNS certificate prior to award
- Do Not
- Use design or level-of-effort specifications inappropriately
- Include proprietary or restrictive information
- “Gold plate” your requirement
- Create or continue personal services arrangements

## Contract Type Recommendation

- Used for FAR 16.103(d) Determination & Findings
- Ensures Technical & Procurement Make Joint Decision
- Can Be Used w/ Options Determination (NFS 1817.207-70)

## NF 1707 Certificate

- Safety & Health Checklist (formerly GSFC 23-59)
- Section 508/EIT Certificate
- Affirmative Procurement Certificate (Recovered Material—EPA Designated Products List)
- 7120.5 Certificate *No Longer Required*

## Deliverables List

- Often Included in Statement of Work
- Used as Basis for Clause B.1 Deliverables List
- Can Be Used for Milestone Payment Determination
- Each Deliverable Must Be Described Elsewhere in the Contract
- For Major Efforts, Data Item Descriptions (DIDs) Often Accompany

## GSFC Form 23-59 (Initiator’s Acquisition Checklist)

- Contains Occupational Safety & Health Checklist
- Used by Code 250 (Safety & Environmental) to Determine Clauses for Health & Safety Plans, etc.
- Form Available at:  http://gsfc-artemis.gsfc.nasa.gov/210/procform.htm

## Security Requirements

- Used When National Security Considerations (e.g. Classified Information) Used on the Contract
- DD254 Form is the Designated Contract Attachment
- GSFC Security to Review Draft DD254

## Government Furnished Property

- Specific List of GFP Should be Included as Solicitation/Contract Attachment
- D&F May Be Required Under FAR 45.302-1(a)(4)
- Potential Competitive Advantage and Cost and Savings Issues to Address (FAR 45.201)

## Procurement Library Information

- Most Competitions Use Only Q&A Approach
- Where there is historical information, reference documents, etc.—provide these to all potential offerors
- Documents Can Be Uploaded Via NAIS/FedBizOpps
- Temporary Website Can Be Established for this Purpose

## SUNS Certificate

- Standards Update Notification System
- Maintained by MSFC at: http://standards.msfc.nasa.gov/
- No Prescribed Format for Certificate
- Addresses Whether Specs, etc. are Latest & Most Current
- Effective 2004

## Risk Management Planning

- Separate Risk Based Acquisition Management (RBAM) Analysis Required When NPD 7120.5 Not Used
- Required in Acquisition Plans/ASMs per FAR/NFS 7.105

## Justification for On-Site Performance (JOP)

- No Longer Used at GSFC
- Used for Space Planning Document at HQ
- Used When Performance is On-Site

## Packaging, Marking & Consignment Instructions

- Used For Technical Deliverables
- Inspection and Acceptance Instructions specify inspection, testing and other quality requirements essential to ensure the integrity of the supplies/services for all proposed contracts
- Request package shall include:
- 	Individual responsible for inspecting and accepting deliverables (supplies/services)
- 	Individual who will monitor the quality assurance requirements
- 	Place of acceptance

## Liquidated Damages Analysis

- Standard for Construction Contracts (FAR 36.206)
- May Be Used  for supplies, services and  research and development as well
-  (FAR 11.5)

## Draft Sole Source Justification

- Technical Personnel Draft the JOFOC (FAR 6.302) Required Above SAT
- To Be Compliant with GSFC Procurement Circular 97-4 (and Attachments)
- Now Required for GSA Sole Source Orders
- Simpler Format for Simplified Acquisitions (same authorities apply)

## Preaward Acquisition Process

- Acquisition Planning
- Preparation of procurement request and package
- Submission of the “Record of Procurement Request Review” to Industry Assistance
- Synopsize (advertise) the requirement, when applicable
- Develop & issue draft solicitation, address comments, and finalize solicitation
- Issue Solicitation (IFB, RFP, RFQ)
- Bid/Proposal/Quote Receipt
- Technical/cost/business evaluation
- Negotiations/discussions, if applicable
- Contract Award