(d) HOW TO OBTAIN THE NEEDED APPROVAL

(1) Depending on the type of multi-year and the approval level, the approval process can take one of three different paths. These paths are as follows:

(i) Forwarded to SAF/AQC for approval by SAF/AQC or SAF/AQ,

(ii) Forwarded to HCA for approval, or

(iii) Forwarded to designee of Head of Contracting Activity (HCA).

(2) These are general guidelines for submitting the Initial Finding for approval prior to RFP/IFB release. However, we realize that each program is unique and these guidelines can be adapted to fit the needs of your program.

(i) Step One: Send the Initial Finding to appropriate staff office with a cover letter signed by the program manager and contracting officer that contains the following information:

(A) A statement of your intention to release a multi-year RFP/IFB.

(1) Identify what is being acquired under the contract.

(2) Identify the intended date of release and why this date is necessary or important.

(B) A statement of the amount of projected multi-year savings (in dollars and as a percent).

(C) A statement of your belief that requesting the multi-year contract is in the best interest of the Government because it meets the multi-year criteria and is a sound fiscal business decision.

(D) A request that the Initial Finding be signed by the appropriate approval authority.

(E) A request that you be notified of and provided with a copy of the approved Initial Finding as soon as possible.

(ii) Step Two: Inform the staff office focal point that the letter is on its way.

(iii) Step Three: Verify that the letter has been received.

(iv) Step Four: Check on the status and ensure that the people involved understand the importance of the requested release date. Maintain an open and active dialogue throughout the approval process.

(v) Step Five: Verify (preferably with actual signed copy) that Initial Finding has been approved and whether there are any conditions to the approval that may affect release of RFP/IFB. Provide a copy of all approved initial findings (including exhibits) to SAF/AQC for information.