BB-200 - Event Cycle 1: Management of the Acquisition Function

Step 1: Acquisition Activity Procedures and Functions.

a.  Are mission and function statements clear and accurate?

b.  Is the contracting office located at a level in the organization where undue pressure will not be placed on contracting personnel?

c.  Are there current published standard operating procedures (SOPs) that govern operations of the organization (i.e. , security, visitors, etc. )?

d.  Are goals and metrics in place and routinely used to assess progress?

e.  Is the contracting office currently in compliance with the paperless contracting mandate for electronic transaction of: requirements handoff, solicitations, proposal receipt, evaluation, awards/modifications, and payment?

Step 2: Requiring Activity Coordination.

a.  Are requiring activities advised of the lead times necessary to initiate and complete the contractual obligation of funds?

b.  Is economic purchase quantity data obtained and shared (when appropriate) with the cognizant inventory manager or with requiring activities (FAR 7.204)?

c.  Is teaming a routine practice in preparing contract packages and program strategies?

d.  Are Integrated Product Teams utilized to facilitate the decision making process whenever practical?

e.  Is a process in place to promote advanced acquisition planning? Does the mechanism involve all key players, to include installation leadership, requiring activities, resource managers, and contracting personnel?

f.  Is the requiring activity receiving the proper approvals prior to sending the purchase request to the contracting office?

Step 3: Office Automation.

a.  Is there a single point of contact in the office for managing electronic business initiatives?

b.  Are procedures established regarding documentation and reporting problems with electronic business initiatives?

c.  Are processes for electronic versus paper storage of contract file documentation used consistently throughout the office?

Step 4: Staffing, Facilities, and Training.

a.  Is the staffing in contracting offices adequate to support the mission without excessive use of overtime or the addition of temporary employees?

b.  Does the organization have a process in place for the recruitment and retention of employees with adequate skill levels?

c.  Is the contracting office-working environment (i.e. , office space, heating/cooling, lighting, noise levels, etc. ) in accordance with space management regulations?

d.  Is the number and condition of office business machines (i.e. , copiers, datafax, computers, and class "A" telephone lines) adequate?

e.  Are the Individual Development Plans (IDPs), job descriptions, and standards current and appropriate for the mission?

f.  Is the training received by employees (both formal classroom training and informal on-the-job training) timely, adequate, and appropriate for the specific level of certification?

Step 5: Acquisition Reports and Reviews.

a.  Do management and contracting functions of the organization and its activities receive management reviews? Does the organization have a process in place for conducting regular self-assessments to monitor internal management controls?

b.  Are Contract Action Reports (CAR) being prepared in a timely manner, verified, and submitted for each applicable contractual action via Federal Procurement Data Systems-Next Generation (FPDS-NG) (FAR 4.6)?

c.  Are DD Forms 1547, Record of Weighted Guidelines Application, prepared in a timely manner, verified, and submitted as required (DFARS 215.404-70 and 215-404-71, and PGI 215.404-70, 215.404-71 and 215.406-3(a)(10)(B))?

d.  Are Status Reports on Specified Contract Audit Reports, required by DODD 7640.2, prepared in a timely manner, verified, and submitted as required by DODD 7640.2, Enclosure 3?

e.  Are recurring reports sent to higher Headquarters in a timely manner?

Step 6: Social and Economic Goals.

a.  Does the contract file reflect the timely receipt, evaluation, and approval of required subcontracting plans (AFARS 5119.705-4)?

b.  Do contracting officers make a reasonable effort to assist the Small Business Specialists (SBS) in identifying requirements suitable for possible award under the 8(a) Program (AFARS 5119.803(b))?

c.  Are contracting officer decisions or recommendations on a particular acquisition coordinated with the SBS on DD Form 2579 (DFARS 219.201(d)(10)(B))?

d.  Are the benefits of bundling contracts quantified and substantiated (FAR 7.107)?

Step 7:  Standards of Conduct.

a.  Is the required ethics training presented at least annually?

b.  Are contractors made aware of their responsibility to maintain a suitable system of internal controls to avoid improper business practices (FAR 3.1002(b))?

c.  Are organizational conflicts of interest (OCI) between potential contractors and/or subcontractors and the Government being documented, and stated in forthcoming solicitations? Is legal review being obtained?