BB-301 - Event Cycle 2: Presolicitation
Step 1: Initial purchase tasking receipt and review.
a. Do purchase requests received adequately describe the requiring activities' needs, and provide for identification and accountability control? Are they adequately funded, signed, dated, approved by appropriate persons, and include adequate supporting documents, if required?
b. Do the contracting officers ensure that funds are available, or expressly condition upon receipt of purchase request?
c. Do the purchase descriptions or performance work statements received describe requirements that are appropriate for this contracting office to purchase? Should another contracting office/activity make the purchase?
d. Are salient characteristics provided when a "brand name or equal" requirement is requested (FAR 11.104)? If salient characteristics of the brand name item are not provided, is there a justification accompanying the purchase request (FAR 11.105)?
e. Are descriptions of the Government's needs stated in terms sufficient to conduct market research (FAR 10.002)?
f. Has market research been conducted to determine if commercial items or non-developmental items are available to meet the Government's needs or could be modified to meet the Government's needs (FAR 10.002(b))?
g. Does the Independent Government Estimate (IGE), if required, appear reasonably accurate, and complete?
h. Do the blue prints and drawings, if required, appear reasonably accurate and complete, and can they be provided electronically?
i. Are the purchase requests for items delivered after the fact (unauthorized commitments) processed according to ratification procedures (FAR 1.602-3 and AFARS 5101.602-3)? Has an unauthorized commitment log been established and maintained? Are trends being tracked?
j. Are established procedures followed whereby the chief of the contracting office regularly monitors the backlog and age of purchase requests or directives that remain "in process"? Does the Chief of the Contracting Office provide status to the requiring activity on their respective purchase request?
k. If a task or delivery order against a non-DoD contract is requested, does the requirements package include a Certification for Proper Use of a Non-DoD contract in accordance with DFARS 217.78 and AFARS 5117.7802?
Step 2: Acquisition method selection and planning.
a. Is a process in place to document "Lessons Learned" during contract administration to improve future solicitations for recurring requirements? (That is, are previously erroneous estimates, descriptions, and assumptions corrected rather than repeated?)
b. Is the type of contract selected the result of analyzing the requiring activity's requirements (i.e. , Performance Based, not merely repeating the last selection for a similar requirement) and determining what would promote the Government's interests (FAR 16.102)?
c. Are acquisition plans:
1. Developed when required (DFARS 207.103)?
2. Sufficiently complete (DFARS 207.105)?
3. Timely Updated (AFARS 5107.103(d)(i))?
Step 3: Competition Considerations.
a. Is the urgency exception to full and open competition being properly applied and not just based on a high priority purchase request (FAR 6.302-2)?
b. Are justifications for other than full and open competition (including amendments to justifications) approved in writing at the appropriate level (FAR 6.304)? Do files contain contracting officers' statement when using other than full and open competition for acquisition not exceeding $550,000? Are the contracting officers following procedures established by each particular contingency (e. g. , DFARS 225.7703-1(a))?
c. Are orders under multiple delivery order/task order contracts that exceed $3,000 issued in a manner that provides all awardees a fair opportunity to be considered? Are orders that exceed $100,000 placed on a competitive basis? If not, is a Limited Source Justification prepared and approved in accordance with FAR 8.405-6 (FAR 16.505(b) and DFARS 216.505-70(b))?
d. Are justifications and approvals (J&A) being assigned a control number and being maintained in a J&A log?
Step 4: Solicitation preparation and review.
a. Do solicitation(s):
1. Conform to the Uniform Contract Format (FAR 14.201-1 or FAR 15.204-1), or to the Commercial Items Contract Format (FAR 12.303), or to any approved contract format, as applicable?
2. Forms and clauses conform to the FAR or DFARS or have deviation approval (DFARS 201.402(2))?
3. Receive the required reviews prior to issuing the solicitation (i.e. , legal review for legal sufficiency) (AFARS 5101.602-2(c)(iv))?
b. Do the Instructions, Conditions and Notices to Offerors (when appropriate) specify in sufficient detail the format and structure (i.e. , size print, numbering of pages, etc. ) with which each offer is expected to comply?
c. Are BPAs established in accordance with FAR 13.303-2? Do BPAs have the mandatory terms and conditions (FAR 13.303-3)? Do the contracting officers ensure that maximum practicable competition is obtained (FAR 13.303-5(d))?
d. Are justifications posted with the solicitations, as applicable?
e. Do the contracting officers determine in writing that adding options are in the best interest of the Government (FAR 17.202)? Are solicitations that include options being constructed in accordance with FAR 17.203?
f. Do the contracting officers ensure that sufficient funds are available, or expressly condition contract award on the availability of funds prior to contract execution?
Step 5: Solicitation public notices and announcements.
Are solicitation notices and announcements being publicized in accordance with FAR 5.2 and/or local procedures?