BB-304 - Event Cycle 5: Special Acquisition Situations and Requirements

Step 1: Simplified Acquisition Procedures.

a.  Is a source list being maintained (FAR 13.102)?

b.  Are files reviewed to ensure that:

1.  Requirements are not split or manipulated to avoid the Simplified Acquisition Threshold (SAT) (FAR 13.003(c)(2))?

2.  Related items are consolidated when practical and advantageous (FAR 13.101(b))?

3.  Unpriced orders contain appropriate monetary limitations (FAR 13.302-2(c))?

4.  Price reasonableness is adequately documented (FAR 13.106-3)?

c.  Are existing agreements (i.e. , Federal Supply Schedules (FSS), BPAs, other activity/agency contracts etc. ) used?

d.  Are recurring orders evaluated at least annually to determine the appropriateness of establishing, updating, or canceling BPAs (FAR 13.303-2 and 13.303-6)?

e.  Are ordering officers':

1.  Appointments limited to those situations essential for the efficient operation of the contracting mission (AFARS 5101.602-2-90(b))?

2.  Activities physically inspected or reviewed, at least once each year (AFARS 5101.602-2-90(c)(2))?

f.  Governmentwide Commercial Purchase Card GPC purchases:

1.  Are they in compliance with regulations, restrictions, and controls (FAR 13.301, DFARS 213.270 and 213.301, and AFARS 5113.201 and 5113.270-90)?

2.  Are procedures in place to ensure bills are paid promptly?

3.  Are purchase cards being utilized as a payment vehicle on contracts over the micro-purchase threshold (when appropriate)?

4.  Are procedures in place to track accountable government property acquired with the GPC?

Step 2: Construction Requirements

Is a release of all claims or liens against the Government obtained prior to final payment (FAR 52.232-5)?

Step 3: Job Order Contracting (JOC)

a.  Do Unit Price Book (UPB) prices (including contractual changes to UPB prices) include direct material, direct labor, and equipment costs, but not indirect costs or profits?

b.  Are negotiated prices for non-prepriced items fair and reasonable?

Step 4: Services and Performance Based Contracting.

a.  Are formal measurable (i.e. , in terms of quality, timeliness, quantity, etc. ) performance standards and surveillance plans developed to monitor the services to be performed (FAR Subparts 12.102(g)(1)(iv), 37.503(a), 37.601(b)(2) and (3), 37.603 and 604)?

b.  Do service contracts have a written Quality Assurance Surveillance Plan in place that defines the work requiring oversight and explains how surveillance reviews will be documented?

c.  If the action is a service, does the customer provide a "Request for Civilian Hire or Services Contract Approval with the purchase request?" (For current form, see http://www.asamra. army.mil/insourcing/.)

d.  If the acquisition is a service, is an acquisition strategy prepared and approved in accordance with AFARS 5137.590?

Step 5: Acquisition of Information Technology.

Are the modular contracts for IT awarded within 180 days after the solicitation is issued and is delivery scheduled to occur within 18 months (to the maximum extent practicable) (FAR 39.103 (e))?

Step 6: Undefinitized Contract Actions (UCAs)

a.  Does the request for approval to use an UCA adequately justify the urgency to begin performance prior to definitization, contain an adverse impact on mission statement, and has it been authorized (DFARS 217.7404-1)?

b.  Have the statutory limitations on obligations and expenditure of funds prior to definitization been adhered to, e. g. , not more than 50 percent of ceiling price or 75 percent with receipt of a qualifying proposal (DFARS 217.7404-4)?

c.  Are UCAs definitized in a timely manner, e. g. , within 180 days or before 50 percent of the not to exceed price is expended (75 percent with receipt of a qualifying proposal) or, if extended, 180 days after contractor submission of a qualifying proposal (DFARS 217.7404-3 (a))?

d.  When the contractors do not submit a qualifying proposal in accordance with the definitization schedule (within 180 days or prior to the date on which the amount of funds spent under the contract action is equal to more than 50 percent of the not-to-exceed price), do the contracting officers suspend or reduce progress payments under FAR 32.503-6 or take other appropriate action (DFARS 217.7404-3(b))?

e.  Does the UCA definitization schedule contain all FAR 16.603-2(c) and DFARS 217.7404 requirements, a ceiling not to exceed price, and appropriate contract clauses (FAR 16.603-4, DFARS 216.603-4, and DFARS 217.7405)?