BB-401 - Event Cycle 2: Presolicitation

Step 1: Initial purchase tasking receipt and review.

a.  Do the 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 the contingency team to conduct market research/purchase (FAR 10.002(b)), and determine whether a commercial items is available? Should another contracting office/activity make the purchase?

d.  Does the Independent Government Estimate (IGE), if required, appear reasonably accurate, and complete?

e.  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?

f.  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 37.604)?

g.  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?

h.  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?

i.  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/.)

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

Step 2: Acquisition method selection and planning.

a.  Is the contracting officer providing "Lessons Learned" to improve future solicitations for recurring requirements? (That is, are previously erroneous estimates, descriptions, and assumptions corrected rather than repeated?)

b.  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)?

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 acquisitions not exceeding $550,000?

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.  Is there a process in place to track justifications and approvals (J&A)?

Step 4: Solicitation preparation and review.

a.  Are contracting officers ensuring that the requirements are not split or manipulated to avoid the Simplified Acquisition Threshold (SAT) (FAR 13. 003(c)(2))?

b.  Are contracting officers ensuring related items are consolidated when practical and advantageous (FAR 13. 101(b))?

c.  Do solicitation(s) provide sufficient information for potential offerors to provide an adequate proposal/quote in order for the Government to receive the supplies/services required at a fair price?

d.  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))?

e.  Are justifications posted with the solicitation, as applicable?

f.  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?

g.  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 local procedures?