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PART 53 – FORMS
SUBPART 53.2 – PRESCRIPTION OF FORMS
53.213 Small purchase and other simplified purchase procedures.
53.213-90 Blanket purchase agreement delivery ticket (DLA Form 470).
53.213-91 Shipping Instruction (DLA Form 1224).
53.213-92 Request for Quotation (DLA Form 1231).
53.219 Small business and small disadvantaged business concerns.
SUBPART 53.3 – ILLUSTRATION OF FORMS
SUBPART 53.90 – FORMATS AND TEMPLATES
53.9001 Appointment of ordering officer.
53.9012 Acquisition of Commercial Products and Commercial Services.
SUBPART 53.2 – PRESCRIPTION OF FORMS
(Revised September 19, 2016 through PROCLTR 2016-09)
53.213 Small purchase and other simplified purchase procedures.
53.213-90 Blanket purchase agreement delivery ticket (DLA Form 470).
This form may be used when supplies or services are acquired by means of a blanket purchase agreement (BPA).
(a) General. The Defense Logistics Agency (DLA) Form 470 is a cut sheet form and is designed to be used by the vendor as an acknowledgment of a call, notice of shipment, packing list, and invoice. This form eliminates the need for preparation, by the Contractor, of separate forms for these purposes. Also, Government personnel requiring information on these forms will receive it on a standard format.
(b) Procedure. A supply of the forms may be provided by the contracting office to each Contractor who has entered into a BPA with the center. Upon the placing of a call, the Contractor may be required to complete the BPA delivery ticket based on information contained in the written or oral call in accordance with detailed instructions to be provided by the contracting office.
(c) General instructions for preparation of DLA Form 470. After the placing of each call, complete the call, complete the form in accordance with the general instructions below, and any specific instructions received with the placing of the call.
(1) Block 11. This is the date the supplies are to reach destination, not the date of shipment. Convert the number of delivery days the Government offered to an actual date. For example, if the Government offered a 30-day delivery and received the oral or written call on 1 October, enter 10/31/YY as the required date.
(2) Block 12. This is the date the supplies are to be shipped, not delivered.
(3) Blocks 13 through 19. Information for these blocks will be furnished by the contracting office at the time of the call. Enter the name and address of the consignee in block 15.
(4) Blocks 21 through 23. Entries in these blocks will be made at the time of shipment. Enter actual date shipped or delivered. No partial shipments to a particular destination may be made. If more than one shipment is made against a call, prepare two copies of this form for shipment. Copies of the shipping documents may be attached as an alternative to completing blocks 21 and 22.
(5) When using the form as an acknowledgment of call. Place a check mark on "*" copies of the form in the box "Acknowledgment of call" (block 9).
(6) When using this form as a notice of shipment. Place a check mark in the box "Packing list" (block 9) on "*" copies of the form in the box "Notice of shipment" (block 9).
(7) When using the form as a packing list. Place a check mark in the box "packing list" (block 9) on "*" copies of the reproduced form for each consignee. Be sure blocks 21 through 23 have been completed, as applicable, on the forms used. Send "*" copies to each consignee by placing copies inside the container or in an envelope attached to the exterior of the container.
(8) When using this form as an invoice. At the end of the billing period, fill in "*" copies of the reproduced form which includes the shipment data for all destinations of that call as follows:
(i) Place a mark in the box marked invoice (block 9) of each copy of the form.
(ii) Sign and date blocks 24 and 25 of the top copy only of the form. If the BPA under which this call was issued does not provide for the fast payment procedure, the top copy must contain the signature and date (blocks 27A and 27B) of the authorized Government representative receiving and/or accepting for the Government.
"*" The number required shall be in accordance with the needs of the contracting office.
53.213-91 Shipping Instruction (DLA Form 1224).
This form is used against automated simplified acquisitions.
53.213-92 Request for Quotation (DLA Form 1231).
This form is used against automated simplified acquisitions.
53.219 Small business and small disadvantaged business concerns.
53.219-90 Referral of Small Business for Certificate of Competency (CoC) Consideration (DLA Form 1756).
(a) DLA Form 1756 may be used to provide information for CoC referrals as required by FAR 19.602-1 and DFARS 219.602-1.
(b) General instructions for preparation of DLA Form 1756:
(1) The name, size status, and total dollar value of the next low offeror should be identified, however, referrals shall not urge a conclusion based upon the size status of the second low offeror.
(2) The remaining blocks of the form are self-explanatory.
SUBPART 53.3 – ILLUSTRATION OF FORMS
(Revised August 14, 2019 through PROCLTR 2019-18)
53.300 General.
SUBPART 53.90 – FORMATS AND TEMPLATES
(Revised June 9, 2021 through PROCLTR 2021-11)
53.9001 Appointment of ordering officer.
(a) As prescribed in 1.603-3-91 (c)(2), use the following appointment letter for ordering officers:
Appointment of Ordering Officer
[Contracting officer insert IDC or BPA number and name of procuring organization]
1. Appointment. Under the authority of DLAD 1.603-3-91, you are hereby appointed as an Ordering Officer with authority as described in paragraph 2 below. Your appointment is effective on [ contracting officer insert date ]. This appointment automatically terminates when the Indefinite Delivery Contract (IDC) or Blanket Purchase Agreement (BPA) is completed. Your appointment may also be terminated in accordance with paragraph 4 below.
2. Authority, Limitations, and Requirements. Your ordering authority is only applicable to [ contracting officer insert IDC or BPA number ]. Your appointment is subject to the following limitations and requirements:
a. You are not authorized to—
(1) Delegate your ordering authority.
(2) Place an order for supplies or services not expressly within the scope of the IDC or BPA.
(3) Take any action that could be considered an alteration of the terms and conditions of the IDC or BPA in any way, either directly or by implication.
(4) Take any action that could be considered a termination of the IDC or BPA in any way, either directly or by implication.
(5) Issue modifications to the IDC, BPA, or individual orders.
(6) Issue instructions to the contractor to start or stop work.
(8) Additional limitations: [contracting officer insert if applicable].
b. You shall—
(1) Place orders for supplies or services only when expressly within the scope of the IDC or BPA.
(2) Promptly notify me if you recommend increasing the quantity or dollar value or extending the ordering period to meet emergency requirements, if the contract terms and conditions permit.
(3) Establish and maintain an official ordering officer file for each IDC and BPA for which you are authorized as an ordering officer. At a minimum, you shall include in each file the appointment letter and a spreadsheet listing all orders issued by you.
(4) Provide the list of orders to me by the [ contracting officer insert ] day of each month.
(5) Additional requirements: [contracting officer insert if applicable].
3. Standards of Conduct and Contracting Action Reporting Requirements.
a. You shall comply with the standards of conduct prescribed in DoD Directive 5500.07, Standards of Conduct, and DoD 5000.07-R, The Joint Ethics Regulation (JER), and FAR Subparts 3.1 and 3.2.
b. You shall provide me information required for contracting action reporting purposes in the manner and the time specified. (Refer to DFARS 204.6.)
4. Termination of Appointment.
a. Your appointment may be terminated at any time and shall be terminated in writing; except that your appointment is automatically terminated when the contract is completed or when you leave Government employment.
b. If you are separated from Government service while this appointment is in effect, you shall promptly notify me in writing. Your appointment shall automatically be terminated on the date you are separated from Government service.
c. If you are reassigned from your present position while this appointment is in effect, you shall promptly notify me in writing. I will terminate your appointment in writing if you are reassigned to a location or position that is inconsistent with continuing as an ordering officer under this appointment.
d. Your appointment will be terminated if—
(1) You exceed or fail to perform within the appointment authority.
(2) You fail to complete assigned corrective actions noted during oversight reviews.
5. Disposition of completed ordering officer files. Upon completion of the IDC or BPA, you shall provide me any hard copy records you maintained. If your appointment is terminated before IDC or BPA completion, you shall provide the records to me and your successor.
6. Acknowledgement of Receipt. You are required to acknowledge receipt and understanding of this appointment by signing below. Return a copy of the signed appointment letter to me.
| (contracting officer insert) | (contracting officer insert) | (contracting officer insert) |
| Contracting Officer Name | Contracting Officer Signature | Date |
| (ordering officer insert) | (ordering officer insert) | (ordering officer insert) |
| Ordering Officer Name | Ordering Officer Signature | Date |
53.9007 Acquisition planning.
(a) Template - Streamlined Acquisition Plan (SAP).
The following format may be used as prescribed in 7.103 Agency–head responsibilities. (d)(i)(B). This Streamlined Acquisition Plan (SAP) format is for illustration purposes only. It mirrors the fillable version in the contract writing system.
Source Selection Information -- See FAR 2.101 and 3.104
Streamlined Acquisition Plan (SAP)
(Complete and select the box that is appropriate for the acquisition situation)
Date:
Contracting office: Contracting officer name:
Requiring activity: Voice (DSN):
Project title: Fax (DSN):
Supply criticality:
Contracting officer’s e-mail address:
Purchase request (PR) or control number:
Construction Service Supply Research and development (R&D)
a. Product Service Code: (Specify for services)
b. Services Portfolio Category: (Specify for services)
I. Brief description of requirement (FAR 7.105(a)(1))
a. Government estimate: $ (include all options and surge values)
b. Period of performance (include options)
c. Delivery schedule:
II. Proposed acquisition approach
Extent of competition:
Full and open competition
Other than full and open competition* * FAR 6.3 authority (Specify):
Full and open after exclusion of sources
Competitive non-DoD
Source Selection Information -- See FAR 2.101 and 3.104
Mandatory use policy, including waivers (e.g., under Part 8)
Limited sources (e.g. under Part 8.405-6):
b. Small business set-aside: (See FAR Part 19)
Competitive small business set-aside (SBSA)
Competitive 8a Sole source 8a
Service Disabled Veteran Owned Small Business (SDVOSB) Set-Aside
SDVOSB sole source
Historically underutilized business zone (HubZone) Sole Source
HubZone set-aside
Small disadvantaged women owned business (SDWOB)
Economically disadvantaged women owned small business (EDWOSB)
Historically Black colleges and universities / minority institutions (HBCU/MI)
Not applicable (NA) (If acquisition is unrestricted)
Other (Specify):
c. Procedures: (Check all that apply)
FAR 8.404 (GSA/Non-DoD Competitive) FAR 12 Commercial Items
FAR 13 Simplified Acquisition Procedures FAR 14 Sealed Bidding
FAR 15 Negotiation FAR 36 Construction and Architect and Engineer (A&E) and design build
d. Contracting method
Invitation for bid (IFB)
Competitive request for proposal (RFP)
Sole source RFP
Other (fill-in)
e.Basis of award:
Sealed bid – Part 14
Negotiation – Part 15
Lowest price technically acceptable
Performance price trade-off without technical factors/proposal
Performance price trade-off with technical factors/proposal
Full trade off source selection (an acquisition plan is highly recommended)
General Services Administration (GSA)/non-DoD competitive
Other (explain):
Identify evaluation factors:
Source Selection Information -- See FAR 2.101 and 3.104
f. Contract type (Check all that apply):
Fixed-price Time and material/labor hour agreements Economic price adjustment
Incentive Award fee Cost-reimbursement Redetermination
Indefinite delivery contract (IDC) Multiply Award
Single Award (Provide rationale why single award)
Other (Specify):
g. Sustainability:
Contains sustainability requirements.
Sustainability exception applies: (Specify)
Sustainability requirements waived, approved by: (Specify)
h. Other considerations (Check all that apply):
Progress payment Warranty First article test (FAT)
Government furnished property(GFP) / Government furnished material (GFM) / Government furnished equipment (GFE) involved
Other (specify). Other items/considerations may include, Non-Economy Act or Economy Act assisted acquisitions and use of reverse auction)
III. Prior procurement history: (If applicable)
IV. Market research: (Discuss the purpose, nature, extent, involved personnel/offices and results/status, commerciality, and estimated completion date of any market research initiated/to be initiated in support of the instant purchase request or anticipated future requirements (see also FAR, DFARS, and DLAD Parts 10, 11)
V. Problems /risk/vulnerabilities (See FAR 7.105 and DFARS PGI 207.105)
VI. Projected key milestone dates:
Receive purchase request (PR):
Issue solicitation:
Receive bids/offers:
Complete evaluations:
Award contract:
Contract start:
Contracting Officer Name and SignatureDate
VII. Approvals:
Source Selection Information -- See FAR 2.101 and 3.104
**The following section is to be completed by reviewer/approving official.**
Reviewer’s name: Reviewer’s DSN/ phone number:
Reviewer’s e-mail:
Streamlined acquisition plan (SAP) approved as submitted
SAP conditionally approved subject to comments below
SAP disapproved (reviewers are required to include comments below)
Requirement has been reviewed and validated by (specify):
Reviewer’s comments:
Reviewer’s signature: ______________________
** The following section is to be completed by the small business specialist when required**
Small business specialist coordination _____________________________
Small business specialist's comments:
** The following section is to be completed by the competition advocate when required**
Competition Advocate coordination _____________________________
Competition advocate’s comments:
53.9012 Acquisition of Commercial Products and Commercial Services.
(a) Market Research for Commerciality Determination Memorandum (MRCDM). The contracting officer shall use the MRCDM format as prescribed in 12.102(a)(S-91). If a prior CID cannot be located in the DoD Commercial Item Database, the current contracting officer must ensure a CID (e.g. MRCDM) is uploaded to the database. The uploaded memorandum cannot contain any CUI (see DFARS PGI 212.102(a)(iii)(C)). The contracting officer who creates a document is responsible for determining if it contains CUI, and whether any redactions may be necessary (see DLAD PGI 53.9000). This Market Research for Commerciality Determination Memorandum (MRCDM) format is for illustration purposes only. It mirrors the fillable version in the contract writing system.
MEMORANDUM FOR RECORD
SUBJECT: Market Research for Commerciality Determination Memorandum (MRCDM).
(FAR10.002, FAR 2.101, FAR 12.101, DFARS 212.102, DFARS PGI 212.102, and DLAD 12.102
Market research has been conducted prior to solicitation:
Solicitation #: (contracting officer insert). NSN(s)[/P/N(s)] (if applicable): (contracting officer insert).
Item/Requirement Description: (contracting officer insert).
PR#: (contracting officer insert).]
( ) Current CID was made by a DCMA or Military Service contracting officer; memorandum provided to DLA contracting officer is attached (proceed to Part III if checked). The DCMA or Military Service contracting officer making the determination is responsible for uploading the memorandum to the DoD Commercial Item Database.
( ) Queried DoD Commercial Item Database for same product or service:
( ) No prior CID was located
( ) A prior CID was located (fill-in below information); proceed to Part III if checked.
Date of CID: ________________
Name of Contracting Officer: __________________
Contracting Officer email: __________________
( ) Identified other evidence that FAR part 12 procedures were previously used to acquire the same product or service. Check relevant box below and proceed to Part III.
( ) MRCD memorandum (provide contracting officer and date of CID .)
( ) Prior FAR part 12 contract (provide contract #, award date and contracting officer.) Any prior contract that relied on DFARS 212.102(a)(i)(B) as basis for utilizing FAR part 12 procedures cannot serve as a prior CID.
( ) Current PR trailer contains a statement or code as evidence of a prior CID.]
PART I
In accordance with FAR 10.002(b) and FAR 2.101, Definitions, the cognizant functional element of the procuring organization has conducted a review of the item description(s) to determine if commercial products or commercial services or non-developmental items are available to meet the government’s needs or could be modified to meet the government’s needs. The reviewer(s) considered the following:
a. Whether products or services are of a type customarily available in the commercial marketplace; annotate evidence of actual sale, lease, or license to the general public, or evidence of products or services being offered for sale, lease or license to the general public: (contracting officer insert response)
b. Whether products are of a type customarily available in the commercial marketplace with modifications; annotate evidence of actual sale, lease, or license to the general public and type of modification: (contracting officer insert response)
c. Whether products are used exclusively for governmental purposes; annotate evidence that the products were (1) developed exclusively at private expense, and (2) sold competitively in substantial quantities to multiple state and local governments: (contracting officer insert response)
d. Customary practices regarding customizing, modifying or tailoring of products to meet customers’ needs and associated costs; annotate evidence of customary availability of the modification in the commercial marketplace or the technical relationship between the modified products: (contracting officer insert response)
CUI
e. Customary practices, including warranty, buyer financing, discounts, contract type considering the nature and risk associated with the requirement, etc., under which commercial sales of the products or services are made: (contracting officer insert response)
f. The applicability of any laws and/or regulations unique to the products or services being acquired: (contracting officer insert response)
g. The availability of products that contain recovered materials and products that are energy efficient: (contracting officer insert response)
h. The distribution and support capabilities of potential suppliers, including alternative arrangements and cost estimates: (contracting officer insert response)
i. The size and status of potential sources: (contracting officer insert response)
j. Services of a type offered and sold competitively in substantial quantities in the commercial marketplace based on established catalog or market prices for specific tasks performed or specific outcomes to be achieved and under standard commercial terms and conditions: (contracting officer insert response)
k. Whether existing contract solutions (including Best-In-Class (BIC) can be used to satisfy the requirement (IAW with Office of Management and Budget (OMB) Memorandum M-17-29): (contracting officer insert response)
PART II
Check one or more of the following, as applicable, to identify techniques the reviewer(s) used to conduct market research and determine commerciality:
a. ( ) Commercial-Off-the-Shelf field is coded “Y”;
b. ( ) If product or service has been coded in SAP as commercial but other than commercial practices are required (e.g., QCCs, packaging, etc.), the justification for the use of these practices has been entered in SAP in the internal comments field;
c. ( ) Contacted knowledgeable individuals in government and industry regarding market capabilities to meet requirements;
d. ( ) Published formal requests for information in appropriate technical or scientific journals or business publications;
CUI
CUI
e. ( ) Queried the Government-wide database of contracts and other procurement instruments intended for use by multiple agencies available at https://www.fpds.gov and other government and commercial databases that provide information relevant to agency acquisitions;
f. ( ) Participated in interactive, on-line communication among industry, acquisition personnel, and customers;
g. ( ) Obtained source lists of similar products or services from other contracting activities, agencies, trade associations, or sources;
h. ( ) Reviewed the results of recent market research undertaken to meet similar or identical requirements;
i. ( ) Reviewed catalogs and other available product literature published, or provided on-line, by manufacturers, distributors, and dealers;
j. ( ) Conducted interchange meetings or held presolicitation conferences to involve potential offerors;
k. ( ) Queried the Central Contractor Registration (CCR) via the System for Award Management (SAM) for small business sources, as applicable. (See FAR/DFARS Part 4 for information on SAM)
l. ( ) Other
Provide supporting documentation (to include a review of the Material Master in SAP for applicable items) for any of the blocks above in c through l that have been checked in this part of the form.
( ) Documentation is located in the official contract file.
SUMMARY OF MARKET RESEARCH:
Contacted product specialist or other technical representative on: (contracting officer insert response)
OR
Product specialist/technical representative provided market research with the requirement on:(contracting officer insert response)
Name of Product Specialist/Technical Representative: (contracting officer insert response)
Date: (contracting officer insert response)
Product specialist/technical representative provided concurrence:
( ) Yes. If “Yes,” has the Material Master been updated: (contracting officer insert response)
( ) No. If “No,” state reason for nonconcurrence and how resolved: (contracting officer insert response)
PART III
Check one of the following to indicate the type of contract:
( ) Firm Fixed Price (FFP)
( ) Fixed Price with Economic Price Adjustment (FP w/EPA)
( ) Time-and-Materials or Labor-Hour (see FAR 12.207 and DFARS 212.207)
NOTE: For acquisitions of commercial products or commercial services, the contracting officer may only award FFP or FP w/EPA type contracts, with limited exceptions.
PART IV
Check one of the following to indicate if consolidation or bundling applies:
( ) Consolidation (see attached report/determination)
( ) Bundling (see attached report/determination)
CONCLUSION:
Based on the market research conducted, product(s) or service(s) to be solicited against subject solicitation have been determined to be (check one of the following):
( ) Commercial
( ) Other than commercial
APPROVALS:
Name of Contracting Officer: (contracting officer insert response)
Signature: (contracting officer insert signature)
Date: (contracting officer insert date)]
[*]Name of Approving Official (One Level Above Contracting Officer): (contracting officer insert response)
Title: (contracting officer insert response)
Signature: (approving official insert signature)
Date: (approving official insert date)
[*](Applies when commercial product determination was based on subsections (1)(ii), (3), or (4) of the “commercial product” definition, or on subsection (2) of the commercial service definition at FAR 2.101
******53.9013 Simplified acquisition procedures.
(a) Simplified Acquisition Award Documentation (SAAD).
Contracting officers at DLA Aviation, DLA Land and Maritime, and DLA Troop Support shall use the following format as prescribed in 13.106-3 Award and documentation. (b), 13.501 Special documentation requirements.(b) (3), and 15.406-1 Prenegotiation objectives.. (Mark “FOR OFFICIAL USE ONLY”, when applicable, at the bottom of the outside of the front cover (if there is one), the title page, the first page, and the outside of the back cover (if there is one) pursuant to DOD Manual 5200.1, Vol 4, Enclosure 3, 2.c.(3)(b).) This Simplified Acquisition Award Documentation (SAAD) format is for illustration purposes only. It mirrors the fillable version in the contract writing system.
CUI
Source Selection Information – See FAR 2.101 and 3.104
SIMPLIFIED ACQUISITION AWARD DOCUMENTATION (SAAD)
Last Updated JUN 2024
The SAAD documents Best Value, Price Reasonableness, and Responsibility determinations for this procurement.
Section A: Particulars Regarding this Procurement:
Buyer: (JML for Shipyards, PRON for DLRs)
PR#:
NSN (if applicable):
Item/Requirement Description:
Awardee CAGE Code:
Check all that apply and insert narrative when required:
☐ Procurement is a First Time Buy
☐ Commercial
☐ For non-competitive actions over $1M Contract Business Analysis Repository (CBAR) was checked IAW DLAD 15.404-1 Proposal analysis techniques.(a)(5)(S-90)
☐ Fast Pay (FAR 13.402(a)-(f))
☐ Special Emergency Procurement Authority (SEPA) Acquisition (FAR 18.001)
Narrative:
CUI Designation Indicator
Controlled by:
Controlled by:
CUI Category: PROCURE (General Procurement)
Distribution/Dissemination Control: FED ONLY
POC:
Section B: Determination of Responsibility
Check all applicable blocks and complete Narrative when required:
☐ Contracting Officer confirmed whether contractor is on the Defense Contract Review List (DCRL) and followed applicable Treatment Codes.
Contracting Officer checked SAM.gov:
☐ Exclusion records after receipt of quotes or proposals IAW FAR 9.405(e)(1). Date SAM checked:
☐ Immediately prior to award IAW FAR 9.405(e)(4). Awardee is not debarred, suspended, or proposed for
suspension/debarment. Awardee is currently in SAM. Date SAM checked:
☐ Contracting Officer considered the awardee’s Supplier Performance Risk System (SPRS) Supplier Risk Assessment when determining responsibility IAW with DFARS 209.105-1. Date SPRS checked:
Narrative:
Section C: Best Value Tradeoff Determination
Required when using Best Value Tradeoff, including when using FAR 13.5 procedures, and awarding to other than the lowest priced offeror or other than the highest technically rated offeror or when other evaluation factors apply.
☐ Based on the evaluation factors stated within the solicitation, the proposed awardee’s quote is the best
value for the Government as set forth in the narrative below.
Narrative:
Micro-Purchase Award (only complete this section if award is at or below the micro-purchase threshold):
Section D: Limitation on Price Increases (DFARS 217.7505/DLAD 17.7505)
☐ Unit Price has not increased 51% or more within the past 12 months.
☐ Unit Price has increased 51% or more within the past 12 months. Contracting Officer has evaluated price and will notify HCA (or HCA’s designee) prior to award.
Section E: Price Reasonableness Determination - FAR 13.106-3(a), DLAD 13.106-3(a) & DLAD 15.406-3(a)(11)
Price is fair and reasonable in accordance with PRC selected below (check applicable block below AND complete Narrative at end of this section when applicable AND include supporting documentation as required).
First character of PRC: Contracting Officer fill-in box with first character of PRC to be assigned (i.e.,‘B’).
Second Character of PRC:
| Check Box | Second Character of PRC | Definition | Is Narrative Required |
| ☐ | A | Adequate price competition from at least two manufacturers or providers of service. | Maybe |
| ☐ | B | Adequate price competition from at least two non-manufacturers. | Yes |
| ☐ | C | Current price list, catalog or advertised price. | Yes |
| ☐ | D | Market research | Yes |
| ☐ | E | Price set by law or regulation. | Maybe |
| ☐ | F | Cost analysis of offeror’s cost or pricing data combined with price analysis. | Yes |
| ☐ | G | Comparison to historical prices paid, whether by the Government or other than the Government, for same or similar items and prior price is a valid basis for comparison as supported by prior file documents. | Yes |
| ☐ | H | Independent Govt Estimate (IGE) | Maybe |
| ☐ | I | Data other than certified cost or pricing data, excluding cost data, submitted and no other analysis code applies (FAR 15.404-1(b)(2)). | Yes |
| ☐ | U | Price determined unreasonable. The KO was able to establish a fair and reasonable price objective, but negotiations were unsuccessful. Requires approval at a level above the KO pursuant to FAR 15.405(d). | Yes |
| ☐ | V | Price could not be determined fair and reasonable. Requires approval level above the KO. | Yes |
| ☐ | Y | KOs determination that prices are fair and reasonable under FAR 13.106-3(a)(2)(v) or FAR 13.203(a)(3). Used only for manual awards at or below the simplified acquisition threshold. | Yes |
| ☐ | _______ | If a PRC selected used is not one of the above, please insert the character to the left and provide a Narrative. | Yes |
Auto Buyer Assist - only use when awarding to Auto-Eval recommended awardee and Contracting Officer relied on automated pricing logic. Procurement did not drop for failing pricing evaluation; e.g.: auto reject codes of BO, CJ, HI, or NO.
| Check Box | PRC | Definition | Is Narrative Required | Additional Information |
| ☐ | XB | Buyer Assist only use when awarding to Auto-Eval recommended awardee. Contracting Officer relied on automated pricing logic. | Yes | Complete Narrative Block with the following: “Solicitation rejected from the Auto Evaluation program for: (within the ‘Narrative’, insert all failures codes and validations performed). KO determined the proposed award has passed the automated pricing logic and is considered fair and reasonable in accordance with FAR 13.106-3 (KO to insert applicable FAR reference). As a result, CAGE (________) is recommended for award.” |
| ☐ | XG | Yes | Procurement was sent back through the auto program through the Buyer Assist process for award. |
Narrative: Required IAW above table and for all first-time buys and significant price increases (e.g., Limitations of Price Increase (LOPI)), or requires an HCA notification. Must address price increase since last purchase along with any negotiations that were conducted):
The Contracting Officer’s signature on the award document constitutes evidence that the Contracting Officer has considered the issues listed and described above and arrived at the findings, determinations, and conclusions also enumerated above for the above-identified procurement.
END OF MICRO-PURCHASE AWARD DOCUMENT: DO NOT COMPLETE BALANCE OF DOCUMENT
Simplified Procedures Award (only complete this section if award exceeds micro-purchase threshold)
Section D: Limitation on Price Increases (DFARS 217.7505/DLAD 17.7505)
☐ Unit Price has not increased 25% or more within the past 12 months.
☐ Unit Price has increased 25% or more within the past 12 months. Contracting Officer has evaluated price and will notify HCA (or HCAs designee) prior to award.
Section E: Simplified Indefinite-Delivery Contract
☐ Simplified Indefinite-Delivery Contract (SIDC). The Contracting Officer established a guaranteed minimum (GM) quantity for the period of performance of the basic SIDC, recorded an obligation in the amount of the GM purchase requirement at time of award, and placed the EBS screen shot documenting the obligation in the contract file IAW DLAD 13.390(a)(2)(i).
Section F: Supplier Performance Risk System (SPRS) Considerations (DFARS 252.204-7024)
☐ Exempt: by DoDI 5000.79.
For the below risks, insert date SPRS was checked:
Item Risk
☐ End product or service material identifier not listed at DFARS PGI 204.7603.
☐ SPRS itemrisksearch performed prior to solicitation (manual solicitations only).
☐ SPRS item risk report returned no results.
☐ Item not identified as high risk in SPRS.
☐ SPRS identified as high risk item. Contracting Officer shall consider strategies at DFARS 204.7603(a)(2)(i-iii).
Price Risk
☐ End product or service material identifier not listed at DFARS PGI 204.7603.
☐ SPRS price risk report returned no results.
☐ Price within expected range per SPRS (within LCL and UCL plot lines on “Escalated Prices” graph).
☐ Price outside of expected range per SPRS (above UCL plot line or below LCL plot line on “Escalated Prices” graph). Contracting Officer shall consider strategies at DFARS 204.7603(b)(2)(i-iii).
Supplier Risk
☐ SPRS supplier risk report returned no results.
☐ Supplier not identified as high risk in SPRS.
☐ SPRS identified as high-risk supplier (document the file if supplier risk assessment is NOT considered in award decision).
Narrative: Address risk assessment (item, price, and contractor) outcomes as necessary to further explain impact of data on award decision. Follow local Records Management guidance when providing additional/supporting documentation, or state within narrative block below the location within the contract file.
Section G: Price Reasonableness Determination - FAR13.106-3(a), DLAD 13.106-3(a) & DLAD 15.406-3(a)(11)
Price is Fair and Reasonable in accordance with PRC inserted below (check applicable block below AND complete Narrative at end of this section when applicable AND include supporting documentation as required).
Price Reasonableness Code (PRC): Contracting Officer fill-in box with PRC to be assigned (i.e.,‘BA’, etc)
☐ Adequate Price Competition – Manufacturer Competition. Describe in Narrative block.
☐ Adequate Price Competition – Among Providers of Services. Describe in Narrative block.
☐ Adequate Price Competition – Dealer Competition (only use below SAT). Offered prices are independent and otherwise successful offeror’s price is not unreasonable. Describe in Narrative block.
No Competition (single quote or noncompetitive price range – select one of the following)
☐ Current price list, catalog, or advertised unit price. Describe in Narrative block .
☐ Market Research. Describe in Narrative block.
☐ Item price set by law or regulation. Describe in Narrative block.
☐ Cost analysis of offeror’s cost or pricing data combined with price analysis. Describe in Narrative block.
☐ Comparison of the proposed price to prices found reasonable on previous purchases. Describe in Narrative block.
☐ Same Item ☐ Similar Item (NSN or Item Description)
Contract(s):
Unit Price(s):
Quantity(ies):
PRC applicable previous purchase:
(Describe how prior award was determined fair and reasonable in Narrative)
☐ Independent Government Estimate (IGE). Attach the IGE if Contracting Officer determines IGE required adjustment. Describe in Narrative block.
☐ Data other than certified cost or pricing data, excluding cost data, submitted and no other analysis code applies. Describe in Narrative block.
☐ KOs determination that prices are fair and reasonable under FAR 13.106-3(a)(2)(v) or FAR 13.203(a)(3). Use only below SAT. Describe in Narrative block. (PRC BY coded awards cannot be used for price comparison with future procurements)
Price is other than Fair and Reasonable. Proceeding after proper elevation IAW DLAD 15.405(d)(S-90).
☐ Price is unreasonable. (Requires approval level above KO). Describe in Narrative block.
☐ Price could not be determined fair and reasonable. (Requires approval level above KO). Describe in Narrative block.
Auto Buyer Assist - only use when awarding to Auto-Eval recommended awardee and Contracting Officer relied on automated pricing logic. Procurement did not drop for failing pricing evaluation; e.g.: auto reject codes of BO, CJ, HI, or NO.
☐ XB: Complete Narrative block with the following:
“ Solicitation rejected from the Auto Evaluation program for: (insert all failure codes and validations performed). KO determined the proposed award has passed the automated pricing logic and is considered fair and reasonable in accordance with FAR 13.106-3 (KO to insert applicable reference). As a result, CAGE (insert CAGE code) is recommended for award.”
☐ XG: Procurement was sent back through the auto program through the Buyer Assist process for award. Describe in Narrative block.
Narrative: Must address any price increase since last purchase along with any negotiations that were conducted. If a SPEPRC not listed above is used to justify the price, please describe in Narrative. Attach or provide the location within the contract file for all supporting documentation.
The Contracting Officer’s signature on the award document constitutes evidence that the Contracting Officer has considered the issues listed and described above and arrived at the findings, determinations, and conclusions also enumerated above for the above-identified procurement.
END OF SIMPLIFIED PROCEDURES AWARD DOCUMENT
CUI
Source Selection Information – See FAR 2.101 and 3.104
(b) Alternate Simplified Acquisition Award Documentation (SAAD).
Contracting officers at DLA Distribution, DLA Disposition Services, DLA Contracting Services Office, and DLA Energy shall use the Acquisition - J7 - SAAD (Alternate)_ 6.16.23.pdf - All Documents (dps.mil) as prescribed in 13.106-3(b), 13.501(b)(3), and 15.406-1(b)(1). DLA Distribution maintains the Alternate SAAD online. The contracting officer must sign the format.
53.9015 Contracting by negotiation.
(a) Price Negotiation Memorandum Format – Competitive. Contracting officers shall use the PNM Format – Competitive as prescribed in 15.406-3(a)(S-90) and 15.406-3(a)(S-91). This Price Negotiation Format – Competitive is for illustration purposes only. It mirrors the fillable version in the contract writing system.
Source Selection Information - See FAR 2.101 and 3.104
PRICE NEGOTIATION MEMORANDUM FORMAT–COMPETITIVE
CUI Source Selection Information – See FAR 2.101 and 3.104
(b) Price Negotiation Memorandum Format – Non-Competitive. Contracting officers shall use the PNM Format – Non-Competitive as prescribed in 15.406-3 Documenting the negotiation. and 15.406-3 Documenting the negotiation.. This Price Negotiation Memorandum Format –Non-Competitive is for illustration purposes only. It mirrors the fillable version in the contract writing system.
PRICE NEGOTIATION MEMORANDUM FORMAT – NON-COMPETITIVE
