IG5336.9201-ch2-A

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APPENDIX A

Construction Acquisition Planning Matrix

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Subject

Topic

Action

Reference

I. Acquisition Background

1

Description of Requirement

 

Self-explanatory

 

2

Conditions

Facilities

Will the facility be occupied or unoccupied?

 

3

   

Is relocation required?

 

4

   

Did you discuss the impact of an untimely relocation?

 

5

 

Demolition or Dismantling

Does this project involve demolition or dismantling?

FAR 36.7

6

   

Do you have a separate CLIN for this? What clauses are necessary?

 

7

 

Documentation

Will the maps, plans and specifications be available by the solicitation release date?

 

8

   

Ensure the SOW, drawings, and all the required documents are complete before issuing the solicitation?

 

9

   

Is an asbestos survey required?

 

10

 

Security Considerations

Is the work in a secure area?

 

11

   

Will guards/escorts be required?

 

12

   

Will security clearances be required?

 

13

   

Does this acquisition require special equipment or facilities?

 

14

Conditions (cont’d)

Security Considerations (cont’d)

Did you discuss how this project might affect the community, i.e. requirements for special events for parking lot projects?

 

15

   

Will the project involve power outages?

 

16

   

Address the need to schedule power outages?

 

17

   

How will you notify the tenants?

 

18

   

Will the construction season or plant shutdowns affect the projects?

 

19

Background & History

Same or Similar Requirements

Did we acquire a same or similar requirement previously?

 

20

   

Review the contract file, to include amendments and modifications. Were there project delays, cost overruns and errors in drawings, etc?

Note: You are attempting to identify circumstances that may affect the acquisition you are planning.

21

   

Did you identify differing site conditions?

 

22

   

Did employees file complaints over the labor laws?

FAR 22.406-7

23

   

Was non-payment an issue for sub-contractors?

 

24

   

Were there difficulties with bonds?

FAR 28.1

25

   

Were there delinquent material submittals?

 

26

   

Did the offers come in lower or higher than the government estimate? Can you identify the weaknesses in the government estimate? Is the info in the file useful in developing your government estimate?

 

27

   

Was additional funding required?

 

28

   

Could additional requirements or quantities be required?

 

29

Background & History (cont’d)

Same or Similar Requirements
(cont’d)

Was there competition?

FAR 6.1 / FAR 6.2 / FAR 6.3

30

   

Is this an 8a or HubZone acquisition?

FAR 19.1007

31

   

If using sealed bid procedures, will inaccurate bid guarantees result in rejecting the bid?

FAR 28.101-4

32

 

Insurance

Will a Certificate of Insurance or an actual Insurance Policy apply?

FAR 28.306 / FAR 28.307

33

   

What minimum thresholds and cancellation notices will be required?

 

34

Funding

Bona Fide Need

Do you need to address Bona Fide need?

 

35

 

OARS

Will contract changes after award involve the Obligation Adjustment Request Systems (OARS) process?

 

36

   

Will delay in performance occur due to OARS? Are there other implications associated with OARS?

FAR 36.205

37

 

Cost Limitations

Did you address statutory cost limitations? What provisions have to be included for cost limitations?

DFARS 236.570(b)(4)

DFARS 252.236-7006

38

Delivery or Performance Period

 

Does the performance period consider the complexity of the project? The construction season? The phasing requirements, etc?

 

39

 

Overseas

Can you purchase the materials locally?

 

40

 

Optional Quantities

When using optional quantities, is there a separate period of performance for each CLIN, or can you combine the options with the performance period of the basic requirement?

 

41

Delivery or Performance Period (cont’d)

Additive or Deductive Items

Are provisions to add or delete items to be included in this acquisition? Did you identify special items on the bid schedule? Will special provisions be required in the solicitation?

 

42

Risk

 

Identify risk associated with cost, schedule and technical delays.

 

43

   

Identify risk associated with delays due to the OARS approval process.

 

44

   

Identify the risk associated with providing Government Furnished Property or Equipment to the contractor late.

FAR 45

45

   

Identify the risk associated with providing the contractor incomplete/ambiguous/conflicting specifications, plans and designs?

 

II. Plan of Action

46

Market Research Results

EPA

Is the Economic Price Adjustment clause required to adjust for fluctuations in price?

FAR 16.203-1 / FAR 16.203-2

47

 

Economies of Scale

If using an Indefinite Delivery Contracts with unit prices, do we benefit from price breaks due to economies of scale?

 

48

 

Specialty Skills

Are there specialty skills required for this project?

 

49

Acquisition Approach

Solicitation Method Used

What method will you use?

 

50

 

Magnitude of Project

Did you identify the magnitude of the project on the SF Form 1442 (blk 10) or Section L?

FAR 36.204

51

 

Basis of Award

Are you considering using a tradeoff approach? Past Performance trade off, performance/prices best value tradeoff. If trade-offs other than performance and price apply, are the evaluation factors true discriminators?

FAR 15.101

52

Acquisition Approach (cont’d)

Basis of Award (cont’d)

Is this project to be acquired using sealed bid? Are you restricting the award to price and price-related factors? Are you going to use the two-step process?

FAR 14.408 / FAR 14.201

FAR 14.5

53

 

Site Visits

Identify number of visits scheduled.

FAR 36.210

54

   

What measures will you use to ensure on-site personnel do not discuss site conditions with prospective contractors?

 

55

   

Have escorts and requirements for pre-proposal conference attendees been coordinated before the site visit?

 

56

   

Did you ensure the contractors are able to inspect the site and surrounding site conditions?

 

57

 

Bonds

Will bonding procedures be required in this contract?

FAR 28.1

58

   

Is a waiver required?

 

59

   

What types of Bonds will you use?

 

60

   

Are you going to check with the Treasury Department to ensure the Bonding Company is on the approved list?

 

61

   

How you will process increases in contract price to ensure you acquire additional bonding?

 

62

   

How will you track the bonds?

 

63

   

Will you require consent of surety for increases in contract price?

 

64

   

Are Bid Guarantees required?

 

65

 

Labor Laws

Does the Davis-Bacon Act apply?

 

66

   

What types of labor categories are required?

 

67

Acquisition Approach (cont’d)

Labor Laws (cont’d)

How will you identify and address labor violations?

 

68

 

Material Submittals

Are material submittals required for this project?

 

69

   

Describe measures to be taken to ensure timely submittals

 

70

   

How is the contracting officer going to monitor the approval process?

 

71

   

Did you discuss and verify the material submittals with the Civil Engineers (CE)?

 

72

   

What type of suspense system will be used to track submittals?

 

73

 

Green Procurement

Did you discuss how to meet green purchasing requirements as they relate to energy conservation, recovered materials, environmental preferable and energy-efficient products and services?

FAR 7.105 / FAR 11.002 /

FAR 13.2 / FAR 23.2 / FAR 23.4 /

FAR 23.7 /

AFFARS Library Part 5323 /

CO’s Primer / GP Guide /

Greening Your Products

74

 

Warranties

Will the standard construction warranty apply? Did you consider the limitations?

FAR 46.7

75

   

Does the manufacturer’s warranty require the contractor to have any special certifications/qualifications?

 

76

   

Are there any unique warranties required?

 

77

   

What approvals are necessary (D&F)?

 

78

   

Did you consider the terms and conditions associated with the warranty?

 

79

Acquisition Approach (cont’d)

Warranties

Are there conflicts between the warranty clauses and warranty conditions addressed elsewhere in the solicitation?

 

80

 

Evaluation Factors

What evaluation factors will you use to differentiate between offerors?

DFARS 215.304

81

   

Will the past performance evaluation factor merit a significant weighting?

 

82

   

Minimize the number of evaluation factors used to those few critical areas necessary to ensure appropriate contractor selection.

 

83

   

Are past performance evaluation factors tailored to the project giving consideration to:

 

84

   

a) A demonstration of the contractor’s experience on a reasonable number of successfully completed projects of a similar size and complexity?

 

85

   

b) Demonstrating the contactor has adequate organizational and management skills?

 

86

   

c) Demonstrating the contractor has the necessary technical skills. Demonstrating the contractor has an awareness of health and safety concerns when on site.

 

87

   

d) Demonstrating the contractor’s ability to complete construction projects without recourse to sureties; and

 

88

   

e) Demonstrating the contractor’s commitment to assign the necessary resources (personnel, equipment and financial) to the project?

 

89

 

Past Performance

Will a past performance survey be used?

 

90

 

Does the survey require updating?

 

91

Acquisition Approach (cont’d)

Past Performance (cont’d)

Will you request past performance information before the solicitation closing date?

FAR 15.304

92

   

What types of past performance are relevant to this project?

 

93

   

What types of past performance information are necessary, e.g. joint ventures and subcontractors, teaming partners, etc.

 

94

   

How will you ensure Sections L&M of the solicitation reflect the importance of past performance?

 

95

 

PCAG

Will you use past performance to evaluate offerors? Will you require a Performance Confidence Assessment Group (PCAG)? Who will chair the group? When will appointment of the members occur?

 

96

   

How will you ensure the PCAG team understands their role in the evaluation process, and have a firm understanding of how you define relevancy?

 

97

   

What measures will you take to ensure the team applies that relevancy to their evaluation of past performance?

 

98

   

How will you ensure the team members adhere to the evaluation criteria contained in the solicitation?

 

99

   

Did you identify the past performance process the PCAG will use?

 

100

 

Contract Type

What type of contract is appropriate for this project?

FAR 16

101

   

Should the project be broken down into phases, include options or any combination of the above?

FAR 36.3

102

Acquisition Approach (cont’d)

Options

Do you have CLINS for optional requirements?

 

103

   

Did you consider mobilization/demobilization activities, progressive flow of construction and anticipated receipt of funding?

Note: The option to purchase additional requirements will not extend past 90 calendar days from the date of award. Do not extend the option to purchase additional items beyond the point when it would interrupt the flow or timeliness of the overall project.

104

   

Did you address the period it takes to exercise options?

 

105

   

Did you consider the date to proceed in your decision?

 

106

   

Did you consider the started work date in this decision?

 

107

   

Will you have to consider additional material submittal requirements?

 

108

 

Competition

Did you consider socio-economic set-asides?

 

109

   

Will a J&A be necessary?

 

110

   

What authority will you use for the J&A?

 

111

   

Did you consider the impact of using a non-traditional pricing arrangement, e.g. coefficients in other than SABER contracts on competition?

 

112

 

Contracting Considerations or Incentives

Did you consider using incentives?

FAR 16

113

   

Are there special provisions/clauses/deviations considerations?

FAR 16.4

114

Acquisition Approach (cont’d)

Liquidated Damages

Due to constraints, are liquidated damages necessary?

FAR 11.501 / FAR 11.502 /

FAR 11.503 / FAR 36.206 /

DFARS 236.206

115

   

Will this require a justification?

 

116

   

What formula will you use to assess damages?

 

117

   

Are user specific damages required?

Note: The justifications for specific damages will have to be prepared.

118

 

Data/Data Rights

Are data rights necessary?

FAR 27

119

 

Environmental, Safety & Health

Are there environmental, safety and health issues?

FAR 23

120

 

Government Furnished Property / Equipment / Material (GFP/GFE/GFM)

Will you provide government property to the contractor?

FAR 45

121

   

Have you identified the proposed equipment/property?

 

122

   

How will you track this property?

 

123

   

How important is this property in the performance of the contract?

 

124

   

What measures are you taking to ensure the property is in the specified condition? Moreover, available on the date specified?

 

125

 

Government Estimate

Have you addressed the importance of an accurate government estimate, and its importance to the acquisition process?

FAR 36.203 / DFARS 236.203

126

 

Specifications and Drawings

Are the specifications to be 100% design?

FAR 36.202

127

   

Do you anticipate ambiguities and conflicts in the specifications that require resolution?

 

128

Acquisition Approach (cont’d)

Specifications and Drawings (cont’d)

Will you require brand name products? Are you in compliance with OMB’s directive on brand name products?

OMB Memo, 11 Apr 05

129

   

Have you identified the salient characteristics?

 

130

   

Are justifications and approvals required?

 

131

 

Subcontracting

Does subcontracting apply to this acquisition?

FAR 52.219-9 / FAR 22.4

132

   

Will a subcontracting plan be required?

 

133

   

Will employee payrolls be required?

 

134

   

Will a Statement of Acknowledgement be required for this project?

 

135

   

How will you conduct labor compliance checks for the subcontract?

 

136

   

How will you handle violations for subcontracts?

 

137

 

CCASS

Will a CCASS evaluation be required?

DFARS 236.201(3)(A)

138

 

Congressional Notification

Do you need to notify congress of contract award?

DFARS 236.601 /

AFFARS 5305.303

139

 

Statutory Limitations

Did you address statutory cost limitations?

FAR 36.205 /

DFARS 236.570(b)(4) /

DFARS 252.236-7006

140

   

Is the Title I dollar amount less than 6% of the estimated construction cost?

AFI 32-1021 / AFI 32-1022 /

AFI 32-1032

141

   

Is a DD Form 332 or a DD Form 1391 required?

 

142

 

CLINs

How will you track estimated quantities?

 

143

   

Are there separate CLINs for demolition?

 

144

   

Is there a need for optional requirements?

 

145

Acquisition Approach (cont’d)

Inspection

Did you identify how you will monitor the contractor’s performance?

FAR 28.306 / FAR 28.307 /

FAR 52.228-5 / FAR 52.228-7

146

   

How will you track Progress Schedules?

 

147

   

Will the appropriate clauses be included?

 

148

   

What action will you take if the contractor falls 5% behind schedule?

 

149

 

Debarred List

How will you ensure the prime and subcontractor are not listed on the list of parties excluded from procurement and non-procurement programs.

FAR 9.404(C)(5)

150

 

Progress Payments

Will you use progress payments in this acquisition?

FAR 32.5

151

   

What are the milestones for payment?

 

152

   

How will you track progress payments?

 

153

 

Progress Schedules

Are progress schedules required?

FAR 52.236-15

154

   

If approval is required, who will approve the schedule?

 

155

   

How will the contractor submit these reports?

 

156

   

Is there a need to track the progress schedules? Who will do the tracking?

 

157

   

What action will you take if the contractor falls behind?

 

158

   

What action will you take if the contractor fails to submit a schedule?

 

159

 

Milestones

Are the milestones realistic?

DFARS 236.601

160

   

Do they take into consideration environmental considerations?

 

161

   

Do the milestones consider funding issues?

 

162

Acquisition Approach (cont’d)

Milestones (cont’d)

Are you allowing adequate lead-time to the contracting process?

 

163

   

Did you allow adequate time a for the site visit?

 

164

   

Did you allow adequate time for the pre-proposal conference?

 

165

Contract Admin / Mgt

Meetings

How will you organize and conduct meetings?

 

166

   

How often will team members meet?

 

167

   

Who will chair the meetings?

 

168

   

How will differences be resolved?

 

169

 

Payrolls (Prime and Subcontractor)

How will the contractor submit weekly payrolls?

FAR 22.406-6 / FAR 52.222-8

170

   

How will you track subcontractor payroll submittals?

 

171

   

How will the subcontractor submit his payrolls?

 

172

   

Did you identify how you will monitor payrolls to include certified?

 

173

   

How will you review payrolls against the wage determination?

 

174

 

Apprentices

Will apprentices be working on this project? Enforced?

FAR 22.406-4

175

   

How are the certifications to be processed?

 

176

   

Did you address the ratio of apprentices to journeyman?

 

177

   

How will you accomplish labor checks?

FAR 22.406-7

178

   

How will deal with issues associated with labor checks?

 

179

Acquisition Approach (cont’d)

Labor Checks

How will you conduct labor investigations?

 

Architect-Engineer (A-E)

180

Liability

 

Did you consider putting a limitation on a dollar threshold for this A-E contract?

FAR 36.609-1(A)

181

   

Are there instances where redesign may become an issue?

 

182

Congressional Notification

 

Is a written determination required?

 

183

   

Is congressional notification required?

DFARS 236.601

184

Statute

 

Did you address statutory considerations?

DFARS 236.606-70

185

Design

 

How are design errors, deficiencies, or inadequacies remedied?

FAR 36.608 / FAR 36.609-2

186

   

Are justifications necessary if there is no remedy proposed?

 

187

   

Are changes to the contract the result of A-E design errors, deficiencies, or inadequacies?

 

188

   

Did you establish a suspense system to ensure timely submittals?

 

189

   

How will you remedy this situation?

 

190

   

Will you conduct design reviews in accordance with the Statement of Work?

 

191

   

How will you ensure the proper classification of employees?

 

192

   

How will you manage overtime? Tracked? Verified?

 

Simplified Acquisition Base Engineering Requirements (SABER):

193

 

How is SABER training` to be provided to installation personnel on a recurring basis?

 

194

   

Do you have a valid government estimate?

 

195

   

Are revised government estimates required?

 

196

   

Are non-pre-priced items (NPI) involved in this acquisition?

 

197

   

What is the basis for negotiating these items?

 

198

   

Are there NPI and delivery order thresholds?

 

199

   

Will violations result in the need for a waiver/ justification?

 

200

   

At what point will NPIs be incorporated into the contract?

 

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