IG5307.104-92

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Informational Guidance

IG5307.104-92

Acquisition Planning Documentation Guidance for “Other Contracting”

December 2007

TABLE OF CONTENTS

INTRODUCTION

AP DOCUMENTATION APPROVAL AUTHORITIES

TIMING

OTHER CONTRACTING AP AND SASS TEMPLATE

AP TEMPLATE

SASS TEMPLATE


1. Introduction: This guide is written to help you prepare and process Acquisition Planning documentation for “Other Contracting” acquisitions as called for under the Federal Acquisition Regulation (FAR) Part 7 as further supplemented by DFARS 207, and specifically called for under AFFARS 5307.104-92. Specific guidance is provided for preparing either an “Other Contracting” AP, or a Streamlined Acquisition Strategy Summary (SASS). Construction acquisitions should refer to IG5336.9201 for details on Construction Acquisition Planning (AFFARS Library Part 5336). It is recommended that you use this guide when drafting your documentation that outlines a proposed acquisition strategy to ensure that critical elements such as schedule, funding, and contract/business arrangements are adequately addressed. This guide is not intended to serve as a substitute for the regulations; therefore, as each topic is discussed, specific regulatory citations may apply which need to be addressed in the AP.


2. AP Documentation Approval Authorities:


3. Timing: As prescribed in FAR 7.104 acquisition planning should take place and the AP should be developed and submitted to the approving official as soon as the requirement is identified and preferably in advance of preparation of the purchase request unless the acquisition is being conducted under the authority of FAR 6.302-2, unusual and compelling urgency. Nevertheless, the AP approval authority is responsible for facilitating release of the Request for Proposal (RFP) either by approving the AP, or by providing clear separate direction as to release of the RFP, or by clearing the action for the SSA to proceed with release where the SSA is the release authority.

4. “Other Contracting” Acquisition Plan and Streamlined Acquisition Strategy Summary Templates:
For acquisitions greater than $5.5M but less than the value requiring AFPEO/CM approval, the “Other Contracting” AP Template below may be utilized to document acquisition planning. For acquisitions from the SAT to <$5.5M the SASS Checklist below may be utilized to document acquisition planning. Some degree of documentation related to acquisition planning for the above categories is required unless specifically waived by the designated AP approval authority.

TEMPLATE

“OTHER CONTRACTING” ACQUISITION PLAN

FOR OFFICIAL USE ONLY

Program/Project Title:

Contracting Office:

Requiring Activity:

Estimated Dollar Value (including options):

I. Acquisition Background

A. Description of Requirement/Statement of Need: Summarize supplies, construction, or services to be provided.

B. Conditions: Describe any known cost, schedule, environmental, capability or performance constraints.

C. Background and Contracting History: Describe contracting history of exact or similar requirement, including previous contract type and dollar value.

D. Funding: Describe availability of funding, expiration of funds, use of advance contracting authority described in MP5332 and any statutory limits, etc.

E. Delivery or Performance Period: Describe delivery or performance period requirements. (Construction: If incorporating optional requirements, the plan must describe the performance period for each optional CLIN to include consideration of mobilization and/or demobilization activities, progressive flow of construction activities, and anticipated receipt of funding. Normally, the option to purchase additional requirements will not extend past 90 calendar days from date of award.)

F. Risks: Identify any technical, cost, schedule or performance risks that may affect either the Government or contractor. Identify what efforts are planned to mitigate these risks.

II. Plan of Action

A. Market Research Results/Interested Sources: Discuss results of market research, for example: determination of whether bundling is necessary or justified (FAR 7.107), of commerciality and industry -specific commercial terms/conditions identified during market research. Market Research documentation may be attached to the acquisition plan to fulfill the requirements of this paragraph.

B. Acquisition Approach: Address the following:

C. Competition: Discuss extent of competition in past solicitations, consideration of small business, HUBZone small business, small disadvantaged business, service-disabled veteran-owned small business, and woman owned business. Also explain how full and open competition will be obtained, promoted, and sustained throughout the course of the acquisition, the comparative benefits of awarding a new contract versus placing an order under an existing contract, or the J&A authority and rationale for it if full and open competition is not contemplated. If using a non -traditional pricing arrangement (i.e., using coefficients in other than SABER), fully explain the rationale for the selection of the strategy and any anticipated impact on competition.

D. Contracting Considerations or Incentives: Provide a draft of any special clauses/ provisions/deviations required, provide a draft of any incentives to be used and discuss any other contracting considerations.

E. Government-Furnished Property/Information: Summarize extent and availability.

F. Surveillance: Describe the surveillance method that will be used to ensure receipt of acceptable contract performance for service contracts.

G. Other Considerations: Describe decentralized ordering procedures to include maintenance of a call register, security considerations, environmental considerations, safety, data rights, advisory and assistance services, conflict of interest, and any other items not addressed elsewhere in the plan.

H. Milestones: Include the following: (add additional milestones that may apply and/or exclude those that do not apply to this particular acquisition).

III. Coordination/Approval

____________________________ __________________________________
Contracting Officer (Date) Small Business Specialist (Date)

____________________________ __________________________________
Chief of Contracting Office (Date) Coord: Staff Judge Advocate (Date)

____________________________ __________________________________
Chief of Requiring Activity (Date) Program Manager (Date)

TEMPLATE

Streamlined Acquisition Strategy Summary (SASS)
FOR OFFICIAL USE ONLY

Date:

Contracting Office: Buyer Name:

Requiring Activity: Voice (DSN):

Project Title: Fax (DSN):

Buyer’s E-Mail Address: Control Number:

Construction Service Supply

Government Est.: $ (Include ALL Options)

I. Brief Description of Requirement (Including delivery schedule, any problems/risk)

II. Proposed Acquisition Approach

a. Extent of Competition:

Sole Source* Competitive Non-DoD Full & Open
* FAR 6.3 Authority:

NETCENTS/AFWAY (Including Waivers)

Limited Sources

b. Small Business:

Competitive 8a Sole Source 8a SDVOSB Set-Aside

Hub-Zone Sole Source Competitive SBSA SDVOSB Sole Source

Hub-Zone Set-Aside N/A Other (Specify)

c. Procedures: (Check all that apply)

FAR 8 (GSA/Non-DoD Competitive)

FAR 12 Commercial Items

FAR 13 Simplified Acquisition Procedures

FAR 14 Sealed Bidding

FAR 15 Negotiation

FAR 36 A&E and Design Build

FAR 37 Personal Services Healthcare

d. Contracting Method

IFB Competitive 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
Performance Price Trade-Off with technical factors

Formal Source Selection (AP highly recommended)

GSA/Non-DoD Competitive
(list factors):

Other (explain):

f. Contract Type (Check all that apply):

Fixed-Price

Incentive

Cost-Reimbursement

Award Fee

Time and Material/Labor Hour Agreements

Indefinite Delivery Contract (IDC)

Other (Specify):

III. Projected Key Milestone Dates:
Receive PR Complete Evaluations
Issue Solicitation Award Contract
Receive Bids/Offers Contract Start

In lieu of actual signatures, and prior to the availability of digital signatures, please perform local review and coordination of this completed document via e-mail.
Attach the e-mail coordination / approval from all required individuals when submitting the final SASS.

** The following section is to be completed by reviewer/approving official**

Reviewer’s Name: Reviewer’s Voice DSN:
Reviewer’s E-Mail:

SASS Approved as submitted
SASS conditionally approved subject to comments below
SASS Disapproved (reviewers are required to include comments below)

Reviewer’s Comments:

** The following section is to be completed by the Small Business Specialist **

SASS Small Business Specialist coordination __________________________________

Small Business Specialist's Comments:

** The following section is to be completed by the Services Designated Official (SDO) for service acquisitions **

SDO Certification:

In accordance with Command Management and Oversight of Acquisition of Services Process (MOASP), the undersigned, acting in the capacity of SDO for this acquisition, determines that the Performance Work Statement is, to the maximum extent possible, performance based (considering the security requirements inherent in this acquisition), reflects outcome-based objectives in the Service Delivery Summary (SDS), and contains metrics appropriate for the requirement that will ensure timely and accurate assessment of contractor performance. (SDO Certification should be tailored for each acquisition.)

SASS SDO coordination __________________________________

FOR OFFICIAL USE ONLY

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