pgi_5301

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PGI Paragraph

MAJCOM

Paragraph Title

PGI 5301.1

AFICC

(No Title)

PGI 5301.108

AF

FAR Conventions

PGI 5301.170

AFICC

Peer Reviews

PGI 5301.170

SMC

Peer Reviews

PGI 5301.170-2

AF

Pre-award Peer Reviews

PGI 5301.170-3

AF

Post-award Peer Reviews of Service Contracts

PGI 5301.170-4

AF

Administration of Peer Reviews

PGI 5301.290

AFMC

Designation of Subject Matter Experts (SME)

PGI 5301.304

SMC

Agency Control and Compliance Procedures

PGI 5301.404-92

AFICC

Class Deviations

PGI 5301.601

SMC

HCA Matrix

PGI 5301.601

USAFA

HCA Responsibilities

PGI 5301.601-91

AFICC

Air Force Contracting Self-Inspection System

PGI 5301.601-91

AFMC

Air Force Contracting Compliance Inspection Program

PGI 5301.602-2

AFMC

Responsibilities

PGI 5301.602-2

SMC

Responsibilities

PGI 5301.602-3-90

AF

Procedure for Processing Ratifications of Unauthorized Commitments

PGI 5301.603

AFMC

Standardized Contracting Officer Warranting

PGI 5301.603

SMC

Selection, Appointment, and Termination of Appointment for COs

PGI 5301.603-1

USAFA

General

PGI 5301.603-2

AFICC

Selection

PGI 5301.90

AFDW

Clearance

PGI 5301.90

AFICC

Clearance

PGI 5301.90

AFMC

Clearance

PGI 5301.90

USAFA

Clearance

PGI 5301.9001

AFICC

Air Force Installation Contracting Center Clearance Delegations

PGI 5301.9001

AFMC

Clearance Delegations

PGI 5301.9001

SMC

Policy, Thresholds, and Approvals

PGI 5301.9001(b)

AF

Clearance: Multi-Functional Independent Review Teams

PGI 5301.9001-92

AFMC

Clearance Request

PGI 5301.9001-93

AFMC

Clearance Documentation

PGI 5301.91

AF

Ombudsman Program

PGI 5301.91

AFMC

Ombudsman Program

PGI 5301.91

SMC

Ombudsman Program

PGI 5301.9102

AFICC

Ombudsman

PGI 5301.9102

USAFA

Ombudsman Program

“Pursuant to the authority vested in me by AFFARS 5301.602-3(b)(2), I hereby ratify the act of (name, title, grade, and organization), who on or about (date) authorized (company name) to (commitment). The dollar value of the transaction is (dollar amount). Ratification is deemed to be in the best interest of the government and is within the authority and limitations of FAR 1.6 and supplements thereto.”

(1) Tenant organizations with contracting authority: When an unauthorized commitment occurs within a tenant organization, the ratification is processed through the tenant’s chain of command.

To promote an understanding of the MIRT process and to ensure the process is value added, the CAA and SSA should establish the rules of engagement for the MIRT (e.g., how many reviews are planned, the expected duration of each review, and what is required to close MIRT comments prior to the CAA granting clearance, as well as the relationship between the clearance process and source selection process events).

Contract Value

Enterprise Contracting Program Clearance Approval Authority

>$50M to <$1B

SCO

>$25M to $50M

COCO

>$5M to $25M

Two levels below the SCO
(e.g., Division Chief )

Contract Value

Operational Contracting Program Clearance Approval Authority

>$10M to <$1B

SCO

$2M to $10M

COCO

>$500K to <$2M

One level above the CO

This PGI applies to all acquisitions of supplies, services, construction and R&D purchased with appropriated funds by operational acquisition units (contracting offices and squadrons) within the Air Force Installation Contracting Center (AFICC), Air Combat Command (ACC), Air Force Global Strike Command (AFGSC), Pacific Air Forces (PACAF), Air Mobility Command (AMC), Air Force Special Operations Command (AFSOC), Air Force Space Command (AFSPC) except Space and Missile Systems Center, Air Education & Training Command (AETC) and United States Air Forces Europe & Air Forces Africa (USAFE-AFAFRICA).

The PGI is not a standalone document, it is used in conjunction with the FAR and FAR Supplements.

Class Deviations that impact more than one AFICC OL are typically coordinated through AFICC/KP to SAF/AQC.

SIP Teams should assess contract actions/files using the applicable portions of the Air Force Contracting Self-Inspection Checklist and whenever possible, teams should utilize the self-inspection capability of KT FileShare to assist them in completing the Unit Self-Inspection Report. At a minimum, SIP Teams will review the specified number of contract actions (by type) for the current or previous fiscal year (not to exceed 12 months prior to the date of the self-inspection unless a review of the basic contract is necessary) in accordance with the table below.

AFICC Self-Inspection Program – Minimum Action Review Requirements

If the Action type* is:

And the Total Number of Actions for the previous FY or 12 mos is:

Then the Minimum** Number of Actions (by type) to be Reviewed is:

Competitive Awards

(including multiple award ID/IQ task/delivery orders)

1—500

10% or 25 actions–
whichever is greater

Over 500

5% or 50 actions–
whichever is less

Non-Competitive Awards

(including orders issued citing a Fair Opportunity Exception, 8(a) SB set-asides and other mandatory or designated sources)

1—500

25% or 50 actions–
whichever is greater

Over 500

10% or 100 actions–
whichever is less

Modifications
(other than administrative)

1—500

10% or 25 actions–
whichever is greater

Over 500

5% or 50 actions –
whichever is less

BPAs, BOAs and associated Calls/Orders

1—500

All Blanket/Basic Agreements & 10% or 25 Calls/Orders–
whichever is greater

Over 500

All Blanket/Basic Agreements & 5% or 50 Calls/Orders–
whichever is less

Terminations, UCAs, Protests, Ratifications and other extraordinary contract actions

1—500

ALL

Over 500

OT-P Agreements/Awards and contract awards as a result of the Defense CSO Pilot Program

1—500

ALL

Over 500

*This list is not inclusive of every type of contract action or agreement; Commanders/Directors may include other contract action types or specific actions as they deem necessary.

**If the total number of actions available for review is less than the mandatory minimum, all files for that action type should be reviewed.

Note: To ensure maximum fidelity in the resultant SIP data and to determine the overall acquisition health of the office/squadron, actions chosen for review should be selected from the entire contract portfolio, to include the responsible flights, divisions, teams and individual contracting officers.

The standard AFICC Clearance process is typically used for all contract actions requiring clearance. The contracting officer typically allows at least 5 business days after receipt of a complete clearance request package by the cognizant AFICC reviewing office for completion of a clearance review. Clearance request packages received after 1300 local time should be logged as received the following business day. Additionally, contracting officers should anticipate approximately 3 additional business days for Clearance Approval Authority (CAA) review. Clearance Reviews should be accomplished using KT FileShare.

Business and Contract Clearance Approvals

Prior to requesting clearance, the contracting officer should ensure all required clearance documentation is uploaded to KT FileShare, followed by an e-mail to the cognizant AFICC OL workflow account requesting assignment of a Clearance Reviewer. When the CAA requires Clearance briefing charts, contracting officers may use the AFFARS template, AFICC template, or a locally developed template. Competitive RFP amendments should be reviewed and approved by the CAA prior to issuance (not applicable to administrative changes).

Unless otherwise exempted, a Preliminary-Price Negotiation Memorandum (P-PNM) is typically used to explain the rationale applied to arrive at the Government objective by cost element. For purposes of the clearance process, Architect-Engineering Services should be handled as noncompetitive acquisitions. Business clearance approval is required prior to beginning negotiations with the contractor.

All SCOs in:

Grant Authority

Cooperative Agreement Authority

Other Transaction Authority for Research

Other Transaction Authority for Prototype

Other Transaction Authority for Experimental

AFICC

No

No

No

Yes

Yes

AFLCMC

No

No

No

Yes

Yes

AFNWC

No

No

No

Yes

Yes

AFRL

Yes*

Yes*

Yes

Yes

Yes

AFSC

No

No

No

Yes

Yes

AFTC

No

No

No

Yes

Yes

Number of Actions

Number/Percent of awards annually reviewed for Self-Inspection

1-100

Five actions (or all, if less than five total awards)

101 - 500

Five (5) actions, or no less than two (2) percent minimum - whichever is greater

Over 500

No less than two (2) percent

Data Pull Sample Size

Volume/percent within a given award assessment pull to consider as a trend for analysis for SCO)

1-10

Three (3) or more findings of a given checklist item or twenty (20) to thirty (30) percent (or more) of actions with given checklist item (whichever is greater)

11-25

Four (4) or more findings of a given checklist item or twenty (20) to thirty (30) (or more) of actions with given checklist item (whichever is greater)

26-50

Ten (10) or more findings of a given checklist item or twenty (20) to thirty (30) percent (or more) of actions with given checklist (whichever is greater)

51-75

Eighteen (18) or more findings of a given checklist item or twenty (20) to thirty (30) percent (or more) of actions with given checklist item (whichever is greater)

76-100

Twenty-four (24) or more findings of a given checklist item or twenty (20) to thirty (30) percent (or more) of actions with given checklist item (whichever is greater)

101-200

Thirty-six (36) or more findings of a given checklist item or twenty (20) to thirty (30) percent (or more) of actions with given checklist item (whichever is greater)

>201

Fifty (50) or more findings of a given checklist item or twenty (20) to thirty (30) percent (or more) of actions with given checklist item (whichever is greater)

Clearance Review

AFLCMC Location

Dollar Level

Clearance Reviewer

Eglin, Hanscom

≥$10M

Local PZC

Gunter, Randolph

≥$10M

AFLCMC/PZC review staff, review staff at Gunter if available

Peterson, Offutt

≥$10M

PZC (Hanscom)

Lackland

≥$25M
≥$10M <$25M

PZC (Hanscom)
Review staff at Lackland

Tinker, Hill, Robins

≥$10M

Local PZC

Wright-Patterson: WFK, WVK, WWK, HIK, PZI

≥$25M
≥$10M <$25M

Local PZC
Directorate or Division Contract Reviewer, as designated by Directorate PK or Equivalent

Wright-Patterson: WIK, WLK, WKK, WNK

>$50M
>$10M<$50M

Local PZC
Directorate or Division Contract Reviewer, as designated by Directorate PK or Equivalent

Clearance Review for Operational Contracting below $10M

AFLCMC Location

Dollar Level

Clearance Reviewer

Wright-Patterson, Hanscom

≥$3M < $10M

Local PZI Reviewer

Organization (Location)

CAA for >$250M “SCO”

CAA for $10M - $250M

Wright-Patterson
All PEO Directorates and Enterprise and Operational Contracting

AFLCMC/PK (WP) – Includes Deputy Director and Technical Director

As assigned and documented by the COCO (Organizational Senior Functional)

Eglin
All PEO Directorates and Enterprise Contracting

AFLCMC/PK (Eglin) – Includes Deputy Director and Technical Director

As assigned and documented by the COCO (Organizational Senior Functional)

Hanscom
All PEO Directorates and Enterprise and Operational Contracting

AFLCMC/PK (Hanscom) – Includes Deputy Director and Technical Director

As assigned and documented by the SCO

Clearance Review

 

Dollar Level

Clearance Reviewer

AFNWC (all locations)

≥$5M

Local PZC

Clearance Review

Organization

Dollar Level

Clearance Reviewer

AFRL

≥$100M
≥$5M < $100M

AFRL/PK
Local

Clearance Review for Operational Contracting

Organization

Dollar Level

Clearance Reviewer

AFRL

>$10M
≥$500K ≤ $ 10M

AFRL/PK
Local

Clearance Review

Organization

Dollar Level

Clearance Reviewer

AFSC (all locations)

≥$5M

Local PZC

Clearance Review for Operational Contracting below $5M

Organization

Dollar Level

Clearance Reviewer

AFSC (all locations)

≥$500K < $5M

Local PZI Reviewer

Clearance Review

Organization

Dollar Level

Clearance Reviewer

AFTC (All locations except AEDC)

≥$5M

Local PZC

AFTC (AEDC)

≥$5M

Local PZZ

Clearance Review for Operational Contracting below $5M

Organization

Dollar Level

Clearance Reviewer

AFTC (Edwards)

≥$500K < $5M

One level above the CO

AFTC (Eglin)

≥$500K < $5M

One level above the CO

Systems / Sustainment / Enterprise Contracting - Non-Operational

Contract Value

SMC Clearance Approval Authority

≥ $1B

DAS(C)/ADAS(C)

>$100M to <$1B 

SCO

≥$25M to ≤$100M

COCO

≥$5M to <$25M

Deputy COCO

>$5M

Contracting Officer

Operational Contracting

Contract Value

SMC Clearance Approval Authority

≥$1B

DAS(C)/ADAS(C)  

>$10M to <$1B

SCO

≥$1M - ≤$10M

COCO

≥$500k - <$1M

Deputy COCO

>$500K

Contracting Officer

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