Discussion Topics

1
Discussion Topics
Procurement Putting the Pieces Together
2
Acquiring Goods and Services
An Overview for Department of Commerce
Supervisors Dr. Daniel S. Alexander
II March 2004
3
Discussion Topics

• A Quick Overview
• Procurement Fundamentals Public Buying
• Show You The Big Picture
• Explain How Your Office May Obtain Goods and
  Services The Procurement Process
• Buying Things On The Road
• Briefly Discuss the Purchase Card Program
• Provide Contact Information
• Share Some References
• Answer Your Questions

4
Overview

• The Federal procurement process is governed by
  numerous laws and regulations designed to
  maintain the public's confidence in the
  integrity, fairness and openness with which the
  government conducts business.
• With few exceptions, only warranted employees,
  known as "Contracting Officers", may enter into
  contracts on behalf of the Government.
• In addition to obtaining goods and services, the
  federal procurement process is also used to
  achieve federal socio-economic and other policy
  objectives.
• Required sources of supply, small business, and
  other considerations must be taken into account.

5
Procurement FundamentalsPublic Buying
Principles

• 41 U.S.C. 401 Office of Federal Procurement
  Policy Act Requirements
• Promote full and open competition.
• Promote the participation of small business
  concerns.
• Promote fair dealings and equitable relationships
  with the private sector.
• Promote specifications describing needs in terms
  of functions to be performed or performance
  required.
• Required to the extent practicable the use of
  commercial products.
• Eliminate fraud and waste in the procurement
  process.
• Consider an offerors past performance.
• Ensure payment is made in a timely manner and
  only for the value received.

6
The Procurement SystemThe Big Picture
Policy
Congress
President
Statutes
Initiatives
Office of Federal Procurement Policy
Small Business Administration
Department of Defense
General Services Administration
National Aeronautics Space Administration
Department of Labor
Federal Acquisition Regulation
Department Of Commerce
Office of Acquisition Management

• Implements Government-wide Procurement Policy

7
The Procurement SystemThe Big Picture
Contracting
Congress
President
Statutes
Initiatives
Department Of Commerce
Office of General Counsel
Program Offices

• Confirms legal sufficiency

• Develop requirements
• Provide technical support during source
  evaluation process.
• Manage the technical aspects of the contract.

Office of Acquisition Management
Office of Executive Budgeting

• Manages the pre post award procurement process

• Certifies funds are available.

8

How Can Your Office Acquire Goods and Services ?

There are three basic phases in the Procurement
Process. Presolicitation Phase Solicitation
Phase Post Award and Administration Phase
9
How Can Your Office Acquire Goods and Services ?
Distribution of Effort - Who is Responsible?
Customer
Procurement Office
Post Award Admin. Phase
Presolicitation Phase
Solicitation Phase
1. Define the technical requirement and est.
2. Contact procurement and inform them of your
needs. 3. Obtain funds certification.
1. Conduct the Procurement.
1. Manage the Procurement.
The required level of effort shifts between each
phase. Be aware of the resource requirements.
10
Process StepsPresolicitation Phase

• Determination of Need
• Annual forecasting requirements
• Acquisition planning required for each
  procurement
• Identifying Defining the Requirement
• Develop the specifications, statement of
  work/objectives
• Develop the governments independent estimate
• Initiating the Procurement
• Purchase Requests (PRs) (funding certification
  on a CD-435)
• Analyzing the Requirements
• Specification or Statements of work/objectives
  (The What, How Much, How Good)
• Sourcing
• Extent of competition
• Selection Factors
• Procurement Method
• Procurement Planning

11
What You Will Need to Provide to the procurement
specialist?

• Presolicitation Phase
• A form CD-435 Purchase Request form
• A detailed description of what you need
• A list of recommended vendors
• An estimate of the cost of the item
• The date when you need the product or service
• As appropriate, authorization from your
  servicing Director to make the purchase

12
Process Steps Solicitation and Award Phase

• Solicitation
• Terms and Conditions
• Obtain legal sufficiency review of the
  solicitation. (1-2 weeks)
• Evaluate the proposal - clauses, terms, and
  conditions
• Evaluate the technical statement of
  work/objectives
• Soliciting offers
• Issue the solicitation (4 weeks)
• Evaluation
• Bid evaluations
• Proposal evaluation
• Evaluate the technical and cost/price aspects
  of the proposals
• Document findings
• May or may not give the firms an opportunity to
  revise their proposals
• Discussions
• Determine a competitive Range - (As needed)

13
Process Steps Solicitation and Award Phase

• Award
• Selection for award
• Executing awards
• Debriefing
• Protests ( up to 12 weeks)

14
The Most Important Thing You Can Do?
Contact your procurement specialist as soon as
you know you need to conduct a procurement.
15
Let Us Help Put the Pieces Together
16
What happens if you ordered or purchased
something, and didnt go through the process?

• You may have an unauthorized commitment on your
  hands.
• By Federal Regulation, only contracting officers
  have authority to enter into, administer, or
  terminate contracts.

17
What happens if you ordered or purchased
something, and didnt go through the process?

• Contact your servicing procurement office to
  inform them of the problem. The procurement
  office will ask you to complete a ratification.
• Ratifications the short definition
• Are justifications that explain the circumstances
  of the acquisition.
• Explain why it was purchased by other than a
  Contracting Officer.
• Certifies that funds were available.
• Allows the government to pay the contractor for
  the product or service.
• Without an approved ratification, you will be
  personally liable for the acquisition
  regardless of the value.

18
Buying Things On the Road?

• If authorized on your travel orders, you may
  charge miscellaneous meetings expenses to your
  travel card.
• If not authorized on your travel orders, or if
  the item is not properly chargeable to your
  travel card
• Call your servicing procurement office.
• We will help you with the acquisition.
• If in advance of a trip, you know you will need
  to acquire a good or service, contact the
  procurement office prior to your departure. We
  can assist you in planning or placing the
  acquisitions before you arrive or while youre at
  your destination.

19
Purchase Card What is it?

• A purchase card is a procurement tool that works
  much like a traditional credit card.
• Although it looks like a credit card, all the
  same procurement rules apply to its use.
• If you often have acquisition needs during
  travel, this may be a tool you and/or your
  Director may want to consider having.
• If interested, please contact your servicing
  procurement office for additional information.

20
Purchase CardHow to get one

• Basic Steps include
• Contact the Agency Purchase Card Program
  Coordinator (APC) at (202) -482- 0997.
• Successfully complete a GSA on-line purchase card
  training course.
• Successfully complete the purchase card test for
  certification.
• Forward certification and Purchase Card Set-up
  form to the APC.

21
Purchase Card Purchases Requiring Advance
Approvals

• The following purchases require advance approval
  from the Head of the Contracting Office (HCO).
• The following purchases require approval by the
  HCO
• Recruitment Ads
• Other Newspaper Ads
• Motor Vehicle Leases
• Meals, Drinks, Lodging
• Printing/Duplicating
• Publication in Journals
• Cardholders must retain such approvals in their
  files.

22
Purchase CardPurchases Including Meals, Drinks,
or Lodging
Purchases including meals, drinks, or lodging
require advance written approval by the HCO. The
approval request must document how the meals,
drinks, or lodging will support the mission of
the office. Value of meals or lodging must be
deducted from employee per diem. The purchase of
light refreshments such as drinks must receive
advance HCO approval. However, the value of light
refreshments is not to be deducted from per diem.
Payment of meal and refreshment charges that
are included in non-governmentally sponsored
conference registration fees do not require
advance HCO approval.

23
Purchase Card Special Rules for Conference Fees

• Conference registration fees including meals and
  light refreshments may be paid by purchase card
  only if
• the meals or refreshments are not separate
  charges AND the conference is hosted by a
  nongovernmental organization.
• Head of the Contracting Office approval is not
  required for the purchase of meals or drinks if
  these conditions are met.
• Per diem must be reduced by the value of meals.
• Per diem is not reduced by the value of light
  refreshments.

24
Purchase Card Prohibited items

• Purchase of Rent or lease land or buildings for a
  period exceeding one year.
• Purchase of travel-related expenses (excluding
  conference rooms, meeting spaces, and local
  transportation expenses).
• Cash advances.
• Purchase of personal convenience items.
• Purchase of fleet services and supplies.
• If in doubt about whether a purchase is
  permitted, call the Agency Purchase Card Program
  Coordinator at [phone].

25
Contact Information
Room 6521Telephone [phone]Fax [phone] or
501-8122
26
Principal Contacts in the Office of Acquisition
Management

• Michael S. Sade Christine Makris
• Director for Acquisition Management
  Deputy Director for Acquisition Management
• and Procurement Executive and Procurement
  Executive
• [phone] [phone]
• Tiffany T. Hixson (HCO) Sharon Leigh
• Director for Commerce Acquisition Solutions Head
  of Contracting Program Manager
• Head of Contracting Commerce IT Solutions
  Branch
• [phone] [phone]
• Mona-Lisa Dunn Deborah Locke
• Team Lead Business Solutions Team Lead IT
  Acquisition Team
• [phone] Commerce IT Solutions Branch
• (202-482-3416
• Dr. Daniel S. Alexander II Frank Krempa
• Team Lead Customer Outreach Programs Small
  Business Specialist BankCard Coordinator
• [phone] Customer Outreach Programs
• 202-482-0997

27
References

• Commerce Forms http//www.doc.gov/forms/fdirect.
  htm
• Office of Acquisition Management
  http//oamweb.osec.doc.gov/
• Commerce BankCard Center http//casc.noaa.gov/ba
  nkcard/bankcard.html
• Federal Acquisition Regulations
  http//www.arnet.gov/far/

28
Any Questions?
29

Call if I may be of help. Dan Alexander
[phone] Or Send your questions via email
to dalexander_at_doc.gov May you have great
success!