Requirements for Simplified
COMPETITION TIME FRAMES
After Receipt Of Appropriate Documents in PGO
|Services and Supplies
|Supplies, Equipment, and Services
available from the Federal Supply Schedule
|Up to Maximum Ordering Limitation
(MOL) of Schedule
|$2,500 to $25,000
|10 to 45 Days
|Supplies and Equipment
|$2,500 to $25,000
|10 to 21 Days
|Supplies, Equipment and Services
|$25,000 to $100,000
|45 to 75 Days
In accordance with the Federal Acquisition Regulations
(FAR) Part 13, Simplified Acquisition Procedures shall be used to the
maximum extent practicable for all purchase of supplies or services not
exceeding the simplified acquisition threshold. The threshold for purchases
utilizing the Simplified Acquisition Procedures cannot exceed $100,000.
Procurement actions may not be split to avoid competition thresholds. The
simplified acquisition procedures were not developed to eliminate
competition but to reduce administrative costs, improve opportunities for
small, small disadvantaged, and women-owned small business concerns, promote
efficiency and economy in contracting, and avoid unnecessary burdens for
agencies and contractors. All
open market acquisitions for supplies or services that has an anticipated
dollar value exceeding $2,500 and not exceeding $100,000, is
business concerns in
accordance with FAR Part 19.
The following guidelines for dollar thresholds have been
extracted from FAR Part 13 to assist your office in the development of
future procurement actions utilizing the simplified acquisition procedures:
|$2,500 and Below
|The Governmentwide Commercial Purchase Card is
the preferred (Micro-purchases)
means to purchase and pay for micro-purchases. It is the responsibility
of the authorized credit card holder to rotate micro-purchases among
qualified suppliers. Competition is
not required if the Contracting Officer or appointed card holder
considers the price reasonable.
However, if overpricing is suspected, a verification of price
reasonableness by perusing catalogues, telephone quotes, reviewing past
purchases for the same item, etc. may be necessary before the
micro-purchase is made.
When micro-purchases cannot be accomplished utilizing
the credit card, a requisition can be submitted to CDC/PGO
|$2,500 - $25,000
For acquisitions above $2,500 and not exceeding $25,000, competition is
required from small business concerns
|$25,000 - $100,000
|Proposed procurement actions expected to exceed
25,000 must be synopsized in the Commerce Business Daily (CBD) for at
least 15 days before issuance of a solicitation. Sole source
procurements must be synopsized in the CBD for 45 days, after which time
an RFQ may be issued and released to the small business respondents
REQUESTS FOR SERVICES
It is critical that clear and concise statements of
work be prepared by the Program Office to permit prospective contractors to
develop quotations or offers in response to the Government's need and awards
can be made without unnecessary delays. The following is a suggested outline
for Statements of Work for Services to be submitted by the Program Office to
CDC/PGO for procurement action:
(This section describes the requirements in general, non-technical terms.
This section should explain why the acquisition is being pursued and how it
relates to past, current, or future projects. Include a summary of statutory
program authority and any regulations that are applicable. If any techniques
have been tried and been found to be effective, they should be included here
II. Purpose of
Requirement. (Objective) This
section should be a concise statement of the purpose of the acquisition. It
should outline the results that the Government expects and may also identify
the benefit to the program that is contemplated.
Scope of Work.
This section should provide an overall description of the work to be
performed. It expands on the objectives, but does not attempt to detail all
the work required. This section identifies and summarizes the various phases
of the project, and defines its limits in terms of specific objectives,
time, special provisions, or limitations. It must be consistent with the
detailed requirements. Contractor responsibilities are often summarized
here, as are the results or projects expected.
This section should spell out precisely what is expected of the contractor
in the performance of the work. It describes the specific tasks and phases.
Considerations that provide guidance to the contractor in its analysis,
design, or experimentation on the designed problems should also be included
This section identifies the requirements (i.e. training,
computer modeling, tests, verifications, etc.), and indicates the scope of
each. It gives the parameters of tests and the number of designs,
performance, numbers of tests, etc. It also identifies any budgetary,
environmental, or other constraints. If more than one approach is possible
and the Government prefers a particular approach, it should be identified
V. Period of
Performance. How long it takes
from award date to completion.
States the end product(s) of services performed.
Place of Delivery.
States the location for delivery of end products.
Schedule. States percentages of
the total or amounts to be paid after receipt of each deliverable (if more
than one payment is authorized.).
Factors. In addition to price,
quotations may be judged on the basis of technical factors such as
qualifications of proposed personnel, past performance, resources available
for the work, technical approach, facilities, and other factors. Evaluation
of quotations or offers must be made on the basis established in the
solicitation prior to release. All quotes or offers must be considered.
Formal evaluation plans, establishment of a competitive range, conduct of
discussions, and scoring of quotes are not required. Contracting Officers
may conduct comparative evaluations of offers.
Government-Furnished Property. Should
be kept to a minimum.
Requests for Supplies
shall be prepared in a manner to promote maximum practicable competition
when using simplified acquisition procedures. Agency requirements shall not
be written so as to require a particular brand-name, product, or a feature
of a product, peculiar to one manufacturer, thereby precluding consideration
of a product manufactured by another company. Only include restrictive
provisions or conditions to the extent necessary to satisfy the needs of the
agency or as authorized by a law.
If possible, state requirements for supplies utilizing
generic descriptions in terms of essential physical characteristics,
functions to be performed, or performance required.
If a particular brand-name, product, or feature is
essential to the Government's requirements, the Program Office must provide
a written justification for the restriction to CDC/PGO along with the
Request for Supplies.
All Requests for Supplies must contain
the desired DELIVERY DATE
and PLACE OF DELIVERY
necessary to meet the needs of the Program Office.