Simplified Acquisition Guide-Books Pdf

Simplified Acquisition Guide
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SIMPLIFIED ACQUISITION GUIDE,An Additional Help Document for ADS 302. Guiding Principles,Simplified Acquisition Procedures SAP are. streamlined techniques and guiding principles,designed to reduce the administrative burden of. awarding lower dollar value procurements They,encourage accepting oral quotes vice written. quotations prefer comparing quoted prices vice,conducting negotiations and provide streamlined.
clauses to support the award document,Introduction and Background. Simplified Acquisition Procedures SAP are contracting methods designed to streamline. the acquisition process The benefits include less paperwork and lower costs for both. the contractor and the Government FAR 13 003 a states Agencies shall use simplified. acquisition procedures to the maximum extent practicable for all purchases of supplies. or services not exceeding the simplified acquisition threshold SAT. SAP emphasizes the Keep it Simple approach FAR 13 106 2 b 3 emphasizes the. flexibility offered when using SAP by not requiring formal procedures such as formal. evaluation plans submission of detailed technical management plans with quotes or. offers establishing a competitive range conducting discussions and scoring offers Use. of such formal procedures defeats the purpose of using SAP. This guide summarizes the steps for SAP but Contracting Officers COs must still review. the FAR AIDAR ADS and other Agency guidance to ensure compliance with their. requirements,Simplified Acquisition Thresholds, The CO should use simplified acquisition procedures if based on market research the CO. reasonably expects that the purchase will not exceed SAT A proposed purchase or. contract for an amount above SAT may not be divided into several purchases or contracts. for lesser amounts in order to use the simplified procedures see FAR 13 003 c 2. As of August 2017 the following thresholds apply please confirm the actual thresholds in. place at the time of actual procurement,Micro Purchase Simplified Commercial Item. Acquisition Threshold,10 0001 250 000 7 000 000,500 000 With a. humanitarian peacekeeping,determination, 20 000 30 000 750 000 1 5M 13 000 000 With a Contingency.
Operation determination, Note When determining if an acquisition is under the SAT the cost of transportation and. other accessorial costs are excluded if their destination is outside the United States. AIDAR 713 000 However the CO must consider these costs in the evaluation of quotes. 1 Define the Requirements, Express requirements in a manner that promotes competition by opening the purchase. to a wider range of vendors Be clear and do not use USAID specific terms. Commercial items are preferable As stated in FAR 11 002 a express the. requirements in terms of,Function to be performed,Performance required or. Essential physical characteristics but not so excessive that they decrease. competition, If your requirement includes IT see ADS 545 Information Systems Security regarding. required approvals from M CIO, See ADS 302 3 5 20 Conference Costs and Required Approvals when the requirement is.
for a USAID funded conference,2 Conduct Market Research. Except for acquisitions of construction subject to Wage Rate Requirements which is 2 000. and for services subject to Service Contract Labor Standards which is 2 500. FAR 7 102 states that agencies shall perform acquisition planning and conduct market. research for all acquisitions in order to promote and provide for the acquisition of. commercial items and non developmental items Market research also provides. information that helps,Refine the requirements,Build source lists. Develop evaluation factors and,Evaluate past performance of offerors. How much market research is enough, It varies based on urgency dollar value complexity and past experience with. the requirement or similar requirements, Conduct a cost benefit evaluation i e if the level of research conducted is.
more than the value of the item or service you may be doing too much. If the CO is familiar with an item and its marketplace minimal research is. necessary however be sure the knowledge is current no more than 18. months old and the contract file is documented accordingly. It is a best practice to vary your sources of information i e don t always. check the same Web site such as Amazon or Ebay,3 Required Sources. FAR Part 8 requires that Agencies satisfy requirements through mandatory sources FAR. Part 13 procedures should not be used if you can satisfy the requirement through any of. the following,Required sources of supply in descending order. Agency inventories,Excess from other agencies,Federal Prison Industries see exceptions. Purchase from the Ability One Product Procurement List also required for. certain services,Wholesale supply sources i e GSA or DLA stock. Other preferred sources,Federal Supply Schedule,An existing IDIQ or other established contract.
The Ability One procurement list includes office supplies and furnishings as well as caps. hats and bags Missions should pay particular attention to the list when requiring such. items Similarly the Federal Prison Industries have a schedule of products for which they. are a mandatory source if they can satisfy your needs and they are comparable to the. private sector in terms of price quality and delivery COs should be familiar with what. kinds of items are mandatory from these sources, Also see FAR 8 003 Use of Other Mandatory Sources for required sources for specific. supplies or services public utility services printing and related supplies leased motor. vehicles strategic and critical materials and helium. 4 Small Business, Set Aside In accordance with FAR 13 003 b acquisitions of supplies or services that. have an anticipated dollar value exceeding the micro purchase threshold and not. exceeding the SAT are reserved exclusively for small business concerns and must be set. aside see 19 000 19 203 and subpart 19 5 While FAR part 19 does not currently apply. to overseas procurements the Agency strongly encourages overseas COs to adhere to. the procedures outlined in part 19 where practicable The CO may award to a small. business under the 8 a HUBZone Service Disabled Veteran Women Owned small. business programs,Exceptions to the set aside requirement. Procurements outside the United States and its outlying areas. The CO determines there is not a reasonable expectation of obtaining offers from. two or more responsible small business concerns that are competitive in terms of. market prices quality and delivery If the CO does not proceed with the small. business set aside and purchases on an unrestricted basis the CO must include in. the contract file the reason for this unrestricted purchase. Limited competition when supported by a written determination. If a U S based procurement exceeds 25 000 obtain the Office of Small and. Disadvantaged Business Utilization OSDBU Small Business Review Clearance Form. 1410 refer to AIDAR 719 271 6 and ADS 300 3 11 1, 5 Buy American and Source Nationality Requirements. When using OE funds follow the requirements of FAR Part 25 Buy American. and ADS 330 Source Rules for Administrative Procurement In accordance with. FAR 25 100 the Buy America Act only applies to acquisitions over the micro. purchase threshold of supplies acquired for use in the United States. When using program funds made available for assistance under the FAA of 1961. as amended Source Nationality rules apply see ADS 310 Source and. Nationality Requirements for Procurement of Commodities and Services. Financed by USAID and 22 CFR 228, Regardless of funding source the CO must ensure compliance with the Commodity.
Eligibility requirement of ADS 312 Eligibility of Commodities. If you are uncertain which eligibility rules apply contact the cognizant GC RLO. 6 Synopsis and Posting, If the action is not made under FAR part 8 unless an exception at FAR 5 202 applies FAR. 5 101 and 5 203 require public display and synopsis of proposed contract actions over. 15 000 Acceptable methods for disseminating information include. Actions expected to exceed 25 000 synopsize in the GPE and. Actions expected to exceed 15 000 but not expected to exceed 25 000 display. in a public place or use any appropriate electronic means. AAPD 18 04 contains an additional exception to the publicizing requirements for awards of. 250 000 or less by an overseas contracting activity This exception does not apply to. awards issued by contracting officers in the U S,7 Satisfy Competition Requirements. Promote competition to the maximum Solicit quotations based on personal. extent practicable solicit from at least three preference or restrict solicitation to. sources suppliers of well known and widely,distributed makes or brands. Sole Source awards are only allowed when the CO determines in writing that the. circumstances of the contract action deem only one source reasonably available. e g urgency exclusive licensing agreements brand name or industrial. mobilization, For sole source actions over the SAT additional requirements at FAR 13 501. apply Also see 5 102 a 6 for the requirement to post the brand name. justification or documentation, Actions under the micro purchase threshold do not require formal competition.
Distribute equitably among qualified suppliers, For commercial item acquisitions over the SAT but under the commercial item. threshold simplified acquisition procedures may be used See FAR subpart 13 5. 8 Solicitation, Solicit quotations orally to the maximum extent practicable and efficient otherwise. issue a written solicitation Note it may not be practicable to solicit quotes orally for. contract actions exceeding 25 000 and requiring synopsis unless covered by an. exception in 5 202, The CO must notify potential offerors of the basis on which award will be made. price alone or price and other factors e g past performance and quality. Options are allowed as long as the total price inclusive of options will be under the. COs are encouraged to use best value See FAR part 15 101 for a description of. the best value continuum which includes the trade off and lowest price technically. acceptable approaches, Micro purchases may be awarded without soliciting competitive quotations if the CO. considers the price to be reasonable FAR 13 203 2, Solicitations are not required to state the relative importance assigned to each.
evaluation factor and subfactor nor are they required to include subfactors Keep it. Consider USAID s branding and marking requirements found in ADS 320. Branding and Marking,9 Evaluate Offers,Be impartial. Evaluate on the basis established in the solicitation. Include transportation charges from the shipping point of the supplier to the. delivery destination in your price evaluation,Consider all quotes offers. Address past performance does not require the creation or existence of a formal. database and may be based on the CO s knowledge customer surveys past. performance questionnaire replies the government wide Past Performance. Information Retrieval System PPIRS or any other reasonable basis. 10 Documentation, Determine that the price is fair and reasonable competitive offers are the best. basis for this determination If only one offer justify price reasonableness based on. one of the factors in FAR 13 106 3 a 2 For micro purchases the administrative. cost of verifying the reasonableness of the price for purchases may more than. offset potential savings from detecting instances of overpricing action needed. only when the CO suspects the price may not be reasonable or has no comparable. pricing information,Support the award decision,SAM and OFAC screen prints. Confirmation of valid DUNS number,Make a responsibility determination.
Minimize documentation but note any determinations or important issues. See the negotiation memorandum template for Simplified Acquisition on the. M OAA PDT Web page, ADS 302 3 7 4 and the ASIST homepage require that all documentation be in. 11 Make the Award, See below for specific information on the different methods of purchase. Should be issued on a firm fixed price basis, Ensure that the expected performance deliverables quantities delivery dates and. price are clearly stated, Include the appropriate clauses see the FAR matrix FAR 52 301 under the SAP. column to determine which clauses are always Required R Required as. Applicable A or Optional O Do not include the clauses listed at FAR 13 006. micro purchases do not require provisions or clauses except as provided in. 13 202 and 32 1110, Ensure that any salaries do not exceed the Contractor Salary Threshold in ADS.
302 3 6 10, Partner vetting may be required for awards under SAT See AIDAR 713 106 370. Partner Vetting, Simplified acquisition purchases must be processed in GLAAS. The signed and executed award must be uploaded into GLAAS ADS 302 3 7 3. 12 Notification and Debriefing, If not using the GPE notification is not required but it is a good practice. particularly with local vendors, If a supplier requests information on an award that was based on factors other than. price alone provide a brief explanation of the basis for the contract award decision. see 15 503 b 2,13 Contract Closeout, Confirm that all goods and or services have been received and all receivin.
items Similarly the Federal Prison Industries have a schedule of products for which they are a mandatory source if they can satisfy your needs and they are comparable to the private sector in terms of price quality and delivery COs should be familiar with what kinds of items are mandatory from these sources

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