14 FAH-2 H-330
PROCUREMENT REQUEST PACKAGE (PRP)
(CT:COR-32; 03-27-2015)
(Office of Origin: A/OPE)
14 FAH-2 H-331 PURPOSE AND USE
(CT:COR-32; 03-27-2015)
a. The requirements for
preparation and processing of a procurement
request package (PRP) apply to all
acquisitions by sealed bidding or negotiation methods and cover the acquisition
of supplies, services, materials, equipment, construction, information
technology, telecommunications, and orders against indefinite-delivery
contracts.
b. The PRP is prepared by the requirements office
(normally the contracting officers representative (COR)) when the estimated
cost/price of the requirement will exceed the simplified acquisition threshold.
With the PRP, the COR notifies the contracting officer to begin the process to
award a contract. The PRP serves as the foundation for the entire acquisition
and must, therefore, be as thorough as possible in order that the resulting
contract reflects the needs of the requirements office. Using this
information, contracting personnel will prepare the solicitation; coordinate
the actions resulting in contractor selection; and prepare a contract setting
forth the requirements, responsibilities, and provisions governing contractor
performance.
14 FAH-2 H-332 PRP FORMAT: FORMS AND
ATTACHMENTS
14 FAH-2 H-332.1 Forms
(CT:COR-32; 03-27-2015)
a. Form DS-1969, Domestic Procurement Request, and Form
DS-1970, Abroad Procurement Request, serve as a cover page where pertinent
information is recorded and provide a checklist for required attachments.
Implementation of the Integrated Logistics Management System (ILMS) with its
Ariba requisitioning component placed the
procurement request process on-line. Contracting officers representatives
(CORs) must determine if ILMS has been
implemented at their posts and, if so, process
the requisition in accordance with ILMS procedures.
b. Contracting officers representatives (CORs) should
check with their contracting officers as to which attachments must be submitted
with the form. For example, a contracting officer may decide that it is not
necessary for the requirements office to submit a technical evaluation plan at
the time that the request is submitted, as long as the plan is submitted before
the solicitation is issued. Forms contain
a block-by-block explanation on the reverse
side.
14 FAH-2 H-332.2 Attachments
(CT:COR-32; 03-27-2015)
In addition to completing the form, the requirements office
must attach the appropriate supporting documents. The requirements office
should consult with the contracting officer to determine which attachments are
required at the time the request is submitted. The following is a discussion
of the attachments listed in Block 9 of the form(s):
(1) Specifications/performance work statement/changes
to PWS for modifications: The document that outlines the essential
characteristics of the item, service, material, or equipment required. A
performance work statement applies to service, research, and consultant-type
acquisitions; a purchase description to materials and equipment; and a
specification to construction acquisitions. This document is required for all
new contracts and new task/delivery orders. See 14 FAH-2 H-340
for detailed instructions on preparing the performance work statement as well
as a quality assurance plan. In addition, if a modification to a contract will
result in changes to the performance work statement, those changes must be
provided;
(2) Inherently governmental function determination:
48 CFR 7.503(e) requires a written
determination that none of the functions to be performed are inherently
governmental. An "inherently governmental function" is defined as a
function that is so intimately related to the public interest as to mandate performance by U.S. Government
employees (reference 48 CFR 2.101). A Form DS-4208,
Request for Services Contract Approval, is completed to document the
assessment. Functions that are closely related to inherently governmental
functions are also identified using the Form DS-4208. Contracting for closely associated functions
requires additional oversight to avoid becoming inherently governmental. This is required for all new service contracts;
(3) Independent government cost estimate
(IGCE): The IGCE is the requirements office's estimate of the maximum
probable cost for the supplies or services. See 14 FAH-2 H-350
for instructions and a sample format for preparing the IGCE. This
is required for all new contracts, delivery/task orders, and any modifications
that result in a monetary change to the contract. An IGCE is not required if the modification is the exercise of a priced
option;
(4) Funding/requisition document:
The document that provides the funds citation and the certification of funding
availability, if this information is not already completed in blocks 5a and 5b
of the forms. A funds citation and certification of
availability are required for all new contracts, delivery/task orders, and any
modifications that add money to the contract;
(5) Contracting officers
representative (COR) nomination: A memorandum prepared by an individual
one level above the prospective COR which indicates that individuals training
and experience. This is required for new contracts.
If the COR will not be formally named until after the contract is awarded, it
is not necessary to submit the nomination form at this time. See the
instructions for Block 6 of the appropriate procurement request form. The nomination is made by the program office based on
their determination of the necessary technical skills needed for effective contract
oversight. This includes an assessment of COR assignment and training history
and any technical licenses or certifications. CORs must also be FAC-COR
certified by A/OPE to be eligible for
appointment. The contracting officer determines the level of certification
required;
(6) Form DD-254, Contract Security Classification Specification: This form
is the basic document for conveying to the contractor the security
classification requirements. It identifies the classified areas in the
contract and the specific items of information requiring classification
protection. Form DD-254 must be
submitted for all contract actions that involve access to classified
information by contractor personnel;
(7) Necessary approvals: Approvals
from cognizant offices are required before processing certain acquisition
actions. See 14
FAM Exhibit 221.3, Clearance Requirements for Miscellaneous Supplies and
Services, for a listing of these approvals. This is required
for new contract actions, if any approvals are necessary;
(8) Technical evaluation criteria and
plan: The technical evaluation criteria are the criteria that will be
used to determine which proposal will receive the award. It
is required for all new contracts which will be competitively negotiated where
a formal technical evaluation will take place. The technical evaluation
plan should also accompany the request.
The plan includes the evaluation criteria to be used and instructions for
technical proposal evaluation. The appropriate contracting activity should be
contacted for guidance in preparing the plan. See 14 FAH-2 H-360
for further information on evaluation criteria and evaluation plans. If the
contract will be awarded using the lowest price,
technically acceptable method, evaluation
criteria, and a plan may not be required, but the
criteria for determining technical acceptability would be required. It
is best to check with the contracting activity to see what form of evaluation
will be used before preparing these attachments;
(9) List of recommended technical
evaluation panel (TEP) members: This is a list of recommended members of the TEP. The TEP consists of those individuals who
are determined to be technically competent to identify the strengths and weaknesses
of the proposals. The contracting officer will approve the list. In most
instances, the COR is appointed as the chairperson of the TEP. See 14 FAH-2 H-420 for more detailed information on the
responsibilities of TEP members. This is required for new contracts that are
recommended for competitive negotiations;
(10) Justification for other than full
and open competition (JOFOC): The requirements office must prepare a
JOFOC that details the reasons why it is impossible or impracticable to obtain
full and open competition for the acquisition. See 14 FAH-2 H-226
for instructions regarding the preparation of the JOFOC and required
approvals. See also the A/OPE Competition Advocates JOFOC Handbook available on the A/OPE
website. This is required for all noncompetitive actions, including
modifications for work outside the scope of the contract;
(11) Recommended source list: Provide
a list of recommended sources, if known. In addition to sources obtained from
notices published in Federal Business Opportunities (FedBizOpps), CORs are
often aware of potential sources. The Office of Small and Disadvantaged
Business Utilization may also be contacted to identify small, small
disadvantaged, women-owned small, HUBZone small, veteran-owned small, and service-disabled
veteran-owned small businesses as potential sources. This may be provided for
new contract actions;
(12) Shipping instructions: This
may be provided for new contracts if the requirements office has specific
shipping instructions that you want the contracting officer to include in the
contract; and
(13) Special provisions and
instructions: This may be provided for new contract actions or
modifications. Examples include proposed payment provisions that are other
than the usual fixed-price or cost-reimbursement arrangements; suggested
contract clauses that are not in the Federal Acquisition Regulation (FAR) or
Department of State Acquisition Regulation (DOSAR); key personnel; information on U.S. Government-furnished
property (reference 48 CFR 52.245-1), etc.; and any other information that should
be provided to the contracting officer. Note that it is the contracting
officer's responsibility to determine whether or not the proposed special
provisions or instructions are appropriate.
14 FAH-2 H-333 THROUGH H-339 UNASSIGNED