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U.S. Department of Health and Human Services
Indian Health Manual

Part 5, Chapter 5: Manual Exhibit 5-5.5B

Steps and Responsibilities in the Acquisition Cycle

(This is not an exact replica of the original table.  It has been divided into 3 tables to fit your screen.)

PLANNING PHASE PRESOLICITATION PHASE

Prime:
Project Officer

Secondary:
Contracting Officer

Prime:
Project Officer

Secondary:
Contracting Officer

Prime:
Project Officer

Secondary:

  1. Approving Official
  2. Specification Writer (usually Technical).
  3. Contracting Officer
Prime:
Budget and Finance Officer

Secondary:
Project Officer
Contracting Officer

Planning Requirement Requisition/RFC Funding
Steps:

  1. Define requirement.

  2. Recommend type of contract

  3. Develop critical milestones, including award date.

  4. Identify any required clearances.

  5. Develop funding approach.
Steps:

  1. Refine requirement.

  2. Coordinate with other programs.

  3. Establish evaluation criteria.

  4. Develop specifications.
Steps:

  1. Statement of Work/Specifications.

  2. Drawings.

  3. Delivery dates.

  4. Special Conditions.

  5. Any necessary approvals from higher authority.

  6. Other (if required).

  7. Independent Government cost estimate.

  8. Establish evaluation team.

  9. Prepare evaluation instructions.

  10. Source list.

  11. Identify Project Officer and verify required training.

  12. Obtain SADBUS recommendation (HHS Form 653).
Steps:

  1. Certification of availability of funds.

    Note:
    Certificate of available funds must be submitted to the Contracting Office with the Requisition/RFC.

*   Prime:  Individual with main responsibility for successful competition of each step, including obtaining necessary inputs from thoe who have secondary responsibility.

SOLICITATION - AWARD PHASE
Solicitation Document Evaluation Negotiation

Prime:
Contracting Officer**

Secondary:

  1. Project Officer
  2. Legal (if required)
  3. Cost and price analysis
Prime:
Contracting Officer

Secondary:

  1. Project Officer
  2. Legal
  3. Cost Price analysis
  4. Technical evaluators, if required
Prime:
Contracting Officer

Secondary:

Members of negotiating team

Solicitation Document Evaluation Negotiation

Sealed Bidding (IFB) Contracting by Negotiation (RFP) Sealed Bidding Contracting By Negotiation Negotiation
Steps:

  1. Review Requisition/RFC

    1. Specifications are clear and not contradictory or restrictive.

    2. Delivery schedule realistic.

    3. Familiarize self w/technical details.

  2. Determine that conditions for Sealed Bidding are present:

    1. Adequate time.

    2. Price based award.

    3. Discussions not required.

    4. Adequate number of suppliers.

  3. Synopsize as required.

  4. Prepare IFB including:

    1. Control and administrative information.

    2. Specifications (for information on where to obtain).

    3. Any special bidding conditions; e.g., Alternative bids, Small Business, Price escalation, Special qualifications.

  5. Assemble source list.

  6. Obtain Contract review board (CRB)/CO approval.

  7. Distribute IFB.

  8. Ensure that amendments and extra information furnished to all prospective bidders.

Steps:

  1. Review Requisition/RFC (as in Sealed Bidding).

  2. Obtain necessary clearances.

  3. Determine need for pre-proposal conference and/or site visit.

  4. Synopsize as required.

  5. Justify limited or no competition under 41 USC 253 AND 10 USC 2304.

  6. Complete source list.

  7. Determine pricing arrangements: cost reimbursement or fixed price.

  8. Determine that a required GFP is available.

  9. Determine requirements for cost information from offerors.

  10. Obtain legal and technical approvals as required.

  11. Distribute RFP.

  12. Ensure that amendments and extra information furnished to all invitees.

Steps:

  1. Open and read bids at time appointed.

  2. Prepare abstract.

  3. Arrange for examination of bids and abstract, if requested.

  4. Determine acceptability of any late bids or mods.

  5. Determine responsiveness of bids.

  6. Note possible mistakes in bids and follow correct procedure.

  7. Determine low bid.

Steps:

  1. Review Offers:

    1. For completeness.

    2. Remove cost/price information from Technical Proposal.

    3. Ensure Business Proposal includes required information.

  2. Obtain technical evaluation of offers.

  3. Obtain cost, price and profit analysis as required.

  4. Obtain audit/process waiver, if required.

  5. Business evaluation.

  6. Determine competitive range.

Steps:

  1. Prenegotiations-- Establish written prenegotiation objectives.

  2. Negotiation -

    1. Conduct discussions with all offerors in competitive range.

    2. Request submission of Best and Final offers.

    3. Evaluate Best and Final offers.

    4. Reconvene technical evaluation panel, if required.

    5. Re-establish competitive range, if required.

    6. Prepare summary of negotiations and recommend offeror selected for award.

**  It should be recognized that final responsibility for the acceptability of the solicitation process rests with the Contracting Officer.

POST-AWARD ADMINISTRATION PHASE

Prime:
Contracting Officer

Secondary:

  1. Approving Official
  2. Budget and Fiscal Office
  3. Legal Counsel
Prime:
Contracting Official

    Secondary:

    1. Project Officer
    2. Property Officer
    3. Legal Counsel
    4. Cost/Price Analysts

Prime:
Contracting Officer

Secondary:

  1. Property Officer
  2. Project Officer
  3. Finance Officer
  4. Legal Counsel
  5. Cost/Price Analysts

AWARD CONTRACT ADMINISTRATION COMPLETION
Steps:

  1. Determine responsibility of offeror selected for award.

  2. Obtain necessary clearances.

  3. Resolve any protests received.

  4. Execute the award/contract.

  5. Notify Congressional liaison office for awards over $1 million.

  6. Notify unsuccessful bidders/offerors.

  7. Publicize award in Commerce Business Daily, if requested.

  8. Provide copy of signed contract to Finance Office for obligation of funds.
Steps:

  1. Conduct post-award conference, if required.

  2. Monitor contract performance:

    1. Progress reports.

    2. Site visits, as required.

    3. Material inspection and receiving reports, if applicable.

  3. Review and approve invoices/vouchers.

  4. Ensure deliverables are received on-time.

  5. Take remedial actions for delinquency/performance problems.

  6. Follow appropriate procedures for changes and contract modifications.

  7. Termination for convenience, or default, if necessary.

  8. Inspection and acceptance of deliverables.
Steps:

  1. Issue final payment.
  2. Close-out.
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