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

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

Acquisition Plan

Check Appropriate Block:

____Negotiated (Over $25K)

____Two-Step Sealed Bid (Over $25K)

____Sealed Bid

  1. Identification Information.  (Include information necessary for readily identifying a planned acquisition, such as acquisition planning document number, request for contract number, program, and Project Officer.  This section should also indicate when the project officer successfully completed the Department's Basic Project Officer course, or projected date for completion of the course, as required by HHSAR 307.170(1).)

  2.  Programmatic Considerations.

    1. Description of the Project/Supplies/Services.  (Include a brief description of the proposed project/supplies/services.  Discuss all anticipated future requirements related to the acquisition. Discuss any past, present, or future interrelated projects.)

    2. Project Funding.  (Include the summary of funds expected to be obligated for the entire project by fiscal years and phases.  Include expenditures for previous years. Discuss the probability of obtaining future years funding and/or what specific managerial action can be taken to insure future funding (if applicable).)

    3. Background and Acquisition History.  (Provide a brief factual summary of the technical and contractual history of the supplies/services being acquired.)

    4. Related Projects and Efforts Undertaken to Avoid Duplication of Effort.  (Discuss efforts made to determine if existing projects, supplies, or materials will satisfy the requirement.  Include any related in-house efforts, searches, and clearinghouse reviews made to avoid duplication of effort.)

    5. Need for Project/Supplies/Services.  (Discuss rationale for deciding on the need for project/supplies/services.)

    6. Special Program Clearances or Approvals.  (For detailed instructions relating to clearances or approvals, refer to HHSAR 307.105-2.)
      1. ADP - Applicable _____ Non-Applicable _____

      2. ADP Systems Security - Applicable _____ Non-Applicable _____

      3. Advisory & Assistance Services - Applicable _____ Non-Applicable _____

      4. Evaluation Contracts - Applicable _____ Non-Applicable _____

      5. Commercial Activities - Applicable _____ Non-Applicable _____

      6. Paid Advertising - Applicable _____ Non-Applicable _____

      7. Printing - Applicable _____ Non-Applicable _____

      8. Fraud, Waste and Abuse - Applicable _____ Non-Applicable _____

      9. Paperwork Reduction Act - Applicable _____ Non-Applicable _____

      10. Contracts with Federal Employees - Applicable _____ Non-Applicable _____

      11. Publications - Applicable _____ Non-Applicable _____

      12. Public Affairs Services - Applicable _____ Non-Applicable _____

      13. Audiovisual - Applicable _____ Non-Applicable _____

      14. Privacy Act - Applicable _____ Non-Applicable _____

    7. Phasing.  (Briefly describe discrete tasks or stages of accomplishment which could be susceptible to phasing.  Describe criteria for evaluation of performance of each phase before proceeding to the next.  See HHSAR 307.105-3(c)(3) for a discussion on phasing.)

    8. Government Furnished Material/Facilities.  (Indicate material and facilities that will be furnished to the contractor and any associated problems which may be encountered.  Discuss possible inequities which may arise in furnishing the materials or facilities.  Discuss screening efforts for availability through GSA excess property schedules.)

    9. Discussion of Project Risk.  (Provide a discussion of major areas of project risk including technical, cost, and schedule risk.  Describe what efforts are planned to reduce risk.  If an acquisition, which is planned to be awarded using other than full and open competition, represents a significant portion of a proposed contractor's business, discuss the impact on technical capability, realism of schedule, changes in contractor workload, and related cost impact.)

    10. Reporting/Delivery Requirements.  (Describe the basis for establishing the delivery/reporting requirements and include the anticipated deliverables and time(s) for delivery.)

    11. Replication, Dissemination, or Use of the Results.  (Discuss anticipated replication, dissemination, or use of the results.  Describe user audience and their expected use. Include a description of the delivery system.)

    12. Data, Data Rights, Patents, Copyrights.  (Discuss data to be developed. Specify data to be delivered and data to remain in the contractor's possession.  Discuss how the data is to be used, maintained, disclosed, and disposed of by the contractor.  Discuss data subject to the Privacy Act or Confidentiality of Information clause.  Discuss data to be delivered with limited rights, data where title would not vest in the Government, and anticipated copyrights or patents.  Discuss whether or not the data will permit any follow-on acquisitions to be competitive.)

    13. Post-Award Administration and Monitoring.  (Detail milestones that require periodic evaluation of the contractor's progress.  Discuss any formal management systems to be used to monitor the contractor.  Discuss plans for post-award conference and site visits.  Delineate the timing of the periodic status reports.)

    14. Technical Evaluation Plans.  (Discuss the plans for technical evaluation of the proposal.  Identify anticipated panel members and include a statement indicating which 50% of the panel members completed the Department's Basic Project Officer Course, or the anticipated date of completion, as required by HHSAR 307.170(2).  Discuss whether non-Federal technical evaluators will review the proposals.  Discuss potential conflict of interest situations.)

  3. Acquisition Approach.
    1. Proposed Sources. (Describe how competition will be sought, promoted, and sustained throughout the course of the acquisition. If full and open competition is not contemplated, cite the authority in FAR 6.302. Discuss the basis for the application of that authority and discuss why full and open competition cannot be obtained.)

      List of proposed sources attached. Yes ____ No ____

    2. Contract Type.  (Identify the proposed contract type and provide the rationale for recommendation of that type.)

    3. Socioeconomic Programs.  (Discuss preliminary liaison with the Small and Disadvantaged Business Utilization Specialist for review to determine requirements susceptible for the various socioeconomic acquisition programs; i.e., small business, disadvantaged business, labor surplus area, Buy Indian set-asides.)

    4. Other Considerations.  (Discuss special contract clauses and proposed HHSAR deviations, if applicable.  Discuss circumstances such as the effect of a protest on a previous acquisition to this acquisition, special public law or regulatory requirements which place restriction on this acquisition, and use of a special type of synopsis. Address planned pre-proposal conference, pre-award survey, and pre-award site visit.)

  4. Acquisition Planning Schedule.

    ACQUISITION PLANNING SCHEDULE

    • Request for contract prepared- Planned Date _____ Actual Date _____

    • Request for contract reviewed by head of Program Office- Planned Date _____ Actual Date _____

    • Request for contract received in Contracting Office- Planned Date _____ Actual Date _____

    • Advance of sources sought synopsis released- Planned Date _____ Actual Date _____

    • Advance or sources sought synopsis closed- Planned Date _____ Actual Date _____

    • Synopsis evaluation received- Planned Date _____ Actual Date _____

    • Small Business Set-Aside Coordination- Planned Date _____ Actual Date _____

    • Service Contract/Davis Bacon Wage Request- Planned Date _____ Actual Date _____

    • Synopsis publicizing proposed acquisition released- Planned Date _____ Actual Date _____

    • Review and Concurrence of RFP/IFB by Program- Planned Date _____ Actual Date _____

    • Solicitation Released- Planned Date _____ Actual Date _____

    • Pre-Proposal/Pre-Bid Conference Conducted- Planned Date _____ Actual Date _____

    • Proposals/Bids Received- Planned Date _____ Actual Date _____

    • Technical Evaluation/Evaluation of Bids- Planned Date _____ Actual Date _____

    • Competitive Range Determination- Planned Date _____ Actual Date _____

    • Best and Final Offers Received- Planned Date _____ Actual Date _____

    • Cost/Price Analysis Performed- Planned Date _____ Actual Date _____

    • Pre-Negotiation Objectives Prepared- Planned Date _____ Actual Date _____

    • Negotiations Completed- Planned Date _____ Actual Date _____

    • Determination of Price Reasonableness- Planned Date _____ Actual Date _____

    • Determination of Responsibility- Planned Date _____ Actual Date _____

    • Equal Opportunity clearance obtained (over $1M)- Planned Date _____ Actual Date _____

    • Contract document prepared- Planned Date _____ Actual Date _____

    • Program Review of Award Document- Planned Date _____ Actual Date _____

    • OGC Review (over $5M)- Planned Date _____ Actual Date _____

    • Headquarters' Review and Approval- Planned Date _____ Actual Date _____

    • Pre-Award Notification (Neg. Sm. Business Set-Aside)- Planned Date _____ Actual Date _____

    • Contract Award- Planned Date _____ Actual Date _____

    • Award Data Input into CIS- Planned Date _____ Actual Date _____

    • CBD Contract Award Announcement- Planned Date _____ Actual Date _____

    • Congressional Notification- Planned Date _____ Actual Date _____

    • Unsuccessful Offerors/Bidders Notified- Planned Date _____ Actual Date _____

    • Debriefing Conducted- Planned Date _____ Actual Date _____

    • EEO Poster Furnished to Contractor- Planned Date _____ Actual Date _____

  5. Statement of Work Attached. Yes____ No____

  6. Technical Evaluation Plan attached. Yes____ No____

  7. Approvals.

Project Officer (Date)
Contract Negotiator
(Date)
Contracting Officer
(Date)
Principal Official Responsible for Acquisition (PORA)  (Over $1M)
(Date)

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