Acquisition Planning

TABLE OF CONTENTS

OVERVIEW

2.1 What is the purpose of this chapter? This chapter provides U.S. Fish and Wildlife Service (Service) policy on acquisition planning.

2.2 What is the scope of this chapter? This chapter applies to all Service employees who are involved in the procurement process.

2.3 What are the authorities and responsibilities for this chapter? See 301 FW 1 for information on the authorities and responsibilities for all of the chapters in Part 301.

POLICY

2.4 What is the Service’s policy for acquisition planning? It is our policy to plan and coordinate all procurements. Acquisition planning, and coordination with contracting personnel, should begin when a need is first identified.

A. A formal written acquisition plan is required for all procurements that meet the following criteria:

(1) Commercial procurements (see Federal Acquisition Regulation (FAR) 2.101, Definitions) with an estimated value above $7,500,000, and

(2) Non-commercial procurements with an estimated value above $500,000.

B. For acquisitions that are for less than the thresholds in section 2.4A above, we require adequate acquisition planning and market research based on the complexity of the procurement.

(1) Acquisition planning should:

     (a) Expedite the acquisition process,

     (b) Promote full and open competition, 

     (c) Promote the acquisition of commercial items, and 

     (d) Integrate the efforts of all personnel responsible for significant aspects of the acquisition. 

(2) You can find more guidance in theContracting Officer’s Handbook (COH). The COH is an online guide that supplements the DIAR and the FAR. The purpose of the COH is to serve as a job aid for all Service acquisition personnel.

C. Lack of planning for a procurement action is not an acceptable justification for circumventing procurement procedures or other limitations on full and open competition. 

2.5 Why does the Service require acquisition planning? Acquisition planning helps the Service to:

A. Forecast and coordinate program requirements;

B. Ensure that the Government meets its needs in the most effective, economical, and timely manner; 

C. Provide forecast of upcoming requirements to the public;

D. Identify procurements that require special approvals;

E. Ensure adequate lead time for completing procurements so contracting personnel can plan workload and award contracts without unnecessary delays;

F. Identify responsibilities for contracting activities in accordance with Office of Management and Budget, Circular A-76, Performance of Commercial Activities;   

G. Ensure coordination and communication with program offices and other customers; and

H. Avoid fiscal year-end rushes to obligate expiring funds.

ACQUISITION PLANNING

2.6 How does acquisition planning work?

A. When a program office identifies the need for a procurement, the appropriate representative of the office must coordinate with the Division of Acquisition and Property Operations (APO), in the Joint Administrative Operations, to plan the contracting aspects of the acquisition. The planning process should include the completion of market research by the program office and APO. Meetings between the program office and APO should be held to discuss the following topics: 

(1) Determining the required delivery or performance schedule;

(2) Identifying funding;

(3) Determining whether or not a formal written plan is required (see section 2.4A);

(4) Requesting approval of the acquisition plan, and signature of the acquisition plan by the requiring official when formal written plans are required;

(5) Determining if the procurement should be set aside for small business (for additional information on small business procurement requirements, see FAR Part 19, Small Business Programs, or the COH);

(6) Determining the method of procurement;

(7) Selecting the contract type;

(8) Determining what mandatory sources are available;

(9) Developing and refining specifications or the statement of work; and

(10) Coordinating program and regulatory requirements.

B. As the plan for a procurement changes, the program office must inform the Contracting Officer about the changes.

2.7 What is in a written acquisition plan, and what is the process for approval? 

A. The written acquisition plan must identify those milestones at which decisions should be made and address all the technical, business, management, and other significant considerations that are applicable to the acquisition. The specific content of plans will vary depending on the nature, circumstances, and stage of the acquisition. 

B. The written acquisition plan must include all of the elements found at FAR 7.105, Contents of Written Acquisition Plans.

C. Both the Contracting Officer, as delegated by the Head of the Contracting Activity (HCA), and the official from the requesting program office must sign the acquisition plan.