Tab 3 - NAIHS Contracting Support Services - PWS 04-15-2025 Revised for Amendment 1.pdf

Contracting Support Services

1.0 INTRODUCTION

The Navajo Area Indian Health Service (NAIHS) is one of 12 regional administrative units of the Indian Health Service (IHS), in the US Department of Health and Human Services. The NAIHS delivers health services to a user population of over 244,000 American Indians in five Federal service units on and near the Navajo Nation. The Navajo Nation is one of the largest Indian reservations in the United States. The Navajo Nation consists of more than 25,000 contiguous square miles and three satellite communities, and extends into portions of the states of Arizona, New Mexico, and Utah.

NAIHS primarily delivers health services to members of the Navajo Nation and the San Juan Southern Paiute Tribe, and also provides services to other Native Americans, including Zunis, Hopis, and other American Indian beneficiaries. The five (5) Federal Service Units (SUs) include Chinle, Crownpoint, Gallup, Kayenta, and Shiprock SUs.

NAIHS provides inpatient, emergency, outpatient, public health, and other services at four hospitals: Chinle Comprehensive Health Care Facility, Crownpoint Health Care Facility, Gallup Indian Medical Center, and Northern Navajo Medical Center (Shiprock, NM). These inpatient facilities comprise a total of 222 hospital beds. The Kayenta Health Center in Kayenta, AZ will transition to begin operating as an Alternative Rural Hospital in late 2017 by offering ten short stay nursing beds and ambulatory surgery. Navajo Area also has seven full-time health centers providing outpatient, community health, preventive health, and other services. There are also five part-time health stations.

The NAIHS Division of Acquisition Management and Contracts (DAMC) provides acquisition and contracting services in support of the NAIHS’ programs, offices, and facilities in furtherance of the IHS’ mission. Acquisition support includes soliciting and awarding of required supplies and services ranging from simple products to complex medical equipment, and from health care services to demolition and construction of real property.

2.0 SCOPE

The NAIHS Division of Acquisition Management and Contracts (DAMC) needs federal contracting support services that include the following:

Presolicitation – receipt/review of complete requisition packages; conducting market research;

reviewing and developing justification and approvals and determinations and findings;

preparing small business clearances; coordinating on evaluation schema and instructions to offerors; preparing the solicitation with appropriate terms and conditions.

Pre-Award – reviewing quotes/offers for adherence to solicitation requirements; determining non-responsiveness; developing abstracts; coordinating with the requiring activity in the evaluation of quotes/offers; documenting award decision; determining price reasonableness.

Post-Award – reviewing requests for modifications; documenting the rationale for the modification and using the proper authority; performing contract close-outs and de-obligation of excess funds; providing guidance on the payment process; working closely with the Contracting Officer and the Contracting Officer’s Representative on administering awarded contracts.

The level of knowledge and experience required shall be directly related to the specific level of services required.

2.1 Contract support shall include technical support and assistance in all non-inherently governmental areas of Federal Acquisition Regulation (FAR) based Federal procurement in which advanced or complex knowledge and expertise is required.

2.2 Examples of tasks shall include but are not limited to: assemble or review new pre- procurement packages, participating in requirement/acquisition planning;

researching/assembling support documentation; making quality recommendations to the CO, validating data; assess financial and contractual issues; document findings; provide input to reports; and assemble documents needed to advertise, solicit, construct, administer and /or closeout Government contract vehicles;

update payment logs; maintain contract/task order e-files by including all required documentation appropriately labeled.

2.3 The ability to read and interpret the Federal Acquisition Regulations, Federal acquisition policy, and directives and to apply the regulations and directives to all contracting activities. Policy and directives shall also include the Office of Federal Procurement Policy letters; Health Human Services Acquisition Regulations and policy; and IHS contracting policy, organization, operations, and culture.

2.4 Knowledgeable about contract types which include: firm-fixed price, firm-fixed price with economic price adjustment, time-and-materials, labor-hour, and Indefinite delivery/Indefinite quantity contract.

2.5 Must be knowledgeable of acquisition procedures involving best value from lowest-priced technically acceptable (LPTA) to trade-off award determination.

2.6 Knowledge of Blanket Purchase Agreements, General Services Schedules and Small business programs.

2.7 The ability to communicate effectively, both orally and in writing. Experience in the Procurement Information System for Management (PRISM) contracting system and software applications which include Microsoft Word, Excel, e-mail, SharePoint, and Adobe Acrobat.

3.0 LEVEL OF EFFORT

The level of effort for this work requires one or multiple Procurement Agents at same or varied levels as identified in 4.0 Qualifications, dependent on need and funding.

4.0 QUALIFICATIONS

Depending on the level of experience, NAIHS may contract with individuals or organizations that could offer personnel that fall under the following categories.

4.10 Procurement Agent I

General Experience: One (1) year of relevant experience. Knowledge and exposure to different contract types. Some exposure to the FAR and/or DFARS.

Functional Responsibilities: Functions in an entry level/assistant capacity under the guidance of a Contract Specialist/Administrator 5 carrying out pre-determined and recurring tasks which are designed to provide broad, but limited exposure to the Contracts profession. Assignments may include but is not limited to general cradle to grave contract administration. Limited support functions may include acquisition planning, proposal solicitation preparation, market research/analysis, selection and administration of terms and conditions, negotiation and preparation of contract modifications.

Minimum Education: Bachelor’s Degree or equivalent experience

4.20 Procurement Agent II

General Experience: Possesses knowledge and demonstrated experience in the Contracts Specialist / Administrator 1 category. Three (3) years’ relevant experience.

Functional Responsibilities: Performs contract administration under the guidance of a Contract Specialist/Administrator 5 carrying out pre-determined and recurring contract administration duties with additional exposure to cost/price analysis, evaluation of performance, contract termination, contract closeout, the FAR and/or DFARS.

4.30 Procurement Agent III

General Experience: Possesses knowledge and demonstrated experience in the Contracts Specialist / Administrator 2 category. Five (5) years’ relevant experience. Knowledge and exposure to different contract types. Knowledge of the FAR and/or DFARS.

Functional Responsibilities: Functions in mid-level capacity under the guidance of a Contract Specialist/Administrator 5 carrying out pre-determined and recurring contract administration duties. Tasks may include acquisition planning, proposal solicitation preparation, SOW development, market research/analysis, selection and administration of terms and conditions, cost/price analysis, negotiation, preparation of con

5.0 PERIOD OF PERFORMANCE

The period of performance for this task order is a base period of six months plus one option period of six months for a maximum period of 12 months, if all options are exercised.

6.0 PLACE OF PERFORMANCE

The NAIHS DAMC is located in Window Rock, Arizona but has service unit locations with contracting staff in Gallup, Crownpoint, and Shiprock in the State of New Mexico, as well as in Chinle and Kayenta in the State of Arizona.

Although contract employees are not subject to the recent Executive Order that direct federal employees to return to in-office work, in-house performance at any of these locations (where available) is required particularly due to the personal services nature of the contract.

4.0 TRAVEL

Travel is not anticipated on this Task Order. If travel is required, travel expenses shall be reimbursed in accordance with the Federal Travel Regulation.

5.0 WORK SCHEDULE

The contractor shall work from 8:00AM - 4:30 PM Mountain Time, Monday to Friday, including a 30-minute lunch break on the contractor’s time.

6.0 OVERTIME

Overtime hours is defined as hours worked outside of the normal 8-hour weekday and weekend hours. If such hours are required, the agreed-upon overtime hour pay rate applies under a labor-hour contract type. Overtime hours shall only be worked upon prior approval by the Contracting Officer.

7.0 FEDERAL HOLIDAYS

The contractor may not be required to work during designated shutdown periods.

Holidays observed by the contractor shall include all legal holidays observed by the Government. These holidays are:

New Year's Day Martin Luther King Day Columbus Day President's Day Memorial Day Juneteenth Independence Day Labor Day Veteran’s Day Thanksgiving Day Christmas Day

Any day established by an Executive Order.

If federal holiday work is required, the agreed-upon holiday hour pay rate applies under a labor-hour contract type. Holiday hours shall only be worked upon prior approval by the

Contracting Officer.

8.0 REMOTE ASSISTANCE

This requirement may permit the contractor to work remotely. On-site performance is preferred.

9.0 GOVERNMENT FURNISHED PROPERTY (GFP)

The Government will provide full access to Government-furnished property and software to perform the duties. The Government will furnish the office supplies, computer hardware, software, and supporting materials and facilities, as required, in support of the tasks requested in this task order.

10.0 CONFIDENTIALITY

Work performed under this task order is procurement sensitive. As such contractor employee’s performing services shall sign a Non-Disclosure Agreement form prior to performing any work. In addition, it is the contractor’s responsibility to make sure their employees understand that no procurement sensitive information may be disclosed.

11.0 PERSONAL CONFLICTS OF INTEREST

If after award, the contractor discovers its employee has a financial conflict of interest, with respect to this task order, it shall make an immediate and full disclosure in writing to the Contracting Officer. The disclosure shall include identification of the conflict, the manner in which it arose, and a description of the action the Contractor has taken or proposes to take to avoid, eliminate or neutralize the conflict.

The term "personal conflict of interest" means that a contractor employee assigned to the contract has interests which (i) may diminish his/her capacity to give impartial, technically sound, objective assistance and advice in performing this contract, (ii) may otherwise result in a biased work product under this contract, or (iii) may result in an unfair competitive advantage. A contractor employee shall not participate (i.e., recommend, influence, or decide) in any particular matters:

(a) that will have a direct and predictable effect on the financial interests of that employee, his/her spouse or minor child, or organization in which he/she serves as officer, director, trustee, general partner or employee;

(b) that will have a direct and predictable effect on the financial interests of or any person or organization with whom he/she is negotiating or has an arrangement concerning prospective employment

(c) may otherwise cause a reasonable person to question his/her impartiality.

14.0 QUALITY:

All work shall be checked and technically reviewed and approved in accordance with the Federal Acquisition Regulations, the HHS and the IHS polices, directives and guidelines.

Quality shall be measured based on the following:

PERFORMANCE

OBJECTIVE PERFORMANCE STANDARD Acceptable

Quality Level

METHOD OF

SURVELLANCE

PWS Section 2 Scope

Timeliness – All documentation and task order requirements submitted within required milestone timeframe(s) per the Procurement Acquisition Lead Time.

Accuracy – all documents conform to formatting requirements, agency directives, department directives and the Federal Acquisition Regulations.

Professional - Documents and submittals are well organized, grammatically correct and demonstrate sound professional evaluation and analysis.

95%

Reviewed by IHS Contracting Officer Representative and IHS Project Manager.

15.0 IDENTIFICATION OF CONTRACT EMPLOYEES: All contract personnel are required to identify themselves as contractors. Whether attending meetings, or working in other situations where their contractor status is not obvious to third parties, they must make their status known to avoid creating an impression that they are Government employees.

16.0 ATTACHMENTS:

1. Various DAMC Acquisition Templates and Checklists – A Sampling Only, Not All

Inclusive

VARIOUS ATTACHMENTS

FAR Part 8.4 Index Required if blacked-out.

Check or N/A No. DESCRIPTION

Explain why not included

PRE-SOLICITATION

1 Purchase Request & Checklist 2 Independent Government Cost Estimate 3 Specifications / SOW / PWS 4 Required Approvals – IT, Lease v Purchase, etc.

5 Market Research 6 Justifications and Approvals / Determinations and Findings 7 Individual Acquisition Plan (Above SAT) 8 Small Business Screening – HHS-653 (SBCX) 9 COR Nomination Letter and FAC-COR Certificate 10 Pre-Solicitation Reviews (Supervisory, Peer, Independent, Legal, etc.)

11 Solicitation / Amendments 12 Pre-Solicitation Correspondence

PRE-AWARD

13 Abstract of Quotes and Quotes Received 14 Evaluation of Quotes Received 15 Awardee’s GSA Schedule Showing Active Dates 16 Price Reasonableness Memorandum and Award Decision Document 17 Satisfactory Performance Verification (SAM, EPLS, CPARS, FAPIIS, etc.)

18 Pre-Award Reviews (Supervisory, Peer, Independent, Legal, etc.)

19 Pre-Award Correspondence

AWARD

20 COR Designation Letter 21 Award 22 FPDS-NG Report

CONTRACT ADMINISTRATION / POST-AWARD

23 Letter of Intent to Exercise Option 22 Memorandum for Record or Determination to Exercise Option 23 Modification

24 FPDS-NG

25 Record of Payments and Invoices / Declining Balance Sheet 26 Substantial Completion / Punch List 27 Closeout Documentation (Closeout Statement, Release of Claims, etc.)

28 Post-Award Reviews (Supervisory, Peer, Independent, Legal, etc.)

FAR 13 SAP Index Required if blacked-out.

Check or N/A No. DESCRIPTION

X 1 Purchase Request & Checklist/ X 2 Independent Government Cost Estimate X 3 Specifications / SOW / PWS

N/A 4 Required Approvals – IT, Lease v Purchase, etc. Non-IT Procurement X 5 Market Research 6 Justifications and Approvals / Determinations and Findings BIA Deviation Memo/SSJ

X 7 Individual Acquisition Plan (Above SAT) Acquisition Plan Memo X 8 Small Business Screening – HHS-653 (SBCX) X 9 Synopsis or Excepted by 5.202(a)( ) Notice of Intent to SS 10 COR Nomination Letter and FAC-COR Certificate 11 Pre-Solicitation Reviews (Supervisory, Peer, Independent, Legal, etc.)

12 Solicitation / Amendments 13 Pre-Solicitation Correspondence

X 14 Abstract of Quotes and Quotes Received X 15 Evaluation of Quotes Received X 16 Price Reasonableness Memorandum and Award Decision Document

X 17

Satisfactory Performance Verification (under SAT) or Responsibility Determination (above SAT) with Supporting Documents (SAM, EPLS, CPARS, FAPIIS, etc.)

X 18 Pre-Award Reviews (Supervisory, Peer, Independent, Legal, etc.)

X 19 Pre-Award Correspondence

N/A 20 Award Announcement Under $4.5 Million

21 COR Designation Letter

X 23 Award X 24 FPDS-NG Report

25 Modifications & Supporting Documentation 26 Bonds / Insurance / Associated Correspondence 27 Post Award Correspondence 28 Record of Payments and Invoices / Declining Balance Sheet 29 Substantial Completion / Punch List 30 Closeout Documentation (Closeout Statement, Release of Claims, etc.)

31 Post-Award Reviews (Supervisory, Peer, Independent, Legal, etc.)

FAR Part 16.505 Ordering Index

For use when placing orders against non-FSS contracts such as area-wide ID/IQs, GWACS, NASA SEWP, NITAAC, etc. This is not for use for orders under FAR 8.4.

Check or N/A No. DESCRIPTION

1 Purchase Request & Checklist 2 Independent Government Cost Estimate 3 Specifications / SOW / PWS 4 Required Approvals – IT, Lease v Purchase, etc.

5 Market Research 6 Justifications and Approvals / Determinations and Findings 7 Individual Acquisition Plan (Above SAT) 8 Small Business Screening – HHS-653 (SBCX) 9 COR Nomination Letter and FAC-COR Certificate 10 Pre-Solicitation Reviews (Supervisory, Peer, Independent, Legal, etc.)

11 Solicitation / Amendments 12 Pre-Solicitation Correspondence

13 Abstract of Quotes and Quotes Received 14 Evaluation of Quotes Received 15 Awardee’s Contract (ID/IQ) Showing Active Dates 16 Price Reasonableness Memorandum and Award Decision Document 17 Satisfactory Performance Verification (SAM, EPLS, CPARS, FAPIIS, etc.)

18 Pre-Award Reviews (Supervisory, Peer, Independent, Legal, etc.)

19 Pre-Award Correspondence

20 COR Designation Letter 21 Award 22 FPDS-NG Report

23 Letter of Intent to Exercise Option 22 Memorandum for Record or Determination to Exercise Option 23 Modification

24 FPDS-NG

25 Record of Payments and Invoices / Declining Balance Sheet 26 Substantial Completion / Punch List 27 Closeout Documentation (Closeout Statement, Release of Claims, etc.)

28 Post-Award Reviews (Supervisory, Peer, Independent, Legal, etc.)

MEMORANDUM FOR THE RECORD

This Memorandum for the Record (MFR) is for use in support of a modification to an existing award.

Every modification must include a document that explains its cause and effect to the award. This is an internal document. Most of the content of this document, i.e. price related information, management decisions, etc. are NOT to be disclosed in the SF-30 modification itself.

If the modification is to exercise an option term or period, the Determination to Exercise an Option template MUST be used instead of this MFR.

AWARD NO. MOD. NO.

TITLE: VALUE

1. BACKGROUND: Provide information about the project. What is the scope of the project?

Include previous modification history.

Below is the summary of base and subsequent modifications associated with the contract:

2. FINDINGS: Describe the nature of the action being approved. Simply because the award remains active/current is NOT reason enough to modify. Ensure that modification values are considered. Check the scope of the modification if it is within the scope of the base award.

Consider competition, future award plans, etc.

3. AUTHORITY: Cite the authority being used to accomplish the action and how the authority applies.

4. PRICE REASONABLENESS DETERMINATION (Choose which applies):

(a) ☐ The modification does not involve additional cost; therefore, price reasonableness determination does not apply.

(b) ☐ The modification value is hereby determined to be fair and reasonable in accordance with

(choose among the procedures and any or a combination of techniques in each procedure):

FAR 13.106-3(a)(2)…:

☐ (i) Market Research ☐ (ii) Historical Pricing ☐ (iii) Price Lists, Catalogs, Advertisements, etc.

☐ (iv) Comparison to Similar Items in a Related

Industry ☐ (v) Contracting Officer’s Personal Knowledge of

Items ☐ (vi) Comparison to Independent Government

Estimate ☐ (vii) Other Reasonable Basis

OR (for orders against FAR 8.4 FSS)

☐ FAR 8.404(d) – not requiring SOW ☐ FAR 8.405-2(d) – requiring SOW

OR IAW FAR 16.505(b)(3) (for orders against FAR 16.5 contracts) FAR 15.404-1(b)(2)…

☐ (i) Adequate Price Competition ☐ (ii) Historical Procurement Pricing ☐ (iii) Parametric Estimating Methods ☐ (iv) Published Price Lists ☐ (v) Comparison to Independent Government Estimate ☐ (vi) Market Research ☐ (vii) Certified Cost or Pricing Data

ANALYSIS: The selected price analysis technique(s) is/were applied by <provide a brief explanation as to how the price analysis techniques were used to determine the price reasonableness if 4(b) is selected..>

Example languages:

…by surveying the market using Internet searches to review commercial prices; calling vendors to ask what their current prices are; and/or calling known users and other procurement personnel about their knowledge of the items’ current pricing.

…by comparing the quotes prices to similar procurements conducted in the past.

…by comparing the quoted prices to prices previously-determined to be fair/reasonable by another Contracting Officer in a similar procurement.

…by comparing the prices to GSA Schedule prices that have already been deemed fair/reasonable in accordance with FAR 8.404(d).

…by comparing the quoted prices to the original award prices that were already deemed fair/reasonable.

…by comparing the quoted prices to what they “should be” when indexed against current inflation rates, and yet the prices have remained the same.

…by analyzing and comparing the proposed prices against the established contract’s prices that have already been deemed fair/reasonable at contract award.

5. CONSIDERATION AND “NO-COST” MODIFICATION: The Contracting Officer has evaluated the request for a no-cost modification and has determined that (choose which applies):

☐ The action involves additional cost; therefore this section is not applicable;

☐ The Government is not entitled to any type of consideration because (check one):

☐ The delay is caused by the government ☐ The contractor delay is excusable IAW FAR 52.212-4(f), if commercial;

☐ The Government is entitled to monetary consideration and will receive the sum of $<enter value here> in credit from the Contractor due to <provide reason here.>

☐ The Government is entitled to non-monetary consideration in the following form: <state type/form of consideration>

6. DETERMINATION: Based on the foregoing and in accordance with the authority cited herein, the action is being accomplished as:

☐ UNILATERAL modification.

☐BILATERAL modification; contractor concurrence shall be obtained.

SIGNATURES:

PREPARED BY:

Name:

Date:

CONTRACTING OFFICER (CO):

X

DETERMINATION AND FINDINGS TO EXERCISE AN OPTION(S)

Order/Contract No: Modification Amount: $ Project/Requirement Title:

In accordance with FAR 17.207(f), the Contracting Officer hereby makes a written determination for the contract file that exercise is in accordance with the terms of the option.

FINDINGS

In accordance with FAR 17.207(c), the contracting officer has determined that-

(1) Funds are available;

(2) The requirement covered by the option fulfills an existing Government need;

(3) The exercise of the option is the most advantageous method of fulfilling the Government’s need, price and other factors considered;

(4) The option was (choose one only)

☐ synopsized in accordance with FAR 5 (if open market)

☒ was not synopsized using the exception at (check one):

☐ FAR 5.202(a)(1) National security

☐ FAR 5.202(a)(2) Unusual and compelling urgency ☐ FAR 5.202(a)(3) International agreement ☐ FAR 5.202(a)(4) Authorized by Statute such 8(a) program, SDVOSB, WOSB, etc.

☐ FAR 5.202(a)(5) Telecommunications or Utility services ☐ FAR 5.202(a)(6) Order placed under IDIQ (GWACS, SEWP, NITAC, etc.)

☐ FAR 5.202(a)(7) Small Business Innovation Development Act ☐ FAR 5.202(a)(8) Unsolicited research proposal ☐ FAR 5.202(a)(9) Perishable substances ☐ FAR 5.202(a)(10) Industrial mobilization ☒ FAR 5.202(a)(11) Previously synopsized contract (FAR 8.4 FSS) ☐ FAR 5.202(a)(12) Defense Agency contract with performance outside of U.S.

☐ FAR 5.202(a)(13) Combined synopsis/solicitation ☐ FAR 5.202(a)(14) Expert services

(5) The contractor does not have an active exclusion record in the System for Award Management;

(6) The contractor’s past performance evaluations on other contract actions have been considered; and

(7) The contractor’s performance on this contract has been acceptable.

Furthermore, the Contracting Officer has determined that in accordance with FAR 17.207(d) (choose all that apply):

☐ A new solicitation fails to produce a better price or a more advantageous offer than that offered by the option.

☐ An informal analysis of prices or an examination of the market indicates that the option price is better than prices available in the market or that the option is the more advantageous offer.

☐ The time between the award of the contract containing the option and the exercise of the option is so short that it indicates the option price is the lowest price obtainable or the more advantageous offer.

AND (for services covered by the Service Contract Labor Standards statute only), the Contracting Officer has reviewed the Department of Labor’s Wage Determinations website – determining that (choose one):

☐ The wage rates have not changed from the currently incorporated wage rates. Therefore, the current wage determinations do not require updating.

☐ The wage rates have changed since the last contract action. The new wage determinations will be incorporated into the option modification.

☐ The requirement is not a service covered by the Service Contract Labor Standards statute.

DETERMINATION

In accordance with the clause at 52.217-9 Option to Extend the Term of the Contract and as prescribed by FAR 17.207(a), the Government (choose one) ☐ met ☐ did not meet the timeframe by which the clause requires the Government to notify the Contractor of the Government’s intent to exercise the option.

A copy of the Government’s Preliminary, Non-Binding Notice of Intent to Exercise the Option is (choose one) ☐ included ☐ not included in the contract file.

Therefore, the option exercise will be accomplished (choose one) ☐ unilaterally ☐ bilaterally.

Based upon the findings, it is determined that exercising Option Period # __ in the amount of $_________ (include hourly rate if L-H contract type), is the most advantageous method of fulfilling the Government’s need, with price and other factors considered, and is appropriate and authorized as prescribed by FAR Subpart 17.207.

Prepared by:

Contract Specialist or Purchasing Agent Date

Approved by:

Contracting Officer Date

RESPONSIBILITY DETERMINATION

In accordance with FAR 9.103(a) and (b), purchases shall be made from, and contracts shall be awarded to, responsible prospective contractors only; and that no purchase or award shall be made unless the contracting officer makes an affirmative determination of contractor responsibility.

The CO shall check the System for Award Management (SAM), Federal Awardee Performance and Integrity Information System (FAPIIS) & the Contractor Performance Assessment Reporting System (CPARS) Performance Evaluations when this template is used and all such responsibility verifications printouts shall be included in the official contract file with this template.

[INSTRUCTIONS AND FILL-INs: THE INFORMATION BELOW IN ITALICS AND HIGHLIGHTED IN

YELLOW IS PROVIDED AS INSTRUCTIONS OR AS AN INDICATOR OF A NEEDED FILL-IN AND

SHOULD BE REMOVED FROM THE FINAL DOCUMENT OR FILLED IN AND FORMATTED TO

MATCH THE BODY OF THE DOCUMENT).]

[NOTE: IF THE CO DETERMINES THAT A RESPONSIVE SMALL BUSINESS LACKS CERTAIN

ELEMENTS OF RESPONSIBILITY, THE CO MUST COMPLY WITH THE PROCEDURES IN FAR

9.104-3(D)(1) AND FAR 19.6. If Section 8(a) of the Small Business Act applies, see FAR 19.8.]

In accordance with FAR 9.104-1, to be determined responsible, a prospective contractor must meet the following standards:

1. Adequate Financial Resources.

Does the prospective contractor have sufficient financial resources or the ability to obtain them?

☐ Yes

☐ No

[LIST THE NAME OF THE CONTRACTOR HERE]

[LIST THE DUNS NUMBER FOR THE CONTRACTOR HERE IF DESIRED]

[EXPLAIN THE ADEQUACY OF THE CONTRACTOR’S FINANCIAL RESOURCES (SEE FAR 9.104-

1(a) & 9.104-3(a)). EXAMPLES OF ACCEPTABLE EVIDENCE NORMALLY INCLUDES A

COMMITMENT OR EXPLICIT ARRANGEMENT THAT WILL BE IN EXISTENCE AT THE TIME OF

CONTRACT AWARD, TO ACCESS OR OTHERWISE ACQUIRE THE NEEDED FINANCIAL

RESOURCES. CONSIDERATION OF A PRIME CONTRACTOR’S COMPLIANCE WITH LIMITATIONS

ON SUBCONTRACTING SHALL TAKE INTO ACCOUNT THE TIME PERIOD COVERED BY THE

CONTRACT. OTHER EXAMPLES MAY INCLUDE: A DUN AND BRADSTREET REPORT, FINANCIAL

STATEMENTS, BID BOND PAYMENT AND PERFORMANCE BONDS, FINANCIAL RESPONSIBILITY

CHECK WITH THE CONTRACTOR’S BANKING INSTITUTION. THE SAM RECORD IDENTIFIES

ANNUAL REVENUES AND IN CASES WHERE THE CONTRACTOR ONLY ENTERS $1.00, FURTHER

INVESTIGATION SHOULD BE CONDUCTED TO VERIFY IF THIS WAS AN ERROR,

MISREPRESENTATION, OR EVIDENCE OF A LACK OF FINANCIAL RESOURCES. THE CO MAY

USE SIMILAR AWARDS MADE WITHIN A 1-YEAR PERIOD FROM THE DATE OF THE PREVIOUS

AWARD, AS ACCEPTABLE EVIDENCE, IN SITUATIONS WHERE THE ACQUISITION IS LESS THAN

$25,000.]

2. Compliance with Required Delivery or Performance Schedule.

Can the prospective contractor comply with the required delivery or Performance Schedule?

☐ Yes

☐ No

[EXPLAIN HOW THE CONTRACTOR IS ABLE TO COMPLY WITH THE REQUIRED OR PROPOSED

DELIVERY OR PERFORMANCE SCHEDULE, TAKING INTO CONSIDERATION ALL EXISTING

COMMERCIAL AND GOVERNMENTAL BUSINESS COMMITMENTS. THIS INFORMATION MAY BE

OBTAINED FROM RECORDS AND EXPERIENCE DATA. (SEE FAR 9.104-1(b) & 9.104-3(b)).]

3. Satisfactory Performance Record.

Does the prospective contractor have a satisfactory performance record?

☐ Yes

☐ No

[EXPLAIN THE CONTRACTOR’S PERFORMANCE RECORD AND HOW IT WAS SATISFACTORY

(SEE FAR 9.104-1(c) & 9.104-3(b)). A PROSPECTIVE CONTRACTOR THAT IS OR RECENTLY HAS

BEEN SERIOUSLY DEFICIENT IN CONTRACT PERFORMANCE SHALL BE PRESUMED TO BE

NON-RESPONSIBLE, UNLESS THE CO DETERMINES THAT THE CIRCUMSTANCES WERE

PROPERLY BEYOND THE CONTRACTOR’S CONTROL, OR THAT THE CONTRACTOR HAS TAKEN

APPROPRIATE CORRECTIVE ACTION. PREVIOUS FAILURE TO APPLY SUFFICIENT

PERSEVERANCE TO PERFORM AT AN ACCEPTABLE LEVEL IS STRONG EVIDENCE OF NON-

RESPONSIBILITY. FAILURE TO MEET THE QUALITY REQUIREMENTS OF THE CONTRACT IS A

SIGNIFICANT FACTOR TO CONSIDER IN DETERMINING SATISFACTORY PERFORMANCE. THE

CO SHALL CONSIDER THE NUMBER OF CONTRACTS INVOLVED AND THE EXTENT OF

DEFICIENT PERFORMANCE IN EACH CONTRACT WHEN MAKING THIS DETERMINATION. IF

THE PENDING CONTRACT REQUIRES A SUBCONTRACTING PLAN PURSUANT TO SUBPART

19.7, THE SMALL BUSINESS SUBCONTRACTING PROGRAM, THE CO SHALL ALSO CONSIDER

THE PROSPECTIVE CONTRACTOR’S COMPLIANCE WITH SUBCONTRACTING PLANS UNDER

RECENT CONTRACTS. CONTRACTORS SHALL NOT BE DETERMINED RESPONSIBLE OR NON-

RESPONSIBLE SOLELY ON THE BASIS OF A LACK OF RELEVANT PERFORMANCE HISTORY,

EXCEPT AS PROVIDED IN 9.104-2. THIS INFORMATION MAY BE OBTAINED FROM THE

CONTRACTOR'S PERFORMANCE EVALUATION REPORT SUBMITTED BY THE COR ON

PREVIOUS CONTRACTS, PAST PERFORMANCE QUESTIONNAIRES, ETC.]

4. Satisfactory Record of Integrity and Business Ethics.

Does the prospective contractor have a satisfactory record of integrity and business ethics?

☐ Yes

☐ No https://www.acquisition.gov/far/current/html/Subpart%2019_7.html#wp1088741 https://www.acquisition.gov/far/current/html/Subpart%2019_7.html#wp1088741

[DESCRIBE THE CONTRACTOR’S RECORD OF INTEGRITY AND BUSINESS ETHICS AND

EXPLAIN IF IT IS SATISFACTORY OR NOT. THIS CAN BE BASED OFF OF THE CONTRACTOR’S

ACTIONS UNDER PREVIOUSLY AWARDED CONTRACTS INCLUDING THEIR COMMITMENT TO

CUSTOMER SATISFACTION AND HISTORY OF REASONABLE AND COOPERATIVE BEHAVIOR.

(SEE FAR 9.104-1(d) & 42.15).]

5. Necessary Organization, Experience, Accounting & Operational Controls, & Technical Skills.

Does the prospective contractor have sufficient capabilities/skills or ability to obtain them?

☐ Yes

☐ No

[EXPLAIN THE ADEQUACY OF THE CONTRACTOR’S CAPABILITY AND SKILLS IN TERMS OF

ORGANIZATION, EXPERIENCE, ACCOUNTING & OPERATIONAL CONTROLS AND TECHNICAL

SKILLS, (SEE FAR 9.104-1(e) & 9.104-3(a)). EXAMPLES INCLUDE THE CONTRACTOR’S

PRODUCTION CONTROL PROCEDURES, PROPERTY CONTROL SYSTEMS, QUALITY ASSURANCE

MEASURES, OR SAFETY PROGRAMS APPLICABLE TO THE MATERIALS TO BE PRODUCED OR

SERVICES TO BE PERFORMED.]

6. Necessary Production, Construction, and Technical Equipment & Facilities Does the prospective contractor have sufficient equipment and facilities or the ability to obtain them? ☐ N/A ☐ Yes ☐ No

[EXPLAIN THE ADEQUACY OF THE CONTRACTOR’S EQUIPMENT AND FACILITIES IN TERMS

OF PRODUCTION, CONSTRUCTION, AND TECHNICAL EQUIPMENT AND FACILITIES, (SEE FAR

9.104-1(f) & 9.104-3(a)). DESCRIBE THE EQUIPMENT AND FACILITIES OWNED OR LEASED BY

THE CONTRACTOR NEEDED TO PERFORM THE WORK OR EXPLAIN HOW THE CONTRACTOR

INTENDS TO OBTAIN THESE RESOURCES.]

7. Qualified & Eligible to Receive an Award Under Applicable Laws and Regulations.

Is the prospective contractor qualified and eligible to receive an award?

☐ Yes

☐ No

[IN ORDER TO BE ELIGIBLE FOR AWARD, AN OFFEROR MUST REPRESENT IT IS NEITHER AN

INVERTED DOMESTIC CORPORATION NOR A SUBSIDIARY OF ONE. (SEE FAR 9.104-1(g) &

9.108) ANY OFFEROR THAT CANNOT MAKE THIS REPRESENTATION IS INELIGIBLE FOR

AWARD UNLESS WAIVED IAW THE PROCEDURES AT 9.108-4. THE CO MAY RELY ON AN

OFFEROR’S REPRESENTATION THAT IT IS NOT AN INVERTED DOMESTIC CORPORATION

UNLESS THE CO HAS REASON TO QUESTION THE REPRESENTATION. IF THIS APPLIES, THE

CONTRACTOR MUST REPRESENT THAT IT IS NOT AN INVERTED DOMESTIC CORPORATION OR

SUBSIDIARY. IF THIS DOES NOT APPLY STATE: NOT APPLICABLE.]

8. Review & Consideration of FAPIIS Search Results.

Are the results of the prospective contractor’s FAPIIS search satisfactory?

☐ Yes

☐ No

[EXPLAIN THE SEARCH RESULTS OF FAPIIS AND HOW THE INFORMATION FOUND

IMPACTS OR DOES NOT IMPACT THE DETERMINATION OF RESPONSIBILITY. (SEE FAR

9.104-6). THE CO SHALL INCLUDE ALL RESPONSIBILITY VERIFICATIONS SUCH AS THE

FAPIIS PRINTOUT IN THE OFFICIAL FILE WITH THIS TEMPLATE.]

9. Review and Consideration of CPARS Performance Evaluations Search Results.

Are the results of the prospective contractor’s CPARS search satisfactory?

☐ No Reports ☒ Yes ☐ No

(EXPLAIN THE SEARCH RESULTS OF CPARS PERFORMANCE EVALUATIONS AND HOW THE

INFORMATION FOUND IMPACTS OR DOES NOT IMPACT THE DETERMINATION OF

RESPONSIBILITY. (SEE FAR 9.104-6 & 9.105-1(c)). THE CO SHALL INCLUDE ALL

RESPONSIBILITY VERIFICATIONS SUCH AS THE CPARS PERFORMANCE EVALUATIONS

PRINTOUT IN THE OFFICIAL FILE WITH THIS TEMPLATE.]

10. SAM Registration.

Is the prospective contractor currently registered in SAM.gov?

☐ Yes

☐ No

[ADDRESS IF THE PROPOSED CONTRACTOR IS CURRENTLY REGISTERED IN SAM.GOV

TO MEET THE FAR 4.1102(A) REQUIREMENT THAT PROSPECTIVE CONTRACTORS

SHALL BE REGISTERED IN SAM PRIOR TO AWARD OF A CONTRACT. (SEE FAR

4.1102(a), 9.104-6 & 9.105-1(c)).CHECK THE SAM WEBSITE AT https://www.sam.gov/portal/SAM/#1. THE CO SHALL INCLUDE ALL RESPONSIBILITY

VERIFICATIONS SUCH AS THE SAM.GOV PRINTOUT IN THE OFFICIAL FILE WITH THIS

TEMPLATE.]

11. SAM Exclusions.

Does the SAM.gov verification indicate “No Exclusions” for the prospective contractor?

https://www.sam.gov/portal/SAM/#1

☐ Yes

☐ No

[THIS INFORMATION MAY BE OBTAINED FROM THE CONTRACTOR’S SAM.GOV

RECORD. THE CO MUST ENSURE THE CONTRACTOR IS ELIGIBLE FOR AWARD BY

PERFORMING A FINAL SAM EXCLUSIONS CHECK ON THE DAY THE CONTRACT

AWARD WILL BE ISSUED, AS REQUIRED BY DOI-AAAP 0039. THE CO SHALL INCLUDE

ALL RESPONSIBILITY VERIFICATIONS SUCH AS THE SAM PRINTOUT IN THE OFFICIAL

FILE WITH THIS TEMPLATE.]

12. List of Contractors Indebted to the United States.

Verified prospective contractor is NOT on the List of Contractors Indebted to the USA?

☐ Yes

☐ No

[VERIFY THE CONTRACTOR IS NOT ON THE LIST OF CONTRACTORS INDEBTED TO

THE UNITED STATES (ALSO KNOWN AS THE “HOLD-UP LIST”) OR ADDRESS THE

CIRCUMSTANCES IF THEY ARE ON THE LIST. THIS INFORMATION MAY BE OBTAINED

FROM THE CONTRACTOR’S SAM RECORD. THE CO SHALL INCLUDE ALL

RESPONSIBILITY VERIFICATIONS SUCH AS THE SAM PRINTOUT IN THE OFFICIAL FILE

WITH THIS TEMPLATE.]

13. Annual Electronic FAR Report Representations & Certifications in SAM.

Has the prospective contractor completed their annual electronic Representations & Certifications in SAM?

☐ Yes

☐ No

[CHECK THE SAM WEBSITE TO CONFIRM THE PROPOSED CONTRACTOR HAS MET

THE FAR 4.1201(A) - (D) REQUIREMENT THAT CONTRACTORS SHALL COMPLETE

ELECTRONIC ANNUAL REPRESENTATIONS AND CERTIFICATIONS AT SAM. (SEE FAR

4.1201, 4.1102, & 9.104-5.) THE CO SHALL INCLUDE ALL RESPONSIBILITY

VERIFICATIONS SUCH AS THE SAM PRINTOUT IN THE OFFICIAL FILE WITH THIS

TEMPLATE.]

DETERMINATION

Based on the above, [FILL IN PROSPECTIVE CONTRACTOR’S NAME], has been determined to be a responsible contractor, in accordance with FAR Subpart 9.1.

SIGNATURES

CONTRACTING OFFICER:

[ACCORDING TO FAR 9.105-2(b), SUPPORTING DOCUMENTATION USED TO

DETERMINE RESPONSIBILITY MUST BE INCLUDED IN THE CONTRACT FILE.]

PRICE REASONABLENESS & AWARD DECISION MEMORANDUM

Simplified Acquisition Procedures

***** Delete these Instructions Before Finalizing *****

Yellow & italicized entries such as this (and the one in the header) are instructions for you to follow, things you need to fill-in, or questions you need to answer. Blue & italicized entries represent “sample language” that you may use at your option – they are intended to give you an example of an acceptable response. If you choose to use any or all of the sample language, simply change the font of the language you are keeping so it matches the surrounding text and delete the remainder. Delete yellow highlighted instructions and any unused “sample language” prior to finalizing the document and replace it with non-italicized, non-colored text. The finished product should have no yellow/italicized or blue/italicized font.

For fill-ins or answers to questions, insert your response and change the font so it matches the surrounding text and remove the italics. Complete the check boxes or use the drop-down calendar as instructed. If the drop-down calendar is not applicable to your situation, simply highlight the drop-down calendar, delete it, and leave blank or replace it with your response.

Once completed, this template should represent a stand-alone document, capturing all relevant information pertaining to the award. If you provide an attachment, you must summarize what it is you are attaching, including any conclusions or recommendations.

Important Formatting Instructions:

To maintain a professional look to this document, please refer to the example below for how your formatting should look after deleting instructions or recommended language. Note: The example below uses Times New Roman, size 8 font, for illustration purposes only; your document should be in Times New Roman, size 12 font. Delete this example before finalizing:

1. Section Number One Title

This is how your text should look after you’ve replaced instructions or sample language. Section number titles, paragraph titles, and sub-paragraph titles should be in bold. All text below the header or sub-header(s) should be in black font; w/o bold emphasis (unless you intend something to be bolded for emphasis); no italics (unless you intend something to be italicized for emphasis); justify text to the left and align it with the first letter under the section number title.

Leave one hard return between the section number title and the first paragraph and one hard return between paragraphs within the section. The paragraphs should continue left-justified, aligned with the first letter under the section number title. When finished with the paragraphs in this section, leave 2 hard returns between section numbers.

2. Section Number Two Title

A. Paragraph A Title

Leave one hard return between the section number title and the paragraph title. The text in this paragraph should be left justified, aligned with the first letter under the paragraph number title. When finished with this paragraph, leave 1 hard return before next paragraph.

B. Paragraph B Title

Continue text left justified, aligned with the first letter of the paragraph number title. When finished with all paragraphs, leave 2 hard returns before your next section number. Sub-paragraphs should be indented as follows:

1. Sub-paragraph One Title

For sub-paragraphs, the indentation is lined up with the first letter under the sub-paragraph title. Keep these paragraphs left-justified, with one hard return between the title and the paragraph, and one hard return between paragraphs. When finished with all sub-paragraphs, leave 2 hard returns before your next section number.

2. Sub-paragraph Two Title

Same indentation instructions as above.

************* DELETE INSTRUCTIONS ABOVE TO END OF THIS LINE *************

Contracting Action (FAR 13.106-3)

Title: Fill in title/description of contracting action

Prepared By: Fill in name Fill in title

Solicitation Number: Fill in RFQ #

Awardee Name: Fill in full company name of awardee

Awardee’s Point of Contact:

Phone Number or Email:

Provide Name Provide Phone # or Email

Awardee’s Unique Entity Identifier (UEI) Number:

Fill in UEI

Purchase Order Number: Fill in

Period of Performance (Services): or Delivery Date (Supplies):

Fill in period of performance or Fill in delivery date

NAICS Code: Fill in NAICS Code

Product Service Code (PSC): Fill in PSC

Total Award (Base and All Options Value): $ Fill in awardee’s price

There is a hard page break immediately below this line. After completing the table and deleting all of the instructions above and below it (all the way to the end of the asterisks below), leave the page break intact and begin the body of the template at the top of the new Page 2.

*********************** DELETE TO END OF THIS LINE **********************

1. Introduction (FAR 13.106-3)

This memorandum documents the price reasonableness determination and award decision.

This template shall be used for all actions using Simplified Acquisition Procedures, including commercial acquisitions up to $7.5 million in accordance with (IAW) FAR 13.5, and for non-commercial item and construction acquisitions less than or equal to the Simplified Acquisition Threshold (SAT).

The purpose of this contracting action is to <fill out>

2. Award Information

A. Awardee’s Socioeconomic Classification(s) ☐ Other than Small Business ☐ Small Business ☐ Small Disadvantaged Business ☐ 8(a) ☐ HUBZone ☐ Indian-Owned Business ☐ Women-Owned Small Business ☐ Economically Disadvantaged ☐ Veteran-Owned Business Women-Owned Small Business ☐ Service-Disabled Veteran-Owned Small Business

B. Required Source (FAR 8.002)

☐ None ☐ Federal Prison Industries ☐ Ability One/Source America ☐ Printing & Related Supplies (GPO) ☐ Wholesale Supply Sources (GSA Stock Programs)

C. Procedures Used in Awarding the Contract/Order

Commerciality:

☐ Commercial ☐ Non-Commercial

Procedures Used:

☐ FAR Part 13.1 (Contract actions < or SAT) ☐ FAR Part 13.5 (Commercial item contract actions above SAT and up to $7.5M)

D. Type of Contract If an award has more than one contract type (i.e., hybrid), select the type with greater contract value

☐ Firm-Fixed-Price ☐ Firm-Fixed-Price with Economic Price Adjustment ☐ Time-and-Materials ☐ Labor-Hour

i. ☐ For Time-and-Materials or Labor-Hour contract, the Determination & Findings required by FAR 12.207(b)(1)(ii)(A) is contained in the contract file.

☐ Cost-Reimbursement ☐ Hybrid – FFP is greater contract value ☐ Hybrid – Time-and-Materials/Labor Hour is greater contract value ☐ Other (fill in)

If the type of contract is FFP with a Time-and-Materials Travel CLIN, select the appropriate hybrid block. For travel reimbursement CLINs, use the Class D&F.

E. Extent Competed ☐ Full and Open Competition ☐ Full and Open Competition after Exclusion of Sources (set-asides) (FAR 13.003(b)) ☐ Sole-Source / Single-Source (FAR 13.106-1(b)) ☐ Brand Name (FAR 13.106-1(b))

ii. If awarding a Time-and-Materials or Labor-Hour contract, select how you met the requirements at FAR 12.207(b)(1)(i):

☐ Competitive procedures were followed IAW FAR Parts 13 in conjunction with

19.5 (Small Business Programs) or HHSAR 326.6 (Buy Indian Act).

F. Type of Set-Aside check all applicable boxes:

☐ Small Business -- Partial ☐ Small Business -- Total ☐ Women-Owned Small Business ☐ Economically Disadvantaged Women-Owned ☐ 8(a) Small Business ☐ HUBZone ☐ Service-Disabled Veteran-Owned Small

Business

☐ IEE ☐ ISBEE

G. Were there any significant changes from the approved Individual Acquisition Plan?

☐ No ☐ Yes if checked, discuss below Notes: N/A or discuss; this does not require an update to the IAP, it is for informational purposes only.

H. Other Award Information

N/A or fill in as applicable – this section should include information that is pertinent to the award that was not addressed elsewhere in the document.

3. Synopsis and Posting Dates

Complete only the applicable fields. See FAR 5.406 for public disclosure requirements for certain contract actions. Brand name justifications must be posted with the solicitation, IAW FAR 5.102(a)(6)

Date Quotes Requested: Click or tap to enter a date. or N/A

Public Posting: (FAR 5.101(a)(2); $15k -- $25k Click or tap to enter a date. or N/A

Pre-Solicitation Synopsis: (FAR 5.201(a)(b)) Click or tap to enter a date. or N/A

If commercial, Combined Synopsis/Solicitation: (FAR 12.603)

Click or tap to enter a date. or N/A

Exception for posting on SAM.gov: (Check one)

☐ FAR 5.202(a)(1) National security

☐ FAR 5.202(a)(2) Unusual and compelling urgency ☐ FAR 5.202(a)(3) International agreement ☐ FAR 5.202(a)(4) Authorized by Statute such 8(a) program ☐ FAR 5.202(a)(5) Utility services ☐ FAR 5.202(a)(6) Order placed under IDIQ ☐ FAR 5.202(a)(7) Small Business Innovation Development Act ☐ FAR 5.202(a)(8) Unsolicited research proposal ☐ FAR 5.202(a)(9) Perishable substances ☐ FAR 5.202(a)(10) Industrial mobilization ☐ FAR 5.202(a)(11) Previously synopsized contract ☐ FAR 5.202(a)(12) Defense Agency contract with performance outside of U.S.

☐ FAR 5.202(a)(13) < SAT, proposed action to GPE, electronic responses allowed ☐ FAR 5.202(a)(14) Expert services

4. Solicitation:

Solicitation Issued: ☐ Written ☐ Oral

Number of Sources Solicited if not FBO:

Enter #; must solicit at least 3 sources if using oral quotes

Number of Days Solicitation was Posted: Enter # of days

Evaluation Criteria/Basis for Award: ☐ Price alone ☐ Lowest price technically acceptable ☐ Best Value (tradeoffs between Price and other factors):

☐ Price and quality ☐ Price and past performance ☐ Price, quality and past performance ☐ Other describe

If using Tradeoffs, List Factors: N/A or list factors here

5. Quotes Received

Quotes were received from the following offerors. Any special terms or conditions identified in the offers are noted below.

# Vendor Name Price Terms & Conditions

1 Vendor Name

$ Fill in proposed price

N/A or describe any special terms or conditions proposed

2 Vendor Name $ Fill in proposed price

N/A or describe any special terms or conditions proposed

3 Vendor Name $ Fill in proposed price

N/A or describe any special terms or conditions proposed

Add additional rows to the table as needed

6. Evaluation of Quotes and Selection Decision (FAR 12.602(c); FAR 13.106-3)

Below is an analysis of the quotes received and identification of the successful awardee.

The evaluation method stated in the solicitation indicated that the government would evaluate proposals as follows: Reiterate what the RFQ stated.

The Government complied with the solicitation instructions by reference how you evaluated price alone or price and other factors (e.g. past performance and quality).

The awardee’s offer was found to be the most advantageous to the Government based on discuss your selection decision and how you found the awardee’s offer to be the most advantageous.

7. Price Reasonableness (FAR 13.106-3(a))

The proposed prices, including all option periods and all line items, were found to be fair and reasonable, based on one or more of the following:

☐ FAR 13.106-3(a)(1) -- Based on Competitive Quotations or Offers

OR

☐ FAR 13.106-3(a)(2) -- Only One Response Received if checked, select all applicable techniques the contracting officer used to determine fair and reasonable pricing; in addition, must discuss below and demonstrate that it is a reasonable basis

☐ Market research ☐ Comparison of the proposed price with prices found reasonable on previous purchases ☐ Current price lists, catalogs or advertisements ☐ Comparison with similar items in a related industry ☐ Contracting Officer’s personal knowledge of the item being purchased

☐ Comparison to an independent Government estimate If checked, there must be a secondary comparison

☐ Other

Narrative: Regardless of which box(es) are checked, briefly discuss how you found the proposed prices to be fair and reasonable. Also, for any acquisition where only one offer was received (including competitive awards and planned non-competitive awards, set-asides, awards against single-award indefinite delivery vehicles, etc.), the contracting officer should ensure that a thorough and detailed price analysis is documented in writing in the contract file. At a minimum, this analysis should include a comparison of the offered pricing to market pricing. Additionally, comparison to an Independent Government Estimate is not always adequate as a sole basis for determining a price to be fair and reasonable, as IGCE can be unreliable. If the box for comparison of proposed prices with prices found reasonable on previous purchases was checked, indicate the previous contract number, awarded amount and a description of how the supplies or services are similar.

If you chose the box for competitive quotes, you could make a statement like this:

Narrative: In response to the solicitation, (fill in #) quotes were received. Of this number, two or more independent quotes were submitted that satisfied the Government’s requirements. Based on a favorable comparison of the competitive quotes or offers, the contracting officer has determined that the proposed prices are fair and reasonable.

Additionally, an analysis of the proposed line items indicates no evidence of unbalanced pricing.

If you chose the box for only one response received, your price reasonableness determination must include a secondary analysis beyond a simple comparison to the independent Government estimate. You could make a statement something like this:

Narrative: In response to the solicitation, only one quote was received.