SAP Award Guide.docx

21 July 2025

SAP AWARD GUIDE

Utilize with the “SAP” ECF Checklist in AMS/PMT

Contract Specialist

Code

Contracting Officer

Code

Technical POC

Code

Solicitation Number

Contract Number

Contract Type

Supply or Service

Est. Contract Value (including options)

Award Contract Value (including options)

PID No.

Official Contract File: Complete PMT ECF within 4 business days of award

*Micro Purchase Threshold (MPT) = $2500 for Service Contract Labor Standard (SCLS) (Previously SCA) service contracts = $10K for all other procurements *Simplified Acquisition Threshold (SAT) = $250,000; SAP for Certain Commercial Items Threshold = $7.5M Use the GSA Award Guide for FSS orders All Commercial requirements (any dollar value) shall use an SF 1449 *Contract File: Use the PMT reference numbers for all contract files. The BLUE FONT provides the PMT file document category and file naming convention. GREEN FONT events = requirements for SAP Construction Contracts.

EVENT

PMT File Name SAP Checklist

PMT#

SAPCOM Checklist

PMT#

SAP/SAPCOM Award Guide (FN: A0_AwardGuide) SAP Award Guide completed and uploaded into the Contract File.

☐ Yes, in file

PROCUREMENT PLANNING CONFERENCE (PPC) RECORD ☐Yes ☐N/A Recommended for SAPCOMs and any complex procurement

Procurement Planning Agreement Documentation (FN: A2_PPA) ADMINISTRATIVE DETERMINATIONS MEMO ☐Yes ☐N/A (labor laws applicability and exemptions) Required for SAPCOMs and any non-commercial services

Lease vs Purchase Analysis provided as part of Procurement Package (For supply buys Involving equipment; Reference FAR Part 7.4; NCH 7.4

4.

RFI / Sources Sought Synopsis/waiver and any related responses or correspondence / GPE Posting Documentation (FN: B2_GPE-SN)

FAR 5.202

RFI/Sources Sought Issued ☐Yes ☐ N/A

Combined IGCE/Market Research received ☐ Yes NOTE: Please upload the Combined IGCE/Market Research Memo in both locations (Market Research and IGCE) – this is to assist outside auditors

☐ Signed IGE in file A formal IGCE is not required for SAP requirements but we do require to know how the IGCE was derived (vendor quotes, price history).

NOTE: Please upload the Combined IGCE/Market Research Memo in both locations (Market Research and IGCE)

Funding - Sufficient funds available (you can select more than one below) ☐ Availability of Funds Memo, required prior to soliciting (if no eRP PR available) ☐ eRP received, and filed prior to award ☐ For supply buys, ensure materials PR are provided and each item procured is established as a unique priced CLIN/SLIN (do not use unit of issue of “lot”) in accordance with OM&S rules.

☐ Yes, SAP PR Checklist signed by Technical Branch Manager in File

DOGE approval of SOW/PWS obtained for ITC&MS, A&AS, OCC 23.3, 25.1 or PSC “D” or “R” over $1M ☐ Yes ☐ N/A

For non-commercial procurements, TD approval obtained via RFA tool ☐ Yes ☐ N/A

For supplies, assess DMS and material shortages, history of counterfeiting, etc. SPRS item risk report will display the reason(s) an item is identified as high risk Item Risk reviewed in SPRS ☐ Yes ☐ N/A, services Item Risk High: ☐ No ☐ Yes, complete:

☐ Tailor RFQ/RFP for additional oversight (ref. FAR PGI 204.7603(e)(2) ☐ Document the contract file on any action (BCM, AP, etc) ☐ Upload SPRS report to Tab A-Other

a. For supply items, ensure items are not available via the stock system (Is there a NSN? MILSTRIP is a mandatory source)

b. For commercial requirements, has Federal Supply Schedules (FSS) been checked to determine if the requirement can be procured through GSA? ☐ No ☐ N/A ☐ Yes If the requirement is on GSA, and you will award against the FSS, use the GSA Award Guide.

c. For requirements over SAT, if you intend to solicit from a Canadian company, you must go through the Canadian Commercial Corporation IAW DFARS 225.870, unless an exception applies.

☐ Yes, procedures at DFARS 225.870 Followed.

☐ N/A

☐ End Item must be on Qualified Product List (QPL)/Qualified Manufacturers List (QML)/Qualified Bidder’s List (QBL).

☐ Market research justified qualification requirement ☐ Reviewed QPL, QML, QBL to ensure there is an adequate # of sources meeting requirement before solicitation ☐ Must include 52.209-1 in RFQ/Award

Commerciality Determination and Checklist ☐ Completed and signed copy in file ☐ Attach evidence that the DoD Commercial Item Database within PIEE was queried to the CI Memo and Checklist NOTE: Cost type contracts are not permitted for procurement of commercial items

SAP Construction (FN: B31_CID) ☐ This procurement was processed under the procedures covered by FAR Part 36 and was not considered to be commercial since this contracting action is for new construction acquisitions or non-routine alteration and repair services.

☐ This procurement was processed as a commercial item under the procedures covered by FAR Part 12 since the work is for routine alteration and repair services or acquisitions of commercial construction materials and associated ancillary services.

OFPP Memo, Applicability of FAR Part 12 to Construction Acquisitions ☐ N/A

Approval of D&F for Use of Contract Consolidation or Bundling ☐ No, requirement does not involve Bundling or Consolidation.

☐ Yes a SAPCOM>$2M involving Consolidation, D&F Processed and Approved. Redacted D&F posted to SAM.gov within 7 days. *Soliciation cannot be publicized before 7 days after the notice publication.

☐Yes a Bundled requirement (any dollar value) ☐ If a Bundled requirement, notification of the intent to bundle has been posted IAW DFARS 205.205-70.

☐ If a Bundled or Consolidated requirement, SB concurrence been obtained & the DD2579 been submitted to the SBA PCR for approval.

Ref. FAR 2.101, 7.107, NCH 19.502, NAVSEA CMPG 1.2.7.4 & 1.2.6.2.B.7, Policy Update 25-22.

☐ If DX, Order is Bilateral ☐ N/A (Commercial or Not Ratable see DoD 4400.1-M) Note on the use of DX: If an end item or service is being procured for an approved DX program listed within NMCARS 5211.603 (ex. specific ship class), the end item or service would be considered approved under that program and a DX rating can be assigned to the contract or order. If a DX rating is considered in any other instance, please consult with policy prior to assigning a DX rating as review from the NAVSEA DPAS POC is required.

CMPG 1.1.1.E

DD Form 254 “Contract Security Classification Specification” ☐ Yes, classified services ☐ N/A

Information Technology Procurement Request (ITPR) and Section 508 Documented Information Technology (IT) Approval or Title 40 U.S.C./Clinger Cohen Act Compliance (CCA) Information Technology (IT) Acquisition ☐ Yes ☐ No ITPR approval included- ☐ Yes: Approved NSWCPD IT Procurement Request Form for IT Procurements in file ☐ No: NSWCPD Info Technology (IT) Procurement Request Form for IT Procurements not required, item appears on the Do Not Require Review and Approval List and/or confirmation email received from Code 34 stating ITPR not required.

IT Development and Support Services ☐ Yes, check one: ☐ New IT Acquisition ☐ Competitive follow-on where 3 or less offers ☐ No

If any checked above, then must use the GSA Alliant/Alliant Small Business, DISA Encore II, Army ITES-2S, Air Force NETCENTS, NIH GW AC, and Seaport-e contract vehicles. For all other scenarios, check sources on IT Acquisition Approval Process (ITAAP).

*FAR Subpart 39.2, Electronic and Information Technology. 36 CFR part 1194; DFARS 239.7102-1(b); CMPG: 1.2.9.1.4 and 5; WC CIO Memo of 15 Oct 2015 defining ITPR review and approval. herehttps://wiki.navsea.navy.mil/pages/viewpage.action?pageId=52500866

IT Waiver Request – Review & Determination of NMCI Non-Availability for IT Procurements received with procurement package for IT purchases and services ☐ Yes, IT Waiver Request ☐ N/A Reference: IT Contracts Handbook.

A51 A52 A51 A52

Quality Assurance Surveillance Plan (QASP) ☐ Services or Supplies <SAT, QASP not required ☐ Services or Supplies > SAT (requirements issued IAW FAR Subpart 13.5), QASP not required (unless the contracting officer addresses the need for a QASP in the contract file, if so then: ☐ Required and documented.)

Reference: DFARS 246.401

Requirement is for:

☐ Services, Contracting Officer’s Representative (COR) is needed ☐ Supplies with services included, COR is needed ☐ Supplies with multiple deliveries and PCO has determined that a COR is needed ☐ Supplies only, or otherwise determined a COR is NOT needed.

☐ Services, COR determined to not needed, COR Waiver Memo is in the file COR Nomination Letter or Exemption -JAM screenshot (FN: D83_COR) (upload the COR waiver memo at D83, the Nomination/Certs and Designation/Appointment are in JAM completed on date: __________) *DFARS PGI 201.602-2(d)(v) specifies CORs are required for all service contracts.

A waiver can be drafted if all the following conditions are met:

1) Simplified Acquisition Procedure procurement, 2) Requirement not complex, and 3) Contracting Officer documents file, in writing, why COR appointment is unnecessary.

D83

D83

23.

DD 2579 – Small Business Coordination Record - Set-Aside Decisions (FN: B14_SBCR) Small Business Set-Aside and Small Business Coordination Record DD2579 Actions greater than $10,000, is a signed DD2579 in the file?

☐ Yes ☐ N/A (below $10,000, no DD2579 is required) Reference: DFARS 219.201(c)(10)

SOW/SOO/PWS ☐ Yes ☐ N/A

Cybersecurity Workforce (CSWF) matrix and Route sheet showing Code 1042 review of SOW

Other-Level 1 Material Control SUBSAFE PM Route Sheet (FN: Other_L1MPMSBUSAFERoute) For requirements containing Level 1 Material, or SUBSAFE requirements containing Level I or non-Level 1 Material:

☐ Yes, SUBSAFE and not Level 1 (route sheet signed by SUBSAFE PM or Deputy PM (Ed McDonald, Taylor Bethmann or Pierre Byrd); Award marked “SUBSAFE” ☐ Yes, Level 1 and not SUBSAFE (route sheet signed by NSWCPD Level I Material PM (L1MPM) (Christopher DeColli); Award marked “Level 1” ☐ Yes, SUBSAFE and Level 1 (route sheet signed by NSWCPD Level I Material PM (L1MPM) (Christopher DeColli) AND SUBSAFE PM or Deputy PM (Ed McDonald, Taylor Bethmann or Pierre Byrd); Award marked “SUBSAFE/Level 1” ☐ Not applicable

Contractor Personnel Identification (DFARS 211.106) Standard language incorporated into SOW/PWS ☐ Yes, services ☐ No, supplies only

the IGCE and SOW?

☐ Yes, LOE Services ☐ No, not LOE or Services

Signed DD Form 1423s (CDRLs) ☐ Yes ☐ N/A Government Property Inventory Report CDRLS ☐ Yes, GFP will be provided, and Government Property Inventory Report CDRL included ☐ Yes contract for planned sustainment requirements that will require the contractor to hold or manage Government inventory.

☐ N/A, no GFP will be provided, KTR will not acquire CAP, or will not store/manage gov property A8

A8

GFP Approval Memorandum* GFP Approval Memo is complete IAW DFARS PGI 245.103-70 ☐ Yes, GFP will be provided and GFP Memo is complete ☐ No, GFP Memo was not provided ☐ N/A, no GFP will be provided *Please Note the Exception found at FAR 45.102(b).

If your requirement is for the repair, maintenance, or overhaul of an item, the item being repaired, maintained, or overhauled is considered GFP, BUT no GFP Approval Memo required.

D31_GFPCompliance) GFP Pre-Award Compliance Checklist (Annex 9)* ☐ Yes, GFP will be provided and GFP Pre-Award Compliance Checklist is in the contract file (attached to the BCM if one required). Ensure either FAR 52.245-1 or 52.245-1 Alternate (FFP with no certified C&P) is included.

☐ N/A, no GFP will be provided

Documentation to Provide Government-Furnished Property (GFP): SGFP/RGFP Form (PIEE) ☐ N/A ☐ Yes, GFI to be provided A13

Other (Tab A)

Government Furnished Property (GFP) Attachment If GFP is to be provided, complete the Government Furnished Property Attachment Form in GFP Module (PIEE) IAW DFARS PGI 245.102-70.

☐ Yes, GFP will be provided and GFP Attachment is in PIEE. Attach to your RFQ ☐ No, GFP Attachment is not in PIEE ☐ N/A, no GFP will be provided

☐ Unclassified (contracts that do not contain a DD254) ☐ Classified and DD254** (order is bilateral) **After obtaining the solicitation number for block 2.c., the Requestor sends the DD254 to Security for review before RFP release. The Completed DD254 is then provided to the Contract Specialist from the Requestor to be included with the RFP.

*LPTA is not the preferred acquisition method for supplies but may be used if meaningful circumstances exist. Use of LPTA for service or supply must be justified in the BCM or MTF and address elements discussed in DFARS 215.101-2-70. Applicable to all SAP buys.

*Procuring IT that is a covered system, part of a covered system or in support of a covered system (DFARS 239.73), must include eval factor on supply chain risk *LPTA is not to be used in non-commercial service acquisitions per SEA02 (waiver must be granted by SEA02 for usage).

*These PSCs are prohibited or shall be avoided for use on LPTA. Additional justification required if you proceed.

**If using LPTA for a requirement below the SAT (Non-SAPCOM), IAW DFARS 215.101-2-70 please ensure that ALL options below are applicable (check all that apply). ALL must apply to use LPTA. I certify that this requirement is for:

☐ Minimum requirements can be described clearly and comprehensively and expressed in terms of performance objectives, measures, and standards that will be used to determine the acceptability of offers;

B57_Info (Memoranda, Telecons, and Correspondence) (FN: B57_BuyAmericanMTF) Buy American Act (FAR Part 25) Review the country of origin and ensure compliance with BAA ☐ Yes , the Buy American Act applies, the supplies being acquired are for use in the United States and vendor is providing an item made in the US.

☐ No. If no, indicate exception:

☐ N/A this is a services-only procurement ☐ N/A trade agreement applies ☐ Supplies being acquired are for use outside the United States.

☐ Public Interest (FAR 25.103(a); DFARS 225.103(a)).

☐ Unreasonable Cost (FAR 25.103(c); DFARS 225.103(c)). File documented ☐ Resale (FAR 25.103(d)).

B40 B57 B40 B57

Synopsis and Dissemination of Information ☐ < $15,000 Posting not required ☐ Includes qualification requirements (FAR 9.2), synopsis posted regardless of $ value ☐ $15,000 - $25,000 Solicited Orally, Posting not required ☐ $15,000 - $25,000 Solicited Written, Post RFQ to SAM ☐ >$25,000 Synopsized in SAM ☐ Synopsis not required based on FAR 5.202(a)(11) “The proposed contract action is made under the terms of an existing contract that was previously synopsized in sufficient detail to comply with 5.207…” (ex: GSA orders, BPA orders).

☐ Synopsis not required based on any other exception at FAR 5.202 (Memo to file waiving requirement, and Urgency memo from tech code in file) ☐ Brand name justification posted with solicitation if using brand name specification (FAR 5.102(a)(6) (Note: this document is accounted for with PMT file #C14 under the Solicitation Phase below) NOTE: Use of combined synopsis/solicitation is for commercial procurements only.

☐ 8(a) Offer and Acceptance letter (For 8(a) set-asides) ☐ HAZMAT – Safety approval (ERP), HAZMAT (ERP). or email) ☐ Subscriptions – Captains approval (memo) (FN: B57_CO_SubscriptionsApproval) ☐ Use of Method of Pay (MOP) (pcard) in lieu of WAWF (PCO MTF) (FN:

B57_MOP)

☐ Direct Cite Funds are not being utilized ☐ FAR 52.232-36 is included in the solicitation ☐ NAVSEA Clause G-232-H004 “Government Purchase Card Method of Pay” is included in the solicitation and award ☐ Alicia D’Orazio is selected as the Payment Office POC (search “DODAAC

CRCARD”)

☐ None

Option Justification Memo ☐ Yes, order includes options, Memo Approved by PCO in file ☐ N/A A16

A16

Organizational Conflict of Interest Determination ☐ Yes ☐ N/A

☐ Software License (supply-7A21) or ☐ Software Maintenance (services-DA10) ☐ N/A Available on DoD ESI BPAs ☐ Yes ☐ No

· If available on DoD ESI and under the Micro-purchase threshold, procure via p-card (refer customer to their respective cardholder within one day of assigned action).

· Must procure via DoD ESI BPA if available. (Drop Down- “Agreements”)

· For Microsoft products, mandated to procure through the Microsoft DOD ESI BPA awarded to Insight Public.

· For VMware products, mandated to procure via Dell Marketing ESI BPA N66001-19-A-0055.

· If your software is NOT available through a DoD ESI you can procure through other procurement channels (SEWP, GSA, Open Market, etc).

NON- DoD ESI Orders for Software ☐ Yes ☐ No ☐ N/A

· Include C-212-W002 “COMMERCIAL SUPPLIER AGREEMENTS” in RFQ and award

· Include FAR 52.232-39 “Unenforceability of Unauthorized Obligations” in RFQ and award

☐ N/A ☐ Yes, copy of D&F in file

· If a requirement with a Commercial Supplier Agreement, file the Class D&F (30 Aug 2017)

· If a requirement without a Commercial Supplier Agreement, complete a D&F and obtain signatures from the Requirements Cognizance and Contracting Officer and route D&F to the front office for the Captain's review and signature. Send a copy of the signed D&F to Code 0212

41.

For Closely Associated Services only: Closely Associated Inherently Governmental (CAIG) functions determination and findings.

D&F to Enter into a Contract for Performance of the Acquisition Functions Closely Associated with Inherently Governmental Functions (FN: B26_DFCloseIGF) ☐ Yes, D&F in file *Note: Approved D&F must be emailed to Code 0212 ☐ No, not Services or Closely Associated Services

Certification of Non-Personal and Non-Inherently Governmental Services (FAR 7.503(e), DFARS 237.503, NMCARS 5207.503) Form provided here (signed by tech code and certified by PCO)

If no, check one of the following:

☐ < SAT Threshold, sole source justification or brand name justification ☐ > SAT Threshold, J&A required Other Than Full and Open Competition Justification & Approval / CJ&A & Addendums (FN: A26_JA)

☐ 8(a), or other socio-economic category set-aside *Brand name or equal stipulates that a product must be of a particular brand name, or meet the exact specifications of the brand name item (FAR 52.211-6)

44.

Performance and Non Performance Based Services (FAR Part 37.6) ☐ Not applicable; procurement is for supplies ☐ Procurement for services is performance based ☐ Procurement is NOT performance based (Non-PBSA); IAW NMCARS 5237.170-2 a written determination is in the file providing rationale why the service acquisition will not be performance based:

☐ Procurement is above the SAT, the non-performance based determination has been made in the BCM or MOPAS ☐ Procurement is below the SAT, provide determination on why performance based acquisition methods were not used in the pricing memo to file (MTF). Memorandum for Non Performance Based Service Contract/Task Order (FN: B42_NonPBS)

B57_BonaFideNeedMTF) Expiring Funds for Supply Item(s) Where Delivery is in Next FY ☐ Yes, Bona Fide Need Memo Signed and filed ☐ N/A

(FN: Other_DD1419) DD Form 1419, DoD Industrial Plant Equipment Requisition ☐ Yes ☐ N/A

DOL Wage Determination- Service Contract Labor Standards (SCLS) ☐ Yes, SCLS applies and clauses and Wage Determinations in RFQ and Award ☐ N/A

FAR 36.504

☐ Yes ☐ N/A

(FN: B17_8(a)SAOfferLtr) SBA 8(a) Offer and Acceptance Letter ☐ Yes, 8a set-aside- offer letter and acceptance letter obtained and filed ☐ N/A

Risk Mitigation Plan ☐ Yes ☐ N/A

FAR 36.206 allows for the payment of a specified sum of money should one party breach the contract.

☐ Yes ☐ N/A

FAR 28.102-1(b)(2); FAR 28.103(a), 52.228-13 ☐ Yes ☐ N/A

Bid bonds guarantee required from a surety company that a contractor will fulfill their obligations.

FAR 28.101.

☐ Yes ☐ N/A

(FN: C14_GPEJustification) ☐ Redacted Brand Name J&A Posted to SAM.gov with solicitation, include route sheet and posting confirmation* ☐ N/A, Not Brand Name

☐ Under $25K, commercial and conditions of FAR 13.106-1(c) are met, solicited orally ☐ All – Commercial, C-212-W002, 252.204-7024, FAR Part 12 clauses are included

(SF1449)

☐ < SAP Threshold - Non-Commercial and FAR Part 13 clauses are included

(DD1155)

☐ > SAP Threshold - FAR Part 13.5 (SF1449)

☐ Include PIEE Solicitation Language in all SAP and SAPCOM solicitations. Include GFP provisions and language if GFP will be furnished (ref. L&M Template for SAP/SAPCOM’s posted to FUSION).

If using FAR Part 13.5 Procedures, the following are included:

☐ FAR Part 12 clauses ☐ C-212-W002 COMMERCIAL SUPPLIER AGREEMENTS included in solicitation if a Commercial Supplier Agreement is received (excluding DoD ESI) ☐ Use the provision at 252.204-7024 Notice on the Use of the Supplier Performance Risk System ☐ RFQ shall include a statement that the small business office concurs with the set aside decision and reference sources sought notice if one was completed (Reference:

DASN RDA Memo “Clarification on Improving Communications During the Market Research Process” dtd 06 August 2014”) ☐ Policy review of the RFQ obtained (concurrently with legal review) if >$1M.

☐ OPSEC & SAIRC review of the RFQ obtained (concurrently policy & legal) if >$1M.

☐ Business Clearance IAW NCH 53.15-1 ☐ RFQ and Award document include statement that acquisition was accomplished using SAP pursuant to FAR Part 13.5 Procedures were used ☐ Legal Review obtained ☐ Subcontracting Plan, if over $750K and award made to Large Business ☐ No subcontracting opportunities exist and a D&F was completed IAW FAR 19.705-2(c) and signed at a level above the PCO

Reference: Service Contract Reporting (SCR) Guidebook ☐ Yes, Services over $3M (SAPCOM) and has a PSC that belongs to any of the following categories: Information Technology, Professional Services, Security Services, Industrial Products and Services, Package Delivery & Packaging, Logistics Support Services, Motor Vehicles, Transportation Equipment, Human Capital, Equipment Related Services, or Electronic and Communications;

-->Insert Clause 252.204-7023 “REPORTING REQUIREMENTS FOR

CONTRACTED SERVICES

☐ No, Below $3M and/or PSC Excluded ☐ No, supplies only (no defined services included)

-DFARS 252.204-7012 “Safeguarding Covered Defense Information and Cyber Incident Reporting” in all requirements:

☐ Yes -DFARS 252.204-7019 and DFARS clause 252.204-7020 in all but COTS ☐ Yes ☐ N/A. Requirement is for COTS as annotated on the Commerciality Determination Memo and Checklist..

FAR 52.212-4; 52.212-5; HQ Clause L-212-W002 PRICE PROPOSAL – SPECIFIC REQUIREMENTS – COMMERCIAL ITEMS (NAVSEA) ☐ Yes ☐ Not applicable

☐ Not applicable, this is a Brand Name or Commercial requirement ☐ Confirm with legal/technical code a Navy Designator (name, acronym, symbol, process, program, or design) exists for this program/requirement (applicable to all supplies and services in full text unless you have a brand name spec).

☐ Include clause C-227-H014 PROTECTION OF DEPARTMENT OF NAVY TRADEMARKS - BASIC (NAVSEA) in full-text and identified the Navy Designator(s) or “TBD” as the Fill-In.

☐ Included C-227-H015, Protection of Department of Navy Trademarks – Alternate I (NAVSEA) in lieu of C-227-H014.

For both supplies and services, discussed with the requestor and consider for inclusion:

☐ Use evaluation criteria to obtain OQE to ensure supplies are obtained only from authorized certified distributors (e.g. CISCO, Siemens, etc). Use sample language from NAVSO P-7000, Appendix D (also in NSWCPD SOW/PWS Template, Section Appendix B).

☐ Include appropriate contract terms related to counterfeit material that requires awardee to provide parts from authorized distributors or OEMs (SOW/PWS counterfeit material prevention language, CDRL (plan) and DFARS clauses: 252.246-7007 and ☐ N/A (small business set-aside, not for maintenance or repair, not supplies)

(FN: C11_RFP,RFQ,RFS)

Purchase Method ☐ BPA call ☐ Purchase Order (DD 1155__) (Commercial- Use SF1449__) ☐ Unilateral ☐ Bilateral *Note, if your procurement involves either options or GFP, you must utilize a bilateral agreement

DFARS Clause 252.232-7006 Wide Area Workflow (WAWF) Payment Instructions ☐ Add WAWF Point of Contact in section (g)(1) of subject clause as follows:

Caitlin Tamase; caitlin.i.tamase.civ@us.navy.mil; 215-756-2962 ☐ Under “send additional notifications to”, insert the email address Government POC who need to review / receive notice of the contractor’s request for payment or receiving report (e.g. COR, TPOC, WAWF Acceptor, WAWF LPO).

Funded with multiple accounting classification citations/multiple lines of accounting:

☐ Yes, Insert Clause G-232-H002 PAYMENT INSTRUCTIONS AND CONTRACT TYPE SUMMARY FOR PAYMENT OFFICE (NAVSEA). Fill in paragraph (b) as applicable:

· For procurements that contain a mixture of cost-reimbursement and fixed price line items, specify the line item number and contract type in the table.

· If the procurement contains only a single contract type, the following shall be inserted in place of the table:

· "This entire contract is cost type".

· "This entire contract is fixed price".

For invoice type, if FFP services:

☐ A combo should be used for FFP and using our Navy ERP payment office ☐ A 2 in 1 should be used for FFP and NOT using our Navy ERP payment office

☐ N64498 (NSWCD) Administration ☐ DCMA Administration when one of the below applies:

☐ GFP provided or anticipated

☐ Yes, procedures below followed ☐ NO Refer to DFARS 225.370 and DFARS Procedures, Guidance, and Information 225.370 for additional information and requirements, to include theater business clearance (TBC) requirements.

TBC ensures the services being contracted for, and any associated contractor personnel, are visible to the CCDR; the contracted effort is in consonance with in-country commanders’ plans; solicitations and contracts contain appropriate terms and conditions; the contracted effort will be properly overseen in designated areas of operation; and any Government-furnished support requirements associated with contractor personnel are properly addressed in the contract terms and conditions

Solicitation Amendments (SF30)

(FN: C22_IndustryExchange) Exchanges with Industry Before Receipt of Proposals (e.g. pre-proposal conference minutes, list of attendees, briefing materials, etc.)

All Offeror’s Representations and Certifications AND Registration in SAM (FAR 4.1102) For all Offerors, include a screenshot from SAM showing the active entity registration and exclusions and date/time stamp ☐ Include print out/screenshot of vendor’s reps & certs (select header and footer in print) ☐ Verify that vendor is registered in SAM for ‘All Awards’ ☐ Include print out of ‘Active Exclusions’ results from SAM.gov (include date and time stamp) ☐ Review of contractor’s response to Clause 52.219-1 (Applicable when clause 52.204-7 not included and CCR registration not required) **reminder* Lenovo is a prohibited source

(FN: D5_CertifiedSDVOSB) Check Dynamic Small Business Search (not SAM) to verify offeror is certified as

SDVOSB

DPC Class Deviation 2024-O0002 Rev 1 ☐Yes ☐N/A

(FN: D22_PMSApproval) Applicable to Procurements that include GFP Approval of the Contractor’s PMS by DCMA (submitted by offeror/check CBAR) or C/107 review if no DCMA approval. Required for all contracts where GFP is anticipated. Ensure a copy is included in the contract file.

☐Yes ☐No

72.

Use of SPRS (Supplier Performance Risk System) for past performance evaluation (DFARS 213.106-2) Technical Advisory Report & Addendums (FN: D14_TAR) -Include DFARS Provision 252.213-7000 NOTICE TO PROSPECTIVE SUPPLIERS ON USE OF SUPPLIER PERFORMANCE RISK SYSTEM IN PAST PERFORMANCE EVALUATIONS shall be included in the solicitation, and SPRS information must be considered in source selection.

-Verify past performance in SPRS is acceptable, printout the results from the SPRS website and place in the contract file. SPRS guidance is available here ☐ Yes, Commercial or non-commercial supplies procurement using SAP and at/below SAT ☐ Yes, Commercial supplies procurement using FAR 13.5 under $1M ☐ Yes, Commercial or non-commercial supplies at any dollar value as a best practice.

☐ Yes ☐ No Cost or price analysis conducted (must check off appropriate step) ☐ Cost and Pricing data provided is sufficient ☐ Cost and Pricing data provided is not sufficient, requested additional Cost and Pricing data ☐ Unable to determine fair and reasonable based on Cost and Pricing data, entered negotiations ☐ Unable to negotiate fair and reasonable price, used techniques at FAR 15.405(d) NOTE: Procurement of commercial items generally do not require certified cost or pricing data. Cost and pricing data certified when > Cert Cost and Pricing Threshold.

Buy American Act Statute applies and no domestic offer for the end product was received ☐ No, N/A- Buy American Act Exception ☐ No, N/A- A Class DNAD has previously been approved ☐ Yes, prior to award, proposed individual nonavailability waiver determination submitted digitally to MadeinAmerica.gov via System for Award Management (SAM.gov) for MIAO review and either (Made in America Digital Waiver Portal User Guide):

☐ Confirmation was received that MIAO has completed its review (Print and File under Other- Individual non-availability waiver determination (FN: B40_BAAException) ☐ A notice was received that the MIAO has waived its review of the proposed waiver (Print and File) B40

B40

Technical evaluation Potential awardee’s quote (redacting prices) sent to the technical code in order to verify that the quote meets the specifications (specs).

☐ Yes ☐ No

Commercial Supplier Agreement, for acquisitions >SAP Threshold, reviewed by legal ☐ Yes, reviewed by legal ☐ N/A, no commercial supplier agreement provided Other (Tab D) Other (Tab D)

SAM Check Prior to Discussions include Screen Shot in file with date/time stamp ☐Yes, in file ☐N/A, no discussions held

Record of Discussions ☐Yes, in file ☐N/A, no discussions held

☐ < SAP Threshold in Fair & Reasonable Price Determination ☐ > SAP Threshold in MOPAS/BCM

For supplies AND services, assess if proposed price is consistent with historical prices paid for an item or otherwise creates a risk to the Government Price Risk reviewed in SPRS ☐ Yes Price Risk High: ☐ Not high risk ☐ No results found ☐ Yes, complete:

☐ Additional price or cost analysis completed (ref. FAR PGI 204.7603(e)(2) ☐ Document the contract file on any other action

For supplies AND services, assess the risk of unsuccessful performance and supply chain risk before proceeding with award Supplier Risk reviewed in SPRS ☐ Yes Price Risk High: ☐ Not high risk ☐ No results ☐ Yes, per PGI 204.7603(e)(2)) complete:

☐ Mitigate risk by including additional clauses to strengthen oversight ☐ Removing discretionary clauses to recognize successful performance ☐ Document the contract file on any other action (responsibility determination, BCM, etc)

Price Reasonableness has been documented in:

☐ < SAP Threshold - Fair & Reasonable Price Determination approved by PCO ☐ < SAP Threshold - Fair & Reasonable Price Determination approved one level above

PCO

☐ SAP Threshold -$7,500,000 - Business Clearance (can tailor) NCH 53.15-1 approved by PCO ☐ SAP Threshold -$7,500,000 - Business Clearance (can tailor) NCH 53.15-1 approved one level above PCO NOTE: Considerations for price analysis of commercial items (applies to Price Determination and BCM):

· Obtain information from the Government and marketplace before requiring the quoter to supplement its proposal such as using market research (commercial market quotes and sales).

· Compare to other marketplace published price lists, market prices and similar data sources. Make sure data used is up-to-date as markets fluctuate.

· The fact the proposed price is listed in a catalog or published does not mean it is fair and reasonable. Catalog prices need to be consistent with the quoter’s relevant sales as it may not have been sold at that price.

· Make sure you are receiving the same discount being offered to other commercial and government customers

· Compare to historical prices paid by requesting quoter to provide recent purchase prices paid by the Government and commercial customers. Ensure the sales data are for the same or similar items being procured; terms and conditions are comparable and verify totality of relevant factors such as time elapsed since prior purchase.

· If historical sales data is not sufficient, request from the quoter:

· Prices paid for the same or similar items sold under different terms and conditions

· Prices paid for similar levels of work or effort on related products or services

· Prices paid for alternative solutions or approaches

· Do not compare to historical prices paid by the government unless can establish prior price paid was fair and reasonable Do not compare to IGCE unless can discuss basis of the estimate

☐Approved Pre-Negotiation Business Clearance Memo (BCM)- SAPCOMs, when applicable ☐ Price Memorandum

Email C/105 Security POC with the Contractor’s name and Cage for DD254 Facility Clearance Pre-Award verification. Include “DD254 Facility Clearance Pre-Award Verification” in the subject line.

☐ Yes, DD 254 required ☐ No, not applicable

Contractor Responsibility The prospective contractor has been determined to be responsible based on the general standards of responsibility prescribed by FAR 9.104. The contractor:

☐ Does not appear on the "List of Parties Excluded from Federal Parties” at SAM – Public Search. Copy of printout in file include date/time stamp.

☐ Has an ability to meet the delivery or performance schedule ☐ Has a satisfactory performance record based on:

☐ Review of SPRS for PDREP Supplier Information (print copy of results for file) ☐ Information from other Navy/DoD/Federal contracting activities (annotate results in file under SPRS < PDREP Review (FN: D43_SPRS-PDREP) ☐ No negative information was found after conducting an Internet search of company info/news, etc.

☐ For supply buys, PDREP Contractor Profile was reviewed (print copy of results for file) (https://www.pdrep.csd.disa.mil) ☐ Other, describe:

☐ Has no delinquent federal debt (Checked the "Debt Subject To Offset" block under Financial Information for No federal tax delinquency. If answer is “Yes”, research and ensure the contractor is making timely payments to government to repay debt and document file prior to award. Also ensure the Contractor certifies that they have no debt per FAR 52.209-11. If non-responsibility determination is made, document in CPARS.

☐ SAM Exclusions Verification and Responsibility/Qualification review (formerly FAPIIS) has been reviewed and contains no adverse information.

Applicable for SAPCOMs:

☐ Conducted research on a Contractor's ownership for companies we do not commonly work with (e.g. D&B report, Google searches, Google Earth or street view searches of the contractor's address, internet searches of the company's reviews, and its owners and principals) to ensure no concerns with contractor's responsibility to perform.

D82 D43

D82 D43

☐ Reps & Certs -Print out SAM.GOV screenshot for Awardee and file include date/time stamp (this is a separate check from the solicitation phase) or indicate date validated: __________ ☐ SAM Exclusions (prior to award) Verification (i.e., not debarred or suspended) FAR 9.405(d)(4) e solicitation phase). Print out of ‘Active Exclusions’ results from SAM, ☐Verify that vendor is registered in SAM for ‘All Awards E14

E14

☐ Obtain an affirmative acceptance response from the SBA or obtain a copy of the SBA qualification letter to enter into new contacts and orders with an 8(a) entity. Reference: Class Deviation 2023-O0007 Verification of Eligibility for the 8(a) Program (24 August 2023)

Section 889 Certification (Covered Telecommunications Equipment and Services) (FAR 4.2103):

*Specialists may use the Section 889 Bot to complete this (instructions are on Fusion) ☐ (c)(1) or (c)(2)- Offeror has certified “Does”– ☐ on PSC exception list ☐ process HCA D&F waiver (contact Code 0212-Policy) ☐ (c)(1) or (c)(2)- Offeror has certified “Does not”– no further action is required

90.

VETS-4212 Report Validation > SAT (FN: D47_VETS) VETS-4212 Confirmation Obtained (Actions over $250K other than Commercial Items (ref: FAR 22.1302(b)) ☐ Present on list at VETS website or;

☐ Email sent to VETS office to confirm (4212-customersupport@dol.gov) ☐ N/A, Action is under $250K or for commercial items

91.

NIST Review - SPRS (FN: D45_SPRSNIST) NIST-Verify summary level score of a current NIST SP 800-171 DoD Assessment is posted for each covered contractor information system in SPRS prior to award.

Screenshot placed in file ☐ Yes ☐ Assessment was not in SPRS but the Contractor provided an email submission of the Assessment per DFARS Provision/Clause to the Contracting Officer and to webptsmh@navy.mil for posting to SPRS. Evidence in file.

If the Assessment is not in SPRS and the Contractor cannot provide an email submission DO NOT MAKE AWARD. Request that the Contractor complete the Self-Assessment and notify C/0212

☐ Small business ☐ Veteran-owned small business ☐ 8(a)**please refer to special eligibility verification requirements in the award phase ☐ HUBZone small business ☐ Small disadvantaged business ☐ Service-disabled veteran-owned ☐ Women-owned business ☐ Other than small business

93.

Purchase Order Payment Office Selection ☐ Use N64500 (Navy ERP payment office) for all contracts with Philly LOAs (“050210”) administered by our office unless meets one of the exceptions:

☐ Funds Do Not have an AAA of "050210" or are from a non-Navy activity (ex.

Army, Coast Guard) ☐ Use CRCARD: Method of pay is PCard.

☐ Contact NAVSEA POCs (Darlene Pritz, Maria Pajak) for guidance: Using Foreign currency or non-US Bank.

☐ Use DFAS Columbus (HQ0337, HQ0338 or HQ0339) when SAPCOM and allows for contract financing (Ref: FAR 32.202-1(b), 52.232-29, 52.232-30) (Note: contract financing (progress payments, etc) is NOT permitted for SAP buys) Search here for DFAS Payment UIC: CMT eTool by cage code or the “DCMA-Contract_Receipt_Points” ☐ Use DFAS One Pay DoDAAC N68732 for self-administered contracts with any of the below cases:

All non-Navy Lines of Accounting (LOAs); or A mix of non-Navy and Navy LOAs; or Any STARS funding being issued by NAVSEA HQ

SBA Certificate of Competency; FAR 19.6 ☐N/A; ☐In File

Successful Offeror’s Technical Proposal/Quote ☐N/A; ☐In File

Successful Offeror’s Price Proposal/Quote ☐N/A; ☐In File

Unsuccessful Offeror Proposals/Quotes ☐N/A; ☐In File

Pre-Award CRB held ☐ > $1,000,000 CRB record completed and documented in file. Signed CRB Record and approved BCM sent to Code 0212 ☐ < $1,000,000 CRB not required

Ensure COR Nomination and the latest COR training certificates are complete in JAM via PIEE.

If date notated here__________, no doc required in file. Otherwise, upload screenshot NAVSEA COR Instruction 4200.17G here ☐ Yes, COR required (appointment and QASP in JAM) Date completed in

JAM_________

☐ No, exempt (waiver uploaded in JAM) ☐ No, not applicable (not services)

COR Appointment Letter (done via JAM) via PIEE. (Per DFARS PGI 201.602-2, the COR shall be designated within three business days of award; NAVSEA COR Instruction 4200.17F here) ☐ Yes, COR required (appointment and QASP in JAM) Date completed in

JAM_________

☐ No, exempt (waiver uploaded in JAM) ☐ No, not applicable (not services)

Contract Administration Plan document Issued (Signed by PCO & COR) ☐ Yes, services over SAT, and in file ☐ No, not applicable (not services)

☐ Post-Negotiation Business Clearance (CRB Record and Package for any SAPCOM’s >$1M) ☐ Memo to File documenting Negotiation Results when Post Negotiation BCM Waived.*

☐Funding Document (ERP PR) in file

Send to Ernest "Stug" Fentress and Stacie Ann Addley via PMT Workflow concurrent with legal review. Do not release RFP without OPSEC review.

For Naval Foundry (NFPC) Requirements ONLY send draft SOW to NFPC_Security@us.navy.mil in lieu of Stug for OPSEC review. Email shall be titled “OPSEC SOW Review for Foundry requirement”. ☐ Yes, award is over SAT Threshold ☐ No, award is under SAT Threshold

Legal review of award document ☐ Yes, award is over SAT Threshold ☐ No, award is under SAT Threshold

DD254 Finalization (Attach to Award) ☐ Yes, DD 254 required (Send the updated DD254 (Contract #, Contractors Name, Address, Zip Code, Cage Code, and Cognizant Security Office(s)) to C/107 Security for signature with a copy of the Award. Please cc the Acquisition Manager and COR.

☐ No, not applicable

☐ Completed

☐ For requirements containing Level 1 Material, or SUBSAFE requirements, the front page of the contract award shall marked with the “stamp” tool in Adobe as follows:

•For SUBSAFE requirements with Level 1 material, stamp/mark ““SUBSAFE/LEVEL 1”.

•For SUBSAFE requirements with non-Level 1 material, stamp/mark ““SUBSAFE”.

•For Level I only requirements, stamp/mark “LEVEL 1”

• NSN and NAVSEA/ OEM part number in each CLIN description for each item

Award Document Executed FAR 4.1 ☐ Yes E5

E5

DD 1423’s in File ☐ Yes ☐ N/A

Drawings ☐ Yes ☐ N/A

Wage Determination in file and attached to contract award (and uploaded to EDA) ☐ Yes ☐ N/A

GFP/GFM Attachment Approved in PIEE and attached to award ☐ Yes ☐ N/A

Approved Subcontracting Plan in file and attached/incorporated to award ☐ Yes ☐ N/A, under $750K