DRAFT_Solicitation_Attachment_5_Purchasing_System_Review_Form.xlsx
XLSX spreadsheet 13 KB Posted
- Solicitation number
- W91CRB-19-R-0032
About this file
This document contains a draft purchasing system review form assessing compliance with Defense Federal Acquisition Regulation Supplement requirements. It evaluates 24 purchasing system policies and procedures across areas including adequate system descriptions, flowdown of contract terms, maintaining documentation to support pricing, maintaining subcontract surveillance, and notifying the contracting officer of significant subcontract changes. The related federal contract opportunity is a solicitation from the U.S. Army Evaluation Center seeking support services. Proposals are due by September 24, 2019 in accordance with the solicitation instructions. The contracting agency is the Department of the Army Materiel Command Army Contracting Command at Aberdeen Proving Ground.
DRAFT PURCHASING SYSTEM REVIEW
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Sheet1
| ***THIS DOCUMENT IS A DRAFT AND NOT FINAL*** | ||
| PURCHASING SYSTEM REVIEW | ||
| DFARS 252-244-7001(c) | ||
| Yes/No | Demonstration/Policy Reference | |
| (1) Have an adequate system description including policies, procedures, and purchasing practices that comply with the Federal Acquisition Regulation (FAR) and the Defense Federal Acquisition Regulation Supplement (DFARS); | ||
| (2) Ensure that all applicable purchase orders and subcontracts contain all flowdown clauses, including terms and conditions and any other clauses needed to carry out the requirements of the prime contract; | ||
| (3) Maintain an organization plan that establishes clear lines of authority and responsibility; | ||
| (4) Ensure all purchase orders are based on authorized requisitions and include a complete and accurate history of purchase transactions to support vendor selected, price paid, and document the subcontract/purchase order files which are subject to Government review; | ||
| (5) Establish and maintain adequate documentation to provide a complete and accurate history of purchase transactions to support vendors selected and prices paid; | ||
| (6) Apply a consistent make-or-buy policy that is in the best interest of the Government; | ||
| (7) Use competitive sourcing to the maximum extent practicable, and ensure debarred or suspended contractors are properly excluded from contract award; | ||
| (8) Evaluate price, quality, delivery, technical capabilities, and financial capabilities of competing vendors to ensure fair and reasonable prices; | ||
| (9) Require management level justification and adequate cost or price analysis, as applicable, for any sole or single source award; | ||
| (10) Perform timely and adequate cost or price analysis and technical evaluation for each subcontractor and supplier proposal or quote to ensure fair and reasonable subcontract prices; | ||
| (11) Document negotiations in accordance with FAR 15.406-3; | ||
| (12) Seek, take, and document economically feasible purchase discounts, including cash discounts, trade discounts, quantity discounts, rebates, freight allowances, and company-wide volume discounts; | ||
| (13) Ensure proper type of contract selection and prohibit issuance of cost-plus-a-percentage-of-cost subcontracts; | ||
| (14) Maintain subcontract surveillance to ensure timely delivery of an acceptable product and procedures to notify the Government of potential subcontract problems that may impact delivery, quantity, or price; | ||
| (15) Document and justify reasons for subcontract changes that affect cost or price; | ||
| (16) Notify the Government of the award of all subcontracts that contain the FAR and DFARS flowdown clauses that allow for Government audit of those subcontracts, and ensure the performance of audits of those subcontracts; | ||
| (17) Enforce adequate policies on conflict of interest, gifts, and gratuities, including the requirements of 41 U.S.C. chapter 87, Kickbacks; | ||
| (18) Perform internal audits or management reviews, training, and maintain policies and procedures for the purchasing department to ensure the integrity of the purchasing system; | ||
| (19) Establish and maintain policies and procedures to ensure purchase orders and subcontracts contain mandatory and applicable flowdown clauses, as required by the FAR and DFARS, including terms and conditions required by the prime contract and any clauses required to carry out the requirements of the prime contract, including the requirements of 252.246-7007, Contractor Counterfeit Electronic Part Detection and Avoidance System, if applicable; | ||
| (20) Provide for an organizational and administrative structure that ensures effective and efficient procurement of required quality materials and parts at the best value from responsible and reliable sources, including the requirements of 252.246-7007, Contractor Counterfeit Electronic Part Detection and Avoidance System, if applicable; | ||
| (21) Establish and maintain selection processes to ensure the most responsive and responsible sources for furnishing required quality parts and materials and to promote competitive sourcing among dependable suppliers so that purchases are reasonably priced and from sources that meet contractor quality requirements, including the requirements of 252.246-7007, Contractor Counterfeit Electronic Part Detection and Avoidance System, and the item marking requirements of 252.211-7003, Item Unique Identification and Valuation, if applicable; | ||
| (22) Establish and maintain procedures to ensure performance of adequate price or cost analysis on purchasing actions; | ||
| (23) Establish and maintain procedures to ensure that proper types of subcontracts are selected, and that there are controls over subcontracting, including oversight and surveillance of subcontracted effort; and | ||
| (24) Establish and maintain procedures to timely notify the Contracting Officer, in writing, if— | ||
| (i) The Contractor changes the amount of subcontract effort after award such that it exceeds 70 percent of the total cost of the work to be performed under the contract, task order, or delivery order. The notification shall identify the revised cost of the subcontract effort and shall include verification that the Contractor will provide added value; or | ||
| (ii) Any subcontractor changes the amount of lower-tier subcontractor effort after award such that it exceeds 70 percent of the total cost of the work to be performed under its subcontract. The notification shall identify the revised cost of the subcontract effort and shall include verification that the subcontractor will provide added value as related to the work to be performed by the lower-tier subcontractor(s). |
Sheet2
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