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Acquisition Nitty-gritty

Like all other Governmental contracting departments, The Federal Emergency Management Agency buys stores or services in accordance with the Federal Acquisition Regulation (FAR) by either sealed offer or negotiation. For your knowledge and easy reference, these approaches have been summarized below. When replying to the Department’s stated requirements, close scrutiny must be given to references to the Federal Acquisition Regulation and specific guidelines provided.

Procuring by Sealed Proposition

When an award over $25,000 is expected, a procurement office will publish a review of the requirement in the Commerce Business Daily. The concern may also by publicized through trade committees, listing of the solicitation in other National agencies, etc.

An invitation for bids will be made up of either a duplicate of the specifications for the needed item or will explain how a copy can be secured. It will also include instructions for the development of bids and will explain the specifics of purchase, delivery and payment. Contract proposals submitted on a proposed purchase are publicly opened in the procurement center at the time specified in the solicitation. A Countrywide employee presiding over the bid opening will read aloud pertinent facts about each proposal (including price, terms, free on board (FOB) point, etc.). When filling needs by this formula, a purchasing shop may also send an invitation for bids to vendors included on its “bidder’s List” for the specific item/services wanted. After subsequent study and evaluation, a contract will be granted to the lowest responsive and responsible bidder.

Procurement by Negotiations

Under many circumstances, Governmental agencies are allowed to make buys by direct negotiation with qualified suppliers and without formally advertising for more bids. For example, a purchase could be made by negotiation if for any reason it is not possible to fashion adequate specifications. In those cases, the obtainment center will synopsize the requirement in the Commerce Business Daily and will issue a Request for Proposal (RFP) to all interested suppliers. Proposals received in response to the RFP will be evaluated in accordance with criteria set forth in the solicitation.

Simplified Contracting Procedures

Of the greatest interest to most small business companies is the procurement procedure that simplifies and expedites the procurement of low cost, high demand items. Under this provision, known as “Simplified Acquisition Procedures,” procurement of provisions and services amounting to $100,000 or less may be purchased by obtaining informal quotations from small businesses and implementing the contract by simplified contracting procedures.

This routine, while expediting the procuring, does not eliminate the imperative for competitive bidding. Purchases of more that $2,500 require the proposal of three suppliers, and the sources are typically restricted to the local business area. Contracts not exceeding $2,500 can be done without the need for competitive quotations, if the prices are considered believable. Quotes under $2,500 are generally solicited orally. Written solicitation are used when (1) the businesses are outside the local area, (2) special specifications are involved, (3) a large number of line items are included in a single contract, (4) obtaining voiced quotations is not considered economical or possible. Solicitations issued under these workings are normally identified as a requests for quotation.

Unsolicited Proposals

FEMA accepts unsolicited offers for commodities and services, which contribute, to the objectives of the Agency. Unsolicited proposals are written offers to perform a proposed task or effort, submitted by a prospective contractor and submitted to The Federal Emergency Management Agency with the objective of obtaining a deal.

A valid unsolicited offer must be innovative and unique, be independently originated and developed by the submitter, without Government surveillance and include enough detail to determine if it is a meritorious effort that could benefit the center.

You can find additional information on government contracting at ContractSecrets.com