Planning Forward with GSA in Mind

Glossary

APW Glossary

Includes:

a) New definitive contracts (including contracts for supplies, services, construction, repair and alteration, and deregulated utilities.)

b) Letter contracts.

c) An award exercising an un-priced or unevaluated option.

d) Task or delivery order against:

  (1) Federal Supply Schedule contracts.

  (2) Blanket purchase agreements (BPA).

  (3) Single or multiple award indefinite delivery indefinite quantity contracts.

e) Establishing a Federal Supply Schedule program (such as Schedule 70), but not to individual contracts awarded under such a contract.

f) Leaseshold interests in real property.

OGP 2800.1 7.

per GSAM subpart 502.1, the GSA Competitive Advocate in the Office of Acquisition Policy or the contracting activity Competitive Advocate with the duties and responsibilities outlined in FAR section 6.502.

OGP 2800.1 6.a.

This plan covers the acquisition process from identification of the need or advance notice of need, through contract or order close-out. It is the most detailed plan and required for:

(a) IT acquisitions in excess of $20 million, including options.

(b) All other types of acquisitions in excess of $50 million, including options.

(c) Any dollar value acquisition that meets one or more of the following:

  (i) Complex, critical to agency strategic objectives and mission, highly visible or politically sensitive.

  (ii) An acquisition with which GSA has little or no experience that may result in a need for greater oversight or risk management.

  (iii) Actions using significantly changed methods (e.g., methods of procurement such as lease versus purchase, or methods of performance such as contractor versus government personnel).

  (iv) New construction, or repair and alteration prospectus budget line items.

  (v) Any acquisition that requires contract bundling (see FAR section 7.107).

AGP 2800.1 8.c.(1)

  1. Except for the Federal Supply Service (FSS), a Director of a Central Office or Regional Office Division responsible for performing contracting or contract administration.
  2. In FSS, a Director of a Contracting Division or FSS Bureau.

OGP 2800.1 6.b.

  1. For GSA Central Office Staff Offices - the Deputy Associate Administrator for Acquisition Policy (MV).
  2. For the Federal Technology Services (FTS), Federal Supply Services (FSS), or Public Building Service (PBS) Central Office functions - the respective service Commissioner.
  3. For Regional Offices - the respective Regional Administrators.

OGP 2800.1 6.c.

Responsibilities

b) The HCA has overall responsibility for implementing and maintaining acquisition planning to ensure adherence to this order and GSAM 507.103(a). In addition, the HCA:

  (1) May require higher-level review and approval or additional concurrences within their organization for either limited or comprehensive acquisition plans.

  (2) May waive the requirements of this order, except for IT supplies and services that exceed $20 million, for programs and classes of contracts or orders if the HCA determines that the service or staff office already has a detailed system in place that addresses the elements of the written acquisition plan. All waivers must be coordinated with the SPE.

  (3) May issue guidance to identify types of acquisitions (programs, classes of contracts or orders) appropriate, within the requirements and thresholds of this order, for either limited or comprehensive acquisition plans.

  (4) May re-delegate the authority to make the determination that bundling is necessary and justified in FAR 7.107(b). If the results of a market survey support a determination that bundling is necessary and justified, the contracting officer may approve the justification. If the contracting officer assisted in the market survey, the justification must be approved at least one level above the contracting officer.

  (5) May authorize the development of standard outlines for use in programs or classes of contracts or orders that are repetitive and noncomplex.

  (6) May delegate approval authority under this order to the SPO or may redelegate to a level lower than the SPO after coordination with the SPE.

  (7) Determines, on either an individual contract, program, or class basis, appropriate coordinations and concurrences for acquisition plans when an organization outside GSA establishes and funds the need.

OGP 2800.1 9.a.

If the acquisition is in excess of the Simplified Acquisition Threshold (SAT) including options, and does not meet any of the criteria for a comprehensive acquisition plan, a written limited acquisition plan is required. The plan covers the acquisition process from purchase request or advance notice of need through contract award or order placement.

AGP 2800.1 8.c.(2)

at GSA, the person residing in the Requiring Office that initiates, coordinates and prepares the written acquisition plan. The person may be in an individual program office or have responsibility for a number of such offices.

OGP 2800.1 6.d.

Responsibilities

(1) The planner, with the advice and assistance of the contracting officer, is responsible for the preparation and maintenance of plans, and for obtaining and documenting all necessary concurrences and coordinations. For comprehensive acquisition plans, the planner must also have the advice and assistance of a planning team. If an organization outside GSA establishes and funds the need, the HCA determines appropriate coordinations and concurrences and the planner will reside in the GSA office that is managing the acquisition for that outside organization; if there is no such GSA office, then the contracting officer will perform the planner duties.

(2) The planner must:

  (a) Comply with the requirements at GSAM 507.103(a).

  (b) Coordinate with the Small Business Technical Advisor (SBTA). When substantial bundling is contemplated (see FAR 7.107(e)), coordination with the Office of Small Business Utilization is also required.

  (c) Coordinate with local representatives of the Chief Financial Office/Budget Officer. (Not required for establishing a Federal Supply Schedule program.)

  (d) Coordinate with local representatives of the Chief Information Officer if the action involves IT services or supplies for use by GSA to ensure compliance with the requirements of GSA Order 2135.1, GSA Information Technology (IT) Capital Planning and Investment Control. (Not required for establishing a Federal Supply Schedule program.)

  (e) Obtain concurrence of contracting director. For limited acquisition plans, concurrence is required only when the requirements is received in the last month of the fiscal year and award is anticipated before the end of the current fiscal year.

  (f) Obtain concurrence of contracting officer.

  (g) Coordinate with the Office of General Counsel (for comprehensive acquisition plans).

(3) The planner must review the plan at least annually as well as update the plan for major changes, both before and after contract award, obtaining new coordinations, concurrences, and approval. Examples of major changes are those that affect competition or the ability of small businesses to effectively compete, significant changes to the acquisition strategy, budget, milestones, contract administration, or scope of the contract.

OGP 2800.1 9.b.

A team of individuals formed to prepare the individual elements of a comprehensive acquisition plan. The team must be composed of representatives from contracting, budget, legal, appropriate technical offices (including requiring office or customer), and small business technical advisors. The team may include representatives from other areas as well. The planning team may be pre-selected or formed on an ad hoc basis.

OGP 2800.1 6.e.

The internal GSA office that establishes and funds the agency need. If an organization outside GSA establishes and funds the need, then the requiring office will be the GSA office that is managing the acquisition for that outside organization.

OGP 2800.1 6.f.

The Deputy Associate Administrator for Acquisition Policy (MV).

OGP 2800.1 6.g.

Responsibilities

a) The SPE has overall responsibility for the GSA acquisition system, including prescribing agency-wide procedures for acquisition planning. The SPE:

  (1) Coordinates with the HCA when the HCA proposes to delegate approval authority under this order to a level lower than the SPO.

  (2) Has the authority to waive the requirements of this order for IT supplies and services that exceed $20 million.

  (3) Coordinates with the HCA on waivers described in OGP 2800.1 9.b.(2).

OGP 2800.1 9.a.

A person reporting to, and designated by, the HCA to have overall program responsibility for determining how the agency will meet its needs. The official should have a position of authority over the offices participating in the planning. Some examples are:

1) Regions - the Assistant Regional Administrators for the Federal Technology Service, Public Buildings Service, and Federal Supply Service.

2) Central Office - the Assistant Commissioners for the Federal Technology Service, Public Buildings Service, and Federal Supply Service.

OGP 2800.1 6.h.