Justin Villanueva

How to create a proper PR? Procurement Overview GSO-C&P What are ACQUISITIONS? Per *FAR definition: “The acquiring by contract with appropriated funds of supplier or services (including construction) by and for the use of the Federal Government through purchase or lease, whether the supplies or services are already in existence or must be created, developed, demonstrated, and evaluated.” *FAR – Federal Acquisition Regulation Formal Contracts Orders against existing contracts/agreements Simplified Acquisitions Acquisition Procedures $25,000 to 15 $150,000 calendar Over days posting $150,000 Micro Purchase: $3,500 and under For Construction: $2,000 and under $15,000 to $24,999 $3,501 to $14,999 10 calendar days posting Competition required Simplified Acquisitions: THRESHOLDS Identify and define the requirement and potential sources. Secure necessary clearances. Provide additional information. Simplified Acquisitions Identify and define the requirement and potential sources. For Supplies For Services - Complete Description or Specification (not brand specific) - Quantity - Delivery Date and/or Location - Statement of Work (SOW) - Independent Government Cost Estimate (IGCE/IGE) - Period of Performance Note: All PRs should have confirmation of available funds. Simplified Acquisitions Secure necessary clearances. Items/Services Clearance From Furniture and Electrical Items for NOX1 and NOX2 Facilities Maintenance Office (FAC) Safety Equipment and Protective Gear Facilities Maintenance Office (FAC) Furniture and Furnishings GSO-Property & Supply (P&S) IT-related Items and Services ISC Mobile Phones and Cellphone Subscriptions IM-Wireless Medical/Health-related Items MED Simplified Acquisitions Provide additional information. - Market research or market survey - JOFOC - For Conference Package requirement, Authorization for Food Purchase - List of Requirement - Reference links - Suggested sources H:\JeanDianne\docs\templates\Memo - Justification Document for Food Template.docx H:\JeanDianne\docs\templates\RFQ.xls Simplified Acquisitions Simplified Acquisitions: Methods Purchase Orders Blanket Purchase Agreement Purchase Cards Petty Cash Simplified Acquisitions: Methods Purchase Orders Reminders: - Check if available with P&S - Identify if CAA (for classified area) Simplified Acquisitions: Methods Blanket Purchase Agreement - Similar to a “charge account”, but not a contract. - Contracting Officer assigns authorized callers. - Order within the set call order limits. - Can be bulk- or transactionallyfunded. Reminder: BPA CALLS SHOULD BE DONE THROUGH ARIBA. NO MANUAL CALLS. Simplified Acquisitions: Methods Purchase Cards - Preferred method of payment for actions $3,500 or under. - Regardless of dollar value, hazardous materials (HazMat) are not allowed. Simplified Acquisitions: Methods Petty Cash - Cash advance from Embassy cashier issued to Occasional Money Holder (OMH) to execute a purchase. - For actions $500 and below. - $300 to $500 needs Management’s approval. SPLITTING A REQUIREMENT Defined as: Dividing a requirement to avoid thresholds or procedures. PROHIBITED!!! UNAUTHORIZED COMMITMENTS Defined as: Someone without procurement authority committing the USG to expend funds Only the Contracting Officer has procurement authority, unless authorized as in the case of BPA Calls PROHIBITED!!! UNAUTHORIZED COMMITMENTS Examples: 1. Receiving an invoice for services fully rendered or products fully delivered before a PO or contract has been signed. 2. Someone other than the CO directed work to be done or services to be purchased. 3. PO prepared and presented to the CO before competition. PROHIBITED!!! UNAUTHORIZED COMMITMENTS Examples: 4. Call order on a BPA with no confirmed funds; or exceeds their authorized amount as stated in the BPA. 5. Call order on an expired BPA. 6. Any changes in the PO or contract without the approval of the CO. 7. Continuing with subscription services without confirming need to C&P. PROHIBITED!!! UNAUTHORIZED COMMITMENTS How to fix an Unauthorized Commitment? For State: - Less than $1,000, may be ratified at post - $1,000 or more: Submit volumes of paperwork to A/OPE, including price reasonableness, could the USG have engaged in contract at the time, etc. PROHIBITED!!! UNAUTHORIZED COMMITMENTS How to fix an Unauthorized Commitment? For Other Agencies: - Refer the unauthorized commitment to the other agency for ratification; send the action to A/OPE for transmittal to other agency PROHIBITED!!! UNAUTHORIZED COMMITMENTS NO guarantee that the Unauthorized Commitment will be ratified… So the violator may “donate” this to the USG. The USG thanks you for your generous donation. PROHIBITED!!! ILMS / Ariba Requestor Approving Officer C&P C&P FMC (or other Agency) C&P C&P Receiving Warehouse / Requesting Office • Create request in Ariba • Approving in Ariba automatically submits requests to C&P • Reviews completeness of PR (if not, return to requestor) • Process PR • For funding • CO approves PO • Awards PO to vendor • Create Receiving Report Requestor Create a request in Ariba: Non-Catalog Item Requestor Create a request in Ariba: Non-Catalog Item Requestor Create a request in Ariba: Non-Catalog Item Requestor Create a request in Ariba: Non-Catalog Item Requestor Create a request in Ariba: Non-Catalog Item Requestor Create a request in Ariba: Non-Catalog Item For 10 or more Line Items, make use of the Mass Import Template - In the Line Item, indicate “Refer to attached mass upload template”. H:\JeanDianne\docs\templates\Mass Import Template.xls - Attach the file in the ATTACHMENT block, under category “Pre-Quotation” Requestor Create a request in Ariba: Non-Catalog Item Requestor Create a request in Ariba: Catalog Item Requestor Create a request in Ariba: Catalog Item Requestor Create a request in Ariba: Catalog Item Requestor Create a request in Ariba: Catalog Item Requestor Create a request in Ariba: Catalog Item Requestor Create a request in Ariba: Catalog Item Requestor Create a request in Ariba: Catalog Item Requestor Create a BPA Call in Ariba: Transactionally-Funded Requestor Create a BPA Call in Ariba: Transactionally-Funded Requestor Create a BPA Call in Ariba: Transactionally-Funded Requestor Create a BPA Call in Ariba: Transactionally-Funded Requestor Create a BPA Call in Ariba: Transactionally-Funded Requestor Create a BPA Call in Ariba: Transactionally-Funded Requestor Create a BPA Call in Ariba: Transactionally-Funded Requestor Create a BPA Call in Ariba: Transactionally-Funded Requestor Create a BPA Call in Ariba: Bulk-Funded Requestor Create a BPA Call in Ariba: Bulk-Funded Requestor BPA: Request for Bulk Funding Requestor BPA: Request for Bulk Funding Requestor BPA: Request for Bulk Funding 1.Approval flow in Ariba 2.History tab in Ariba 3.ILMS Status Tracking PR How to check status of request? PR How to check status of request? PR How to check status of request? Receiving Report How to create Receiving Report for Services? Receiving Report How to create Receiving Report for Services? Receiving Report How to create Receiving Report for Services? Receiving Report How to create Receiving Report for Services? Receiving Report How to create Receiving Report for Services? Receiving Report How to create Receiving Report for Services? Receiving Report How to create Receiving Report for Services? BPA How to generate drawdown summary report? BPA How to generate drawdown summary report? BPA How to generate drawdown summary report? BPA How to generate drawdown summary report? Questions