Methods To Contract With The Federal Emergency Management Agency
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Submitted: 2010-04-23 17:42:52 | Word Count: 870
Acquisition Nuts and bolts
Just as all other Federal acquisition shops, The Federal Emergency Management Agency buys materials or services in accordance with the Federal Acquisition Regulation (FAR) by either using sealed proposition or negotiation. For your enlightenment and easy reference, these approaches have been outlined below. When responding to the Agency's stated requirements, close scrutiny should be given to references to the Federal Acquisition Regulation and specific solicitation instructions provided.
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Acquisition by Sealed Bidding
When an award over $25,000 is anticipated, a procuring office will publish an abstract of the requirement in the Commerce Business Daily (CBD). The concern may also by publicized through trade organizations, placing of the solicitation in other Nationwide agencies, etc.
An Invitation for Bids (IFB) will consist of either a copy of the specifications for the needed item or will communicate how a copy can be secured. It will also include procedures for the formation of contract bids and will explain the specifics of purchase, delivery and payment specifics. Contract bids submitted on a proposed purchase are publicly displayed in the procurement agency at the time outlined in the solicitation. A Federal employee presiding over the bid opening will state aloud the required facts about each bid (including price, terms, free on board (FOB) point, etc.). When filling needs by this formula, a purchasing center may also send an invitation for bids to firms included on its "bidder's List" for the particular item/services wanted. After subsequent analysis and appraisal, a contract will be awarded to the lowest responsive and responsible bidder.
Procuring by Negotiations
In some situations, Federal agencies are allowed to make purchases by direct negotiation with qualified suppliers and without formally advertising bids. For example, a purchase may be made by negotiation if for any reason it is impossible to fashion adequate specifications. In those cases, the attainment office will synopsize the requirement in the Commerce Business Daily and will issue a Request for Proposal (RFP) to all interested suppliers. Proposals submitted 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 many small business firms is the contracting procedure that simplifies and expedites the procurement of low cost, high demand items. Under this provision, known as "Simplified Acquisition Procedures," procurement of equipment and services amounting to $100,000 or less may be purchased by obtaining informal quotations from small businesses and implementing the contract by simplified acquisition procedures.
This method, while expediting the obtainment, does not eliminate the requirement for competitive bidding. Purchases of more that $2,500 require the proposal of three suppliers, and the markets are generally restricted to the local business area. Contracts not exceeding $2,500 may be made without the need for competitive price quotes, if the prices are considered reasoned. Quotations under $2,500 are generally solicited by mouth. Written invitation are used when (1) the suppliers are outside the local area, (2) unusual specifications are involved, (3) a large number of line items are included in a single proposed procurement, (4) obtaining voiced quotations is not considered economical or possible. Contracts issued under these procedures are normally identified as a Request for Quotation (RFQ).
Unrequested Offers
The Federal Emergency Management Agency accepts unsolicited proposals for commodities and services, which contribute, to the objectives of the Bureau. Unsolicited offers are written offers to perform a proposed task or effort, initiated by a prospective vendor and submitted to The Federal Emergency Management Agency with the objective of obtaining an engagement.
A valid unsolicited offer must be innovative and unique, be independently originated and developed by the offeror, without Government supervision and include enough detail to determine if it is an advantageous effort that could benefit the shop.
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