Your purchase request has to be in by a certain date to be obligated by the end of the fiscal year. Check the current cutoff dates.
FY 2019 Acquisition Cut-off Dates
The procurement process is used to buy necessary items or services to fulfill a requirement. This includes everything from identifying the need, conducting market research and preparing required documentation to contract award and post-award administration.
Here you can examine the procurement process step by step and learn more about what each phase entails.
Early communication in the acquisition cycle is imperative to on-time contract awards. PK has developed an early communication meeting called SMART START (Successful Management of Acquisitions and Requirements Through Scheduling, Training, Assigning, Reporting, and Tracking). Some of topics covered in SMART START include the following:• Project Overview• Requirements Package Development• Deliverables• Acquisition Phases & MilestonesAfter you have coordinated with your respective PK Execution Division Branch Chief, please contact the Requirements Outreach and Planning Point of Contact 90 days prior to a scheduled SMART START for requirements estimated to exceed $10M in total contract value.Requirements DirectorateOutreach & PlanningStephanie A. Snyder, Stephanie.A.Snyder10.email@example.com
The milestones are broken into three phases with entry and exit criteria. A phase must be completed and approved prior to entering into another phase. The requirements activity should always be prepared to enter the next phase. The phased approach which will be the process utilized for all new/follow-on contracts, modifications, extensions, and bridge contracts. The table below outlines entry and exit criteria for each phase.
Development of initial program documentation
Market Research Report, Justification and Approval documentation, Acquisition Strategy/Acquisition Strategy Panel, Industry Days, Request for Information, and Sources Sought
Approval of the Market Research Report, Justification and Approval document, Acquisition Strategy, and Acquisition Strategy Panel
All other applicable documents such as Statement of Work or Performance Work Statement, Independent Government Cost Estimate, Section 508 Determination, Determination and Findings for Inherently Government Functions. This list is not all inclusive; contact your Contract Specialist for specific items needed for your requirement.
Evaluation & Award
Receipt and evaluation of Proposals
Generate RequirementsFinding out which documentation is required to request a purchase. For more information: go to Requirement Package page.
Submit Procurement RequestPlacing your request to purchase supplies or services. Defense Agencies Initiative.
Develop SolicitationCreating a solicitation. Solicitations are a request to vendors to provide proposals and quotes. Solicitations greater than $25,000 will be posted by the DHRA/PK to FedBizOpps, unless it is an order against a Federal Supply Schedule.
Evaluate ProposalsAnalyzing vendors' proposals and quotes to fulfill a requirement. Note: A technical evaluation will involve the requiring activity.
Award ContractGiving a contract to a vendor to fulfill a requirement. Note: DHRA/PK is responsible for contract award.
Manage Post-Award AdministrationConducting surveillance of the contract and receiving and accepting goods and services. For more information, go to Contracting Officer's Representative page.
The steps in the procurement process can vary greatly based on the complexity and dollar value. Please refer to the Procurement Action Lead Time memo (insert the memo) to guide you through the milestone of your requirement.
Exercising Options for Contracts over $1,000,000
COR procedures for exercising an option over $1,000,000.
Exercising Options for Contracts under S1,000,000
COR procedures for exercising an option under $1,000,000