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Technical / Procurement Overview
2 Conference ‘10
Acquisition is a Team Effort
Starts with technical requirements• Technical personnel must consider themselves part of the acquisition process: not as
something separate
Requirements translated into procurement actions•Procurement personnel must have communication paths with technical team
SEWP’s goal is to facilitate this teamwork
3 Conference ‘10
Goals
Provide 2 basic scenarios
General guidelines
Feedback
4 Conference ‘10
SEWP’s Effectiveness
Use of SEWP Tools and contracts is most effective when an organization has a known and mutually agreed upon procedure for technical / procurement interaction.
The actual procedure is less important than having a procedure
5 Conference ‘10
2 Scenarios
Scenario 1:• Technical staff obtain only preliminary quotes (RFIs) and procurement always separately
issues final RFQs
Scenario 2:• Technical staff obtains quotes; Procurement reviews the request and quotes and may or
may not re-issue an RFQ
6 Conference ‘10
Technical POV
Perform initial market research•Does not need to be tied to a contract vehicle
•Does not require actual quotes
•Emphasis on Research
•SEWP RFQ tool can be used via the Market Research option- Best for general questions - Recommended to not use to obtain preliminary quotes
•Contact SEWP for any scope or availability concerns
7 Conference ‘10
Technical POV
Obtain quotes•Use SEWP RAQ (Request A Quote) option
• Follow Fair Opportunity Guidelines
• Follow Organization’s procedure- If procurement will follow-up with a second round RFQ or this is for budgetary/research purposes
only, note in the Summary section that “This is an RFI (Request for Information”
8 Conference ‘10
Technical POV
Create Purchase Request (PR) in Agency system
When procurement staff is assigned:•Set Secondary Contact to personnel
9 Conference ‘10
Procurement POV
Notify technical staff when PR arrives
After assigned as secondary contact•Review quote request and quotes
•Determine next steps based on Agency / Organization process
10 Conference ‘10
Procurement POV
Scenario 1 (Agency Policy to issue a final RFQ from Procurement)•Either re-issue Technical Request or Copy to a New Request
• Indicate in Summary area that this is a Procurement RFQ
Verify Quotes
11 Conference ‘10
Procurement POV
Scenario 2 (Agency Policy allows quotes from technical request)•Verify Quotes
•Verify Fair Opportunity
•Determine if Best Value Decision documented
Any concerns – re-issue RFQ
12 Conference ‘10
Procurement POV
Regardless of policy, things to keep in mind•Need to Verify Quotes
• Fair Opportunity
•Number of Quotes
•Best Value determination
•Notification
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