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