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DLAD PART 53 – FORMS



PART 53 – FORMS

TABLE OF CONTENTS

(Revised August 3, 2017 through PROCLTR 2017-19)

SUBPART 53.2 – PRESCRIPTION OF FORMS

53.213 Small purchase and other simplified purchase procedures.

53.213-90 Blanket purchase agreement delivery ticket (DLA Form 470).

53.213-91 Shipping Instruction (DLA Form 1224).

53.213-92 Request for quotation (DLA Form 1231).

53.219 Small business and small disadvantaged business concerns.

53.219-90 Referral of small business for certificate of competency (CoC) consideration (DLA Form 1756).

SUBPART 53.3 – ILLUSTRATION OF FORMS

53.300 General

SUBPART 53.90 – FORMATS AND TEMPLATES

53.9007 Acquisition Planning

53.9013 Simplified Acquisition Procedures

53.9015 Contracting by Negotiation

SUBPART 53.2 – PRESCRIPTION OF FORMS

(Revised September 19, 2016 through PROCLTR 2016-09)

53.213 Small purchase and other simplified purchase procedures.

53.213-90 Blanket purchase agreement delivery ticket (DLA Form 470).

This form may be used when supplies or services are acquired by means of a blanket purchase agreement (BPA).

(a) General. The Defense Logistics Agency (DLA) Form 470 is a cut sheet form and is designed to be used by the vendor as an acknowledgment of a call, notice of shipment, packing list, and invoice. This form eliminates the need for preparation, by the Contractor, of separate forms for these purposes. Also, Government personnel requiring information on these forms will receive it on a standard format.

(b) Procedure. A supply of the forms may be provided by the contracting office to each Contractor who has entered into a BPA with the center. Upon the placing of a call, the Contractor may be required to complete the BPA delivery ticket based on information contained in the written or oral call in accordance with detailed instructions to be provided by the contracting office.

(c) General instructions for preparation of DLA Form 470. After the placing of each call, complete the call, complete the form in accordance with the general instructions below, and any specific instructions received with the placing of the call.

(1) Block 11. This is the date the supplies are to reach destination, not the date of shipment. Convert the number of delivery days the Government offered to an actual date. For example, if the Government offered a 30-day delivery and received the oral or written call on 1 October, enter 10/31/YY as the required date.

(2) Block 12. This is the date the supplies are to be shipped, not delivered.

(3) Blocks 13 through 19. Information for these blocks will be furnished by the contracting office at the time of the call. Enter the name and address of the consignee in block 15.

(4) Blocks 21 through 23. Entries in these blocks will be made at the time of shipment. Enter actual date shipped or delivered. No partial shipments to a particular destination may be made. If more than one shipment is made against a call, prepare two copies of this form for shipment. Copies of the shipping documents may be attached as an alternative to completing blocks 21 and 22.

(5) When using the form as an acknowledgment of call. Place a check mark on "*" copies of the form in the box "Acknowledgment of call" (block 9).

(6) When using this form as a notice of shipment. Place a check mark in the box "Packing list" (block 9) on "*" copies of the form in the box "Notice of shipment" (block 9).

(7) When using the form as a packing list. Place a check mark in the box "packing list" (block 9) on "*" copies of the reproduced form for each consignee. Be sure blocks 21 through 23 have been completed, as applicable, on the forms used. Send "*" copies to each consignee by placing copies inside the container or in an envelope attached to the exterior of the container.

(8) When using this form as an invoice. At the end of the billing period, fill in "*" copies of the reproduced form which includes the shipment data for all destinations of that call as follows:

(i) Place a mark in the box marked invoice (block 9) of each copy of the form.

(ii) Sign and date blocks 24 and 25 of the top copy only of the form. If the BPA under which this call was issued does not provide for the fast payment procedure, the top copy must contain the signature and date (blocks 27A and 27B) of the authorized Government representative receiving and/or accepting for the Government.

"*" The number required shall be in accordance with the needs of the contracting office.

53.213-91 Shipping Instruction (DLA Form 1224).

This form is used against automated simplified acquisitions.

53.213-92 Request for Quotation (DLA Form 1231).

This form is used against automated simplified acquisitions.

53.219 Small business and small disadvantaged business concerns.

53.219-90 Referral of Small Business for Certificate of Competency (CoC) Consideration (DLA Form 1756).

(a) DLA Form 1756 may be used to provide information for CoC referrals as required by FAR 19.602-1 and DFARS 219.602-1.

(b) General instructions for preparation of DLA Form 1756:

(1) The name, size status, and total dollar value of the next low offeror should be identified, however, referrals shall not urge a conclusion based upon the size status of the second low offeror.

(2) The remaining blocks of the form are self-explanatory.

SUBPART 53.3 – ILLUSTRATION OF FORMS

(Revised June 20, 2017)

53.300 General.

DLA forms are electronically maintained at https://www2.dla.mil/officialforms/pages/DLAformsinventory.html

SUBPART 53.90 – FORMATS AND TEMPLATES

(Revised August 3, 2017 through PROCLTR 2017-19)

53.9007 Acquisition Planning

53.9007(a) Template - Streamlined Acquisition Plan (SAP)

The following format may be used as prescribed in 7.103(d)(i)(B).

    For Official Use Only

    Source Selection Information -- See FAR 2.101 and 3.104

Streamlined Acquisition Plan (SAP)

    (Complete and select the box that is appropriate for the acquisition situation)

    Date:      

    Contracting office:       Contracting officer name:      

    Requiring activity:       Voice (DSN):      

    Project title:       Fax (DSN):      

    Supply criticality:      

    Contracting officer’s e-mail address:      

    Purchase request (PR) or control number:      

    [ ] Construction [ ] Service [ ] Supply [ ] Research and development (R&D)

    a. Product Service Code: (Specify for services)      

    b. Services Portfolio Category: (Specify for services)      

    I. Brief description of requirement (FAR 7.105(a)(1))

    a. Government estimate: $       (include all options and surge values)

    b. Period of performance       (include options)

    c. Delivery schedule:      

    II. Proposed acquisition approach

    a. Extent of competition:

    [ ] Full and open competition

    [ ]Other than full and open competition* * FAR 6.3 authority (Specify):      

    [ ] Full and open after exclusion of sources

    [ ] Competitive non-DoD

    [ ] Mandatory use policy, including waivers (e.g., under Part 8)

    [ ] Limited sources (e.g. under Part 8.405-6):      

    b. Small business set-aside: (See FAR Part 19)

    [ ] Competitive small business set-aside (SBSA)

    [ ] Competitive 8a [ ] Sole source 8a

    [ ] Service Disabled Veteran Owned Small Business (SDVOSB) Set-Aside

    [ ] SDVOSB sole source

    [ ] Historically underutilized business zone (HubZone) Sole Source

    [ ] HubZone set-aside

    [ ] Small disadvantaged women owned business (SDWOB)

    [ ] Economically disadvantaged women owned small business (EDWOSB)

    [ ] Historically Black colleges and universities / minority institutions (HBCU/MI)

    [ ] Not applicable (NA) (If acquisition is unrestricted)

    [ ] Other (Specify):      

    c. Procedures: (Check all that apply)

    [ ] FAR 8.404 (GSA/Non-DoD Competitive) [ ] FAR 12 Commercial Items

    [ ] FAR 13 Simplified Acquisition Procedures [ ] FAR 14 Sealed Bidding

    [ ] FAR 15 Negotiation FAR 36 Construction and Architect and Engineer (A&E) and design build

    d. Contracting method

    [ ] Invitation for bid (IFB)

    [ ] Competitive request for proposal (RFP)

    [ ] Sole source RFP

    [ ] Other (fill-in)

    e. Basis of award:

    [ ] Sealed bid – Part 14

    [ ] Negotiation – Part 15

    [ ] Lowest price technically acceptable

    [ ] Performance price trade-off without technical factors/proposal

    [ ] Performance price trade-off with technical factors/proposal

    [ ] Full trade off source selection (an acquisition plan is highly recommended)

    [ ] General Services Administration (GSA)/non-DoD competitive

    [ ] Other (explain):      

    Identify evaluation factors:      

    f. Contract type (Check all that apply):

    [ ] Fixed-price [ ] Time and material/labor hour agreements [ ] Economic price adjustment [ ] Incentive [ ] Award fee [ ] Cost-reimbursement [ ] Redetermination

    [ ] Indefinite delivery contract (IDC) [ ] Multiply Award

    [ ] Single Award (Provide rationale why single award)      

    [ ] Other (Specify):      

    g. Sustainability:

    [ ] Contains sustainability requirements.

    [ ] Sustainability exception applies: (Specify)      

    [ ] Sustainability requirements waived, approved by: (Specify)      

    h. Other considerations (Check all that apply):

    [ ] Progress payment [ ] Warranty [ ] First article test (FAT)

    [ ] Government furnished property(GFP) / Government furnished material (GFM) / Government furnished equipment (GFE) involved

    [ ] Other (specify). Other items/considerations may include, Non-Economy Act or Economy Act assisted acquisitions and use of reverse auction)      

    III. Prior procurement history: (If applicable)

    IV. Market research: (Discuss the purpose, nature, extent, involved personnel/offices and results/status, commerciality, and estimated completion date of any market research initiated/to be initiated in support of the instant purchase request or anticipated future requirements (see also FAR, DFARS, and DLAD Parts 10, 11)

    V. Problems /risk/vulnerabilities (See FAR 7.105 and DFARS PGI 207.105)

    VI. Projected key milestone dates:

    Receive purchase request (PR):      

    Issue solicitation:      

    Receive bids/offers:      

    Complete evaluations:      

    Award contract:      

    Contract start:      

    _________________________________ ____

    Contracting Officer Name and Signature Date

    VII. Approvals:

    ** The following section is to be completed by reviewer/approving official. **

    Reviewer’s name:       Reviewer’s DSN/ phone number:      

    Reviewer’s e-mail:      

    [ ] Streamlined acquisition plan (SAP) approved as submitted      

    [ ] SAP conditionally approved subject to comments below

    [ ] SAP disapproved (reviewers are required to include comments below)

    [ ] Requirement has been reviewed and validated by (specify):      

    Reviewer’s comments:      

    Reviewer’s signature: ______________________

    ** The following section is to be completed by the small business specialist when required**

    [ ] Small business specialist coordination _____________________________

    Small business specialist's comments:      

    ** The following section is to be completed by the competition advocate when required**

    [ ] Competition Advocate coordination _____________________________

    Competition advocate’s comments:      

53.9013 Simplified Acquisition Procedures

53.9013(a) Elevation Timeline for Simplified Acquisitions

ELEVATION TIMELINE FOR SIMPLIFIED ACQUISITIONS

PR Schedule

Action Officer

Action Item

1 Day After Solicitation Closes*

Contracting Officer

Review offers for acceptability and address any technical and/or supply issues. If these issues cannot be resolved within 7 days, alert Supervisor.

If an ESA referral is required, follow “non-procurable” policy.

If no quotes, follow non-procurable policy.

If pricing or other issues cannot be resolved within 7 days elevate.

7 Days After Solicitation Closes

Contracting Officer; Contracting Officer Supervisor

Contracting Officer: Elevate to Supervisor.

Contracting Officer Supervisor: If unable to help resolve, elevate to Division Chief by Day 15. (document file)

15 Days After Solicitation Closes

Division Chief

If Contracting Officer Supervisor is unable to resolve, determine and facilitate a resolution by Day 20. (document file)

20 Days After Solicitation Closes

Contracting Officer

Document File outlining the actions that were taken then award or follow Non-Procurable Policy by Day 20.

*For Automated ‘T’ Solicitations, follow above steps after Auto Evaluation Status (AES) Block converts to ‘M’ or ‘S’.

Above steps should take no longer than 20 business days. The following blocks shall be completed and placed in the purchase order file once all parties complete their actions.

Contracting Officer Name

Signature and Date

Contracting Officer Comments (optional)

Contracting Officer Supervisor Name

Signature and Date

Contracting Officer Supervisor Comments (optional)

Division Chief Name

Signature and Date

Division Chief Comments (optional)

Elevation Policy Timeline (No Quote)

Follow procedures laid out in the Non-Procurable Policy (CP-13-001)

53.9013(b) Simplified Acquisition Award Documentation

The following format shall be used to document the basis for award and determination of price reasonableness for simplified acquisitions as prescribed in 13.106-3(b).

Simplified Acquisition Award Documentation

Contracting officer: PR#:

Basis for Award – Price Reasonableness Determination – FAR 13.106-3(a): (Check as applicable and explain as needed*)

[ ] Fair and Reasonable – Adequate Price Competition – Manufacturer Competition

[ ] Fair and Reasonable – Adequate Price Competition – Dealer/OEM Competition

[ ] Fair and Reasonable – No Competition (single quote or noncompetitive price range)

[ ] Fair and Reasonable – Adequate Price Competition Among Providers of Services

[ ] Commercial Item $ per unit

[ ] Market Research

[ ] Federal Supply Schedule (FSS) Number: ________________ FSS Price: $ ________________

[ ] Independent Government Estimate

[ ] Comparison of the proposed price with prices found reasonable on previous purchases

Contract:__________________________ Unit Price: $_______________

Price Reasonableness Code (PRC) (if applicable) – DLAD 15.406-3(a)(11):____________

[ ] Comparison of similar items: NSN: ________________ Unit Price: $________________

[ ] Contracting Officer’s knowledge of the item

[ ] Any other reasonableness basis (i.e. Informal Cost Breakdown, Set by law or regulation, or other FAR Part 15 procedures)

*Narrative:

DFARS 217.7505 Sole Source Price Increase Certification:
Price has increased 25% or more within the past 12 months. [ ] Yes [ ] No. If “Yes”, the price has been evaluated and justified. Required notification prior to award has been completed.

Best Value Determination: (Required if Awarding to Other Than Lowest Price Highest Scored):

*Narrative:

Other Determinations: (Check as applicable and explain as needed*)

[ ] Procurement is a First Time Buy

[ ] Fast Pay applicable

[ ] PR complies with Fast Pay requirements IAW FAR 13.402(a) through (f)

[ ] FAR DEV at DLAD 13.402 applies. FAR DEV Number: ___________________________

[ ] First Destination Packaging [ ] No Negotiation/Low Potential Savings (DLAD 15.402(a)(S-90)(3)(ii)(B)(1)

[ ] SAM.gov checked; awardee not proposed for suspension/debarment or debarred IAW FAR 9.105-1(c). Date SAM Checked: ___________

Contracting Officer’s signature on the award document constitutes concurrence with all determinations made above.

53.9013(c) Template - Commercial Item Pre-solicitation Documentation

The following format may be used to document price and award justification as prescribed in 13.500(S-90)(7)(i).

MEMORANDUM FOR RECORD

SUBJECT:COMMERCIAL ITEM PRE-SOLICITATION DOCUMENTATION IAW FAR 10.002, FAR 2.101, and FAR 13.5

Commercial Test Procedures Under 13.5 are Applicable

Market research has been conducted prior to solicitation:

Solicitation # , NSN(s) _, Item ______________

Part I – Market Research

Please check the applicable block(s) for techniques utilized to conduct market research and determine commerciality:

( ) Commercial-Off-the-Shelf Field is coded: (attach supporting documentation to include a review of the Material Master in SAP);

( ) Reviewed the results of recent market research undertaken to meet similar or identical requirements;

( ) Queried the Government-wide database of contracts and other procurement instruments intended for use by multiple agencies available at https://www.fpds.gov and other Government and commercial databases that provide information relevant to agency acquisitions;

( ) Reviewed catalogs and other generally available product literature published by manufacturers, distributors, and dealers or available on-line; or

( ) Contacted knowledgeable individuals in Government and industry regarding market capabilities to meet requirements

Part II – Commerciality Determination

Please check to indicate completion:

( ) In accordance with FAR 10.002(b) and FAR 2.101, Definitions, a review has been conducted of the item description(s) to determine if commercial items or non-developmental items are available to meet the Government’s needs or could be modified to meet the Government’s needs. The items are deemed commercial based on the above market research.

Part III – Contract Type

Please check to indicate the type of contract

( ) FFP ( ) FFP with EPA

Part IV – Consolidation/Bundling

Please check to indicate if Consolidation or Bundling is applicable:

( ) Consolidation (Please see attached report/determination)

( ) Bundling (Please see attached report/determination)

Part V – Past Performance Evaluation

( ) Past Performance applicable

( ) Past Performance is not appropriate due to

______________

CONCLUSION:

Based on the market research conducted, item(s) to be solicited against subject solicitation are determined to be commercial.

APPROVALS:

__________________ ________ ______________________ ______

Contracting Officer Date

53.9013(d) Template - Commercial Evaluation/Award Documentation

The following format may be used to document the determination of responsibility as prescribed in 13.500(S-90)(7)(ii).

MEMORANDUM FOR RECORD

SUBJECT: COMMERCIAL ITEM AWARD DETERMINATION UNDER TEST PROGRAM 13.5

Part I

Determination of Responsibility: The awardee [insert CAGE code] is hereby determined responsible.

Part II

The Price is determined fair and reasonable based on:

Adequate competition

If only one response was received, the price is determined fair and reasonable based on:

Market Research: (insert narrative below);

Comparison of proposed price with prices found reasonable on previous purchases (insert narrative below);

Current price lists, catalogs, or advertisements. However, inclusion of a price in a price list, catalog, or advertisement does not, in and of itself, establish fairness and reasonableness of the price (insert narrative below);

Comparison with similar items in a related industry (insert narrative below);

The contracting officer’s personal knowledge of the item being purchased (insert narrative below);

Comparison to an independent Government estimate (insert narrative below); OR

Any other reasonable basis (insert narrative below) Additional Remarks:

Part III

Award Justification: (Insert narrative)

APPROVALS:

__________________ ________ ______________________ ______

Contracting Officer Date

53.9013(e) DOD EMALL waiver form.

Use the following format as prescribed in 13.301(S-91)(2)(ii):

DOD EMALL Waiver

TRANSACTION NUMBER/CALL NUMBER ____________________

In accordance with DLAD 13.301(S-91)(2)(ii), the undersigned Billing Official hereby waives the requirement to use DOD EMALL as authorized by undersigned Hierarchy Level 4 (HL4) Agency/Organization Program Coordinator (A/OPC) based on the following circumstance(s): (Check all that apply.)

I have validated and attached supporting documentation for this waiver.

_______________________________ _____________________________

Billing Official Printed/Typed Name HL4 A/OPC Printed/Typed Name

_______________________________ _____________________________

Billing Official Signature/Date HL4 A/OPC Signature/Date

53.9015 Contracting by Negotiation

53.9015(a) Price Negotiation Memorandum Checklist Competitive.

Contracting officers must use format in the following checklist as prescribed in 15.406-3.

PRICE NEGOTIATION MEMORANDUM CHECKLIST COMPETITIVE

Contents Checklist

Yes

No

N/A

“FOR OFFICIAL USE ONLY (FOUO)” at the top and bottom of first and last page, and bottom of each page containing FOUO (DOD Manual 5200.01, Vol 4)

     

1. Subject

     

a. Contractor name, division or group and location

     

b. Contract or RFP number

     

c. Item or service acquired

     

2. Introductory summary

     

a. Contractor and proposal selected for award and date

     

b. Offerors

     

c. Tabular Summary of: proposed price, government estimate, and final proposal revision

     

Major Price Items or CLINS

     

Total

     

Profit/fee %

     

CPAF (base and award fee) ($ and %)

     

Contract type

     

c. Clearance authority

     

(1) Approval authority

     

(2) Approval date, meeting dates, and participants

     

3. Details

     

a. Description of item or services

     

b. Explain method used for line item or unit prices

     

c. Personnel: List names, title, organization and telephone number of participants in price analysis and as applicable, cost realism discussions

     

d. Significant dates:

     

(1) Proposal date

     

(2) Discussion (s)/date (s)

     

(3) Final proposal revision date

     

(4) Other significant date (s) (acquisition review board dates, competitive range determination, solicitation amendments, etc.)

     

4. Acquisition situation

     

a. Acquisition background

     

b. Discuss period of performance and delivery schedule

     

c. Outside influences or unusual time constraints (i.e., Funding limitations, higher level, Congressional influences)

     

d. Unique features or special pricing provisions (economic price adjustment, incentives, warranties, special progress payments, etc.)

     

5. Evaluation summary

     

a. Reasonableness, completeness, cost realism if applicable, and balance

     

(1) Description of price analysis technique (s) used, results, and appropriateness in determining price reasonableness and completeness

     

(a) Description of the basis of any escalation rates used for adjusting historical prices or for forecasting option year prices. See DoD Contract Pricing Reference Guide, Volume 2 Quantitative Techniques, Chapter 1 Using Price Index Numbers for potential sources of information, calculating adjustments, and other relevant topics. .

     

(b) Description of GSA Schedule prices, if any. Contracting officer must check GSA for any relevant price information and document the results

     

(2) Description of the cost realism analysis technique (s) and their result (s) (if performed)

     

(3) Description of assessment of balanced pricing and any associated risks

     

(4) Document decision to conduct discussions and date (s). Document decision to award without discussions.

     

(5) Description and listing of major differences between the proposal and the final proposal revision prices

     

b. Adequate price competition determination description

     

(1) Basis of determination statement of adequate price competition

     

(a) Best value to the Government and the significance of cost or price to all evaluation factors combined;

     

(b) Lowest evaluated price; or

     

(c) Adequate price competition

     

(2) Definitive statement the offered price selected is fair and reasonable based on adequate price competition.

     

6. Advisory reports and key documents

     

Listing of Government advisory reports (pricing, technical, should cost, etc. Include title, report number and date.)

     

7. Signatures

     

Signature block for contracting officer, and any other signatures required

     

8. Attachments

     

Attachments as identified in the document

     

53.9015(b) Price Negotiation Memorandum Checklist Non-Competitive.

Contracting officers must use format in the following checklist as prescribed in 15.406-3.

PRICE NEGOTIATION MEMORANDUM CHECKLIST NON-COMPETITIVE

PNM Contents Checklist

PNOM

PNM

N/A

“FOR OFFICIAL USE ONLY (FOUO)” at the top and bottom of first and last page, and bottom of each page containing FOUO (DOD Manual 5200.01, Vol 4)

     

1. Subject

     

a. Contractor name, division or group and location

     

b. Contract or RFP Number (as applicable include modification number)

     

c. Item or service acquired

 

NA

 

d. Delivery and/or Period of Performance

     

2. Introductory summary

     

a. Date (s) of Negotiation and Agreement

NA

   

b. Contract action type (new contract, supplemental agreement, etc.)

 

NA

 

c. Tabular summary of cost, FCCOM, profit or fee and price:

     

(1) Proposed and objective positions

 

NA

 

(2) Proposed, objective and considered negotiated positions

NA

   

(3) Separate summaries for options, etc.

     

(4) Fee or profit rate for each position

     

(5) Award fee pool for each position (as applicable) Ceiling price and percentage for each position (as applicable for cost contracts)

     

(6) Contract type for each position (FFP, FP/EPA, CPFF, CPAF, etc.)

     

d. Approval authority

     

(1) Approval authority

     

(2) Approval date, meeting date (s), and participants

     

(3) Limitations and specific approving authority conditions

     

3. Details

     

a. Item or service identification:

     

(1) Quantity and type

     

(2) Previous buys for the same or similar items

     

(A) Date (s) of recent buys

 

NA

 

(B) Quantity

 

NA

 

(C) Contract type

 

NA

 

(D) Prior unit or total prices (target and finals if applicable and available: document separately recurring and nonrecurring costs)

 

NA

 

(E) Current unit or CLIN prices (may attach) with name of item, NSN, part number, quantities, etc., as applicable (document separately recurring nonrecurring costs)

 

NA

 

(F) Summary explanation of significant differences between the instant buy and most recent historical price (s)

 

NA

 

(G) Stock Position of Items (include date stock position, current unfilled orders, inventory consumption rate, due-in quantities, etc. Discuss any over or under position)

 

NA

 

b. Explain method for line item or unit prices

     

c. Fact-finding and negotiation dates, places, names, titles, and office symbols for the government and the contractor

     

d. Principal government and contractor negotiator identified

     

4. Acquisition situation

     

a. Acquisition background (contract type, pricing, etc.) indefinite-delivery contract and why it does or does not apply, surge and sustainment, etc.

     

b. Period of performance and delivery schedule (address resolution of differences between required, proposed and negotiated)

     

c. Outside influences and unusual time constraints

     

d. Government furnished facilities, equipment or other support unique to this acquisition

     

e. Unique features such as should cost, design-to-cost, life cycle cost, special payment procedures, and special provisions (clauses: savings, EPA, progress payments, performance based payments, validation of critical safety item and date , incentives, etc.)

     

5. Negotiation summary

     

a. Discussion of contractor price analysis, government price analysis, or no analysis performed

     

(1) Price element summary for proposed, objective, and considered negotiated amount. Discuss the position for proposed, objective and considered negotiated positions by topic.

     

(2) Price reasonableness basis or estimating technique (attach exemption or waiver if used instead of certified cost or pricing data). If using GSA schedule, the contracting officer must include a GSA contract for any relevant price information and document the results

 

NA

 

(3) Identify submission of data other than cost or pricing data necessary to determine a reasonable price. Discuss rationale and required updates (attach sales data, catalogues, competitive price list, independent market prices, other data, etc.)

     

(4) Identifies submission of subcontractor cost or pricing data necessary to determine a reasonable price. (Even if HCA waived the submission for prime contractor)

     

(5) Price analysis and objective adjustments resulting from requirement changes

     

(6) Significant differences between objective and negotiated amounts

NA

   

(7) Use of advisory information and report (s) to support the objective, including significant differences, objective, and final negotiated agreement.

     

b. Discuss analysis and support for proposed, objective and (PNM) negotiated positions

     

c. Identify proposal of record used to baseline the objective.

 

NA

 

d. When receiving certified cost and pricing data, a statement of the extent to which the contracting officer relied on contractor provided data except where specifically identified (including agreed to cut-off dates)

NA

   

e. Actions exceeding TINA threshold, the contracting officer must search the Contract Business Analysis Repository (CBAR) and document the results of CBAR search.

     

f. When performing cost analysis, major cost element summary with subparagraph index for proposed, objective and considered negotiated amounts (including direct and indirect costs for labor, materials,)

     

g. Discussions of cost analysis performed for each major cost element for contractor proposed, government objective and considered negotiated positions in the following areas:

     

(1) Summary breakout of major cost items

     

(A) Labor hours by rate category

     

(B) Identify and discuss indirect rate (s)

     

(C) Materials and other costs by category

     

(D) Subcontractor cost or pricing data

     

1. Requirement, availability, adequacy of and reliance on subcontractor cost or pricing data

 

NA

 

2. Sole source or competitive

 

NA

 

3. Extent and adequacy of the prime's review

 

NA

 

4. Why the contracting officer did not receive certified cost or pricing data when required (attach waiver or describe exemption)

 

NA

 

5. Why the contracting officer received certified cost or pricing data when not required

 

NA

 

(E) Basis or estimating method used

     

(F) Explanation of contractor data not relied on and reason for using other than contractor's data, identify data used to develop the government's position

     

(G) Rationale, sources, and currency of the data used to set the objective (include modification change determined to be noncommercial where originally determined commercial)

 

NA

 

(H) Significant differences between the objective and negotiated amounts

NA

   

(I) Use of advisory reports supporting the objective, including significant differences between them, the objective, and the final negotiated agreement

     

(J) For undefinitized contract actions: actual costs to date, % of completion, trends and, as applicable, the contractor's estimate to complete

     

(2) With incentive arrangements, describe the basis for share ratio (s) and ceiling price (s)

 

NA

 

(3) Profit (Fee). Explain how the contracting officer developed the objective

     

(A) If using WGM, state assigned weights and provide reasoning when weights are below or above normal. (DD 1547 Attached to the PNM)

 

NA

 

(B) If not using WGM, explain why and how the contracting officer developed the profit objective

 

NA

 

(C) List profit or fee rate (s) negotiated. If the contracting officer did not achieve WGM profit objectives during negotiations, explain why and support profit or fee rate negotiated

NA

   

g. Summarize and include a definitive statement on why the negotiated price is fair and reasonable. (Address the 25% limitation on price increases (DFARS 217.7505)

NA

   

h. Description of the basis of any escalation rates used for adjusting historical prices and for forecasting option year prices. See DoD Contract Pricing Reference Guide, Volume 2 Quantitative Techniques, Chapter 1 Using Price Index Numbers for potential sources of information, calculating adjustments, and other relevant topics.

     

i. Summarize and include a definitive statement on why the negotiated price is fair and reasonable. (Address the 25% limit on price increases (DFARS 217.7505)

     

6. Advisory reports and key documents

     

a. List government advisory reports (audit, pricing, technical, should cost, etc. Include title, report number and date.)

     

(1) Explain use of informal field support instead of formal report (s)

     

(2) Explain basis for any field reports required but not received

 

NA

 

b. Give status, explanation, and disposition of deficiencies on the following contractor systems that affect negotiations

     

(1) Accounting system (include adequacy of disclosure statement and compliance with cost accounting standards)

 

NA

 

(2) Purchasing system

 

NA

 

(3) Compensation system

 

NA

 

(4) Estimating system

 

NA

 

(5) Any other business systems

     

c. List and identify contractor-provided data other than cost or pricing data and cost or pricing data. Identify certificate of current cost or pricing data, if provided.

NA

   

7. Signatures

     

Include signatures of the author of the PNM, contracting officer and (as applicable) approval authority

     

8. Attachments

     

a. DD Form 1547 - Weighted Guidelines

     

b. DD Form 1861 - Facilities Capital Cost of Money (objective only)

     

c. Other attachments identified in the PNM

     

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