Standard Operating Procedures for pre-award and post-award review and approval of Acquisition and Contracting Actions by the Head of Contracting Activity in the Mid-Atlantic Region.

General Services Administration                                                        3ADM 2851.2

Mid-Atlantic Region                                                                           January 10, 2013

Philadelphia, PA 19107

GSA ORDER

Subject: Standard Operating Procedures for pre-award and post-award review and approval of Acquisition and Contracting Actions by the Head of Contracting Activity in the Mid-Atlantic Region.

1. Purpose: This Order restates, consistent with these stated authorities, Federal Acquisition Regulation, General Services Acquisition Manual, and related General Services Administration procedures and guidelines for the continued effective pre-award and post-award review of contract actions identified in those procedures and guidelines for acquisition functions in the Mid-Atlantic Region. The identified Standard Operating Procedures are intended to clarify roles and accountability of regional leadership and acquisition professionals. Their application will ensure that an effective and efficient acquisition and contracting review process is accomplished in a timely manner.
2. Authority: Pursuant to GSA Order ADM 5450.160 on August 30, 2012 set forth updated delegation of Head of Contracting Activity responsibilities within all GSA regions, services, and staff offices. GSA Order ADM 5440.649 on 2012 set forth, in pertinent part, that the acquisition support function including Head of Contracting Activity (HCA), acquisition advisory services, Regional Contract Officer Warrant Program (COWP), as well as staff, authorities, and other resources are transferred from the Regional Commissioners of PBS and FAS to the Office of the Regional Administrator in each region.
3. Objective: The Standard Operating Procedures set forth in this Order apply to all Federal Acquisition Service (FAS) and Public Buildings Services (PBS) acquisition functions in the Mid-Atlantic Region. All regional Acquisition Professionals, Contracting Officers and Contract Specialists must comply with these procedures for acquisition and contract actions within their area of responsibility.
4. Operating Procedures: To ensure an effective and efficient acquisition and contracting review process all acquisition documents that require review and approval by the HCA must be accompanied by the entire contract/project folder and must be presented at a minimum 5 days prior to execution. This will enable assigned reviewers sufficient time to determine if all required documents are in submitted files, to conduct an analysis and to determine if the file documents are consistent with the procurement strategy, thus ensuring accuracy in the acquisition process is compliance with acquisition authorities. The HCA may waive documentation and time requirements on a case-by-case basis based upon exigent circumstances.

All supporting documents that are required within the contract file along with the approving document must be in the contract/project folder. Supporting documents for pre-award reviews include but are not limited to supporting memoranda, funding documents, Synopses, Source Selection Plans, Statements of Work, IGEs, Market Surveys, Cost Benefit Analyses, Pre-Negotiation Memorandum, Competitive Range Determination, and required Forms.

Supporting documents for post-award reviews include but are not limited to supporting memoranda, Price Negotiation Memoranda, option justifications, modifications, determination of responsibility, waivers, award documents and terminations documents, as applicable.

As required by applicable regulation and policy, the HCA must review and approve the following actions regardless of the dollar value:

• Warrant Authority
• COWP Waivers
• Ratifications
• Class Determinations and Findings
• Gratuity Clause Violations
• Determinations to proceed with contract award or performance notwithstanding an agency level or GAO bid protest
• Qualification Requirement Justifications

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Sara Manzano-D                                                                                              Date

Regional Administ tor GSA Mid-Atlantic Re