MS 730: Acquisition Plans |
Date: 3/28/91
Office: M/C
Supersedes: 10/11/89
Table of Contents
Attachments
Table Of Contents
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Attachments
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Attachment A |
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Attachment B |
Contracts and Purchase Orders - Other than Volunteer Training |
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Attachment C |
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Attachment D |
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Attachment E |
1.0 Purpose
This manual section prescribes policies and procedures for the developing acquisition plans. Acquisition plans provide timely acquisition, maximize competition, and consolidate like acquisitions that are similar. Acquisition planning assists the Office of Contracts (M/C) and the field Contracting Officers in anticipating demand for staff resources for procurement requests.
2.0 Policy
Peace Corps offices/posts shall perform acquisition planning and conduct
market surveys for acquisitions in order to promote and provide for full and
open competition as required by the Competition in Contracting Act. When full
and open competition is not required by the Act, the Contracting Officer shall
obtain competition to the maximum extent practicable with due regard to the
nature of the supplies and services being acquired. Planning must integrate the
efforts of all personnel responsible for significant aspects of the acquisition.
The purpose of acquisition planning and plans is to ensure that the
Peace Corps meets its needs in the most effective, economical and timely manner,
thereby reducing the problems caused by hastily drawn specifications, inadequate
response time, lack of competition and inadequate contract monitoring. The
Federal Acquisition Regulations (FAR) stipulates that in no case shall lack of
acquisition planning or concerns related to the amounts of funds available to
the agency for acquisition constitute justification for awarding a contract
without full and open competition.
The Federal Acquisition Regulation
(FAR) stipulates that in no case shall lack of acquisition planning or concerns
related to the amounts of funds avaiable to the Agency for acquisition
constitute justification for awarding a contract without full and open
competition.
All Peace Corps offices are required to develop an
acquisition plan for acquisitions in excess of $10,000 each and to update the
plan on a regular basis. Acquisition plans shall include new acquisitions,
renewals, and reacquisitions.
3.0 Scope
This manual section applies to all planners--headquarters offices, domestic field offices, and overseas posts--when an anticipated acquisition for services, equipment, and supplies exceeds $10,000 and the acquisition is to be performed by the Contracts Office (M/C).
4.0 Responsibilities
The following procedures are to be adhered to in the development and submission of acquisition plans.
4.1 Identification of the Need
Identification of the need for contractual services, supplies, and equipment (lease or purchase) must be made at each office and overseas post as early as possible and should be incorporated into the program planning and budget process for each activity. Domestic field offices and headquarters offices should identify contracting needs when preparing plans and budgets for the coming fiscal year, in advance of the required annual acquisition plan submission date (see paragraph 6.3.) and in advance of the fiscal year in which the contract is necessary.
4.2 Content of the Plan
Each Peace Corps office/post shall prepare an annual acquisition plan for the
coming fiscal year; only contracts or purchase orders in excess of $10,000 need
be listed. The plan will comprise two parts:
- CONTRACTS/PURCHASE ORDERS - VOLUNTEER TRAINING (ATTACHMENT A)
- CONTRACTS/PURCHASE ORDERS - OTHER THAN VOLUNTEER TRAINING (ATTACHMENT B)
ATTACHMENTS A and B set forth the minimum reporting data required. Offices may modify these forms to include additional data considered necessary for their own management purposes. See ATTACHMENTS C and D for examples.
4.3 Submission of Plans
Each Country Director shall submit an acquisition plan to the appropriate
Regional Director as part of the IPBS. The Regional Director shall then
incorporate country acquisitions plans into an operational plan for the Region.
Each Associate Director, Regional Director and Staff Office Director shall
submit to the Director of the Office of Contracts (M/C) an advance annual
acquisition plan for their organization for the coming fiscal year (concurrent
with the IPBS detailed operating plan end August to mid-September). The plan
shall be updated quarterly to reflect major changes in operating plans, funding
levels, etc. The plan may also be updated on an ad hoc basis if major changes
are made between quarterly submissions.
NOTE: In addition to the
acquisition plans for acquisitions to be reported in the IPBS, Country Directors
shall develop, as part of the post planning and budget system, a post
acquisition plan to ensure timely execution and renewal of all purchase orders,
contracts and leases. Such planning facilitates the consolidation of like
acquisitions and maximizes the benefits derived from quantity buying and
competitive acquisition procedures.
The submission schedule for acquisition
plans to M/C is as follows:
| Report | Submission Date |
| Initial Annual plan for new FY | May (with approved Strategic Plan and Budget (Stage I) |
| Annual Plan for new FY | September (with IPBS detailed Operating Plan (Stage II) |
| 1st Quarter Update | October |
| 2nd Quarter Update | January |
| 3rd Quarter Update | April |
| 4th Quarter Update | July |
4.4 Review of Plans
Acquisition plans submitted to M/C will be reviewed for the purposes of anticipating workload, scheduling and consulting with requiring offices (planners) concerning policy, legal and/or programmatic factors bearing on the acquisition. Such factors may include: contractor versus government performance, equipment lease versus purchase, life-cycle costs, publication requirements, special approvals from OMB or GSA, small business or labor set-aside determinations and the consolidation of like requirements. Planned non-competitive acquisitions may also require prior review by the agency's Competition Advocate. Where practicable, agencies are required to acquire supplies in such quantities as will result in the total cost and unit cost most advantageous to the Government without exceeding the quantity reasonably expected to be required by the agency. Factors for consideration in the planning process are set forth in detail in FAR Part 7.
5.0 Prevention of Wasteful Year-end Spending
Employees are reminded of the appropriate standards and internal controls
that apply to wasteful spending (see Code of Ethics for Government Service and
OMB Circular No. A-123). Disciplinary action should be taken against officers or
employees who waste public funds, as prescribed by existing laws and
regulations. Employees may report waste and fraud by calling the hotline
number(s) of the Office of Inspector General. This number is listed in the Peace
Corps telephone directory.
To prevent wasteful year-end spending,
employees should utilize the checklist in ATTACHMENT E.
6.0 Authorities & References
Competition in Contracting Act, PL 98-369;
OMB Circular A-120, Guidelines
for the USe of Advisory and Assistance Services;
Federal Acquisition
Regulation (FAR), 48 CFR, Part 7, Acquisition Planning;
Financial Managers
Integrity Act, PL 97-255;
OMB Circular A-123, Internal Control Systems;
OMB Policy Letter 81-1 dated August 13, 1981, Procurement Procedures,
Advanced Procurement Planning and Review of End-or-Year Purchases;
5 CFR,
Part 735, Employee Responsibilities and Conduct; and
22 CFR, Part 307,
Peace Corps Standards of Conduct (Manual Section 641).
7.0 Definitions
7.1 Acquisition
The acquiring by contract of supplies or services by and for the use of the Federal Government through purchase or lease, whether the supplies or services are already in existence or must be created, developed, demonstrated and evaluated.
7.2 Acquisition Plan
A written plan developed by the requiring office/post addressing the technical, management and business considerations of a given acquisition or group of acquisitions which identifies milestones at which decisions should be made.
7.3 Acquisition Planning
The process by which the efforts of all personnel responsible for an acquisition are coordinated and integrated through a comprehensive plan for fulfilling the agency need in a timely manner and at a reasonable cost. It includes developing the overall strategy for managing the acquisition.
7.4 Competition Advocate
A senior agency official designated by the Director of Peace Corps to review acquisitions of the agency for the purposes of promoting full and open competition to the maximum extent practicable.
7.5 Contracting Officer
An official designated to enter into or administer contracts and make related
determinations and findings. (Country Directors, VRS field Purchasing Agents,
Headquarters Purchasing Agents and the Director of the Contracts Office have
been designated Contracting Officers for the Peace Corps.)
7.6 Life-Cycle Cost
The total cost to the Government of acquiring, operating, supporting and, if applicable, disposing of the items being acquired.
7.7 Market Survey
Attempts made to ascertain whether other qualified sources capable of satisfying the Government's requirement exist. This testing of the marketplace may range from written or telephone contacts with knowledgeable federal and non-federal experts regarding similar or duplicate requirements, the review of any market test recently undertaken, or more formal procedures such as sources-sought announcements in pertinent publications (e.g., technical/scientific periodicals or the Commerce Business Daily) or solicitations for planning purposes or information.
7.8 Planner
As used in this context, the designated person or office responsible for developing and maintaining a written acquisition plan.
8.0 Effective Date
This manual section shall take effect on the date of issuance.