Ways To Negotiate With FEMA
Acquisition Nitty-gritty
Just as all other Federal acquisition offices, FEMA buys stores or services according to the Federal Acquisition Regulation (FAR) by either using sealed bidding or negotiation. For your info and easy reference, these techniques have been summarized below. When responding to the Office’s stated requirements, close scrutiny should be paid to references to the FAR and certain instructions provided.
Acquisition by Sealed Proposition
When an award over $25,000 is likely, an obtainment office will publish a summary of the requirement in the Commerce Business Daily. The terms may also by publicized through trade organizations, listing of the solicitation in other National agencies, etc.
An Invitation for Bids (IFB) will consist of either a duplicate of the specifications for the needed item or will explain how a copy can be secured. It will also include procedures for the preparation of contract proposals and will explain the specifics of purchase, item delivery and payment. Bids submitted on a proposed purchase are publicly opened in the procurement office at the time specified in the solicitation. A Public employee presiding over the bid opening will read aloud the required facts about each proposition (including terms, price, etc.). When filling demands by this process, a purchasing office may also send an IFB to firms included on its “bidder’s List” for the specific item/services wanted. After subsequent analysis and interpretation, a contract will be awarded to the lowest responsive and responsible bidder.
Procuring by Negotiations
Under many circumstances, Governmental agencies are authorized to make purchases by direct negotiating with qualified suppliers and without formally advertising bids. For example, a purchase may be made by negotiation if for any reason it is impossible to fabricate adequate specifications. In those cases, the procurement department will synopsize the requirement in the Commerce Business Daily and will issue a request for proposal to all interested suppliers. Proposals received in response to the RFP will be evaluated according to criteria set forth in the solicitation.
Simplified Purchasing Procedures
Of the greatest interest to many small business companies is the contracting procedure that simplifies and speeds up the procurement of low cost, high demand items. Under this allowance, known as “Simplified Acquisition Procedures,” procurement of supplies and services totalling to $100,000 or less may be purchased by obtaining informal quotations from vendors and implementing the transaction by simplified contracting procedures.
This course, while expediting the procurement, does not eliminate the requirement for competitive bidding. Purchases of more that $2,500 require the solicitation of three suppliers, and the markets are typically restricted to the local business area. Contracts not exceeding $2,500 may be made without the need for competitive price quotes, if the prices are considered believable. Quotations under $2,500 are generally solicited orally. Written solicitation are used when (1) the businesses are outside the local area, (2) unusual specifications are involved, (3) a large number of line items are included in a single contract, (4) obtaining voiced quotations is not considered economical or possible. Contracts issued under these workings are normally identified as a Request for Quotation (RFQ).
Unrequested Offers
FEMA accepts unsolicited proposals for commodities and services, which contribute, to the objectives of the Agency. Unsolicited proposals are written offers to perform a proposed task or effort, initiated by a prospective firm and submitted to FEMA with the objective of obtaining an arrangement.
A valid unsolicited offer must be innovative and unique, be independently originated and developed by the potential vendor, without Government direction and include adequate detail to determine if it is a worthwhile effort that could benefit the center.
You can find more resources on government acquisition at ContractSecrets.com
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