CLASS 9 AUTOMATED PURCHASING AND MANAGEMENT ISSUES

 

Purchasing Process:

      Requisition

                  Operating manager's needs

                  MRP/inventory requirement based on integrated supply chain

                  Facility maintenance, house keeping, supply

 

      Order Placement/Negotiation

                  Negotiate on high dollar/technical items

                  Routine orders thru blanket agreements, ordering agreements

 

      Preparation/Issuance of Purchase Order

                 

      Expediting

 

      Receiving

                  Receipt/Verification/Approval of Product

 

      Accounts Payable

                  Invoice - Receipt Documents Merged

                  Payment Authorized

 

DATA BASE REQUIREMENTS:

 

      Vendor Data

                  Product/Price/Quality-Delivery History

 

      Product Data

                  Stock Number/Price History/Vendor Interface/Performance

                  Inventory Interface

 

      Customers (Data Base, on-line requisitions, order processing/status)

 

      Requisition Process

                  System Generated (MRP, BOM)

                              - Based on EOQ, Production Schedules, automatic-

                                no authorization required

                              - Inventory-level Generated (for required stockage levels)  

 

General Indicators of Procurement Performance:

 

1.      Procurement Administrative Lead Time (PALT) - average time from receipt of a complete requisition to award.

2.      Solicitation Administrative Lead Time (SALT) - average time from solicitation issuance to award.

3.      Number of protests filed vs. number of awards, number of protests lost vs number of protests filed.

4.      Percentage increase from awarded contract amount to contract amount at completion.

5.      Percentage of contracts/orders using past performance as a significant evaluation factor, number of cases where past performance evaluation made a difference in an award decision.

6.      Percentage of COs meeting warrant training requirements.

7.      Percentage of service contracts using performance-based contracting methods.

8.      Percentage of contracts where contract delivery date meets actual delivery/ acceptance date.

9.      Use of Standard Performance Reports.

10.  Percentage of contracts completed within the timeframes established in the Individual Contract Plan.

11.  Average time from issuance of change order to completion of negotiations.

12.  Percentage of service contract dollars that are fixed price vs. total service contract dollars.

13.  Percentage of contracts resulting in cure notices, percentage of cure notices resulting in default, percentage of contracts terminated for default, percentage of cost increase due to defaults.

14.  Number of warranty claims.

15.  Number of major adverse findings from reviews by external organizations such as the OIG, GAO, or headquarters.

16.  Number of commendations from reviews by external organizations such as OIG, GAO or headquarters

17.  Percentage of formal recommendations (e.g., OIG) that were corrected in a timely manner.

18.  Number of times award to other than the low offeror was justified by best value analysis (other than past performance).

 

Specific Indicators the may be appropriate:

 

Timeliness:

 

1.      Procurement Administrative Lead Time (PALT) - average time from receipt of a complete requisition to award, measured in dollar value categories: $0 - 25,000, $25,001 - $100,000, $100,000 - 500,000, and over $500,000. Data may also be broken out according to type of procurement, if desired.

2.      Solicitation Administrative Lead Time (SALT) - average time from solicitation issuance to award, measured in the same dollar categories as PALT. Data may also be broken out according to type of procurement, if desired.

3.      Number of RFQs issued through various e-commerce means (FACNET, e-catalog, e-mall, etc.) as a percentage of eligible transactions (if applicable) and number of purchase orders issued through e-commerce as a percentage of simplified acquisitions (if applicable).

4.      Number of solicitations issued through the Internet, or other electronic means other than FACNET, as a percentage of simplified acquisitions (if applicable).

5.      Percentage of delivery orders/task orders under IDIQ contracts placed electronically (if applicable)

6.      Number of purchase card transactions as a percentage of total simplified acquisitions; percentage of dollars spent via purchase cards vs. total simplified acquisitions; percentage of transactions under $2,500 made by purchase cards

7.      Percentage of contracts where contractual delivery date met actual delivery/ acceptance date.

8.      Number of disputes, protests or other issues resolved or avoided by Alternative Dispute Resolution.

9.      Standard Performance Reports - Summary of Advance Acquisition Plans, Anticipated Construction Projects Report, Subcontracting Report for Individual Contracts (SF294), etc..

 

 Quality:

 

1.      Number of protests filed vs. number of awards, broken out into useful categories such as dollar value or commodity.

2.      Number of protests lost vs. number of protests filed.

3.      Percentage of contracts/orders using past performance as a significant evaluation factor (i.e., more than 25%)

4.      Number of cases where past performance evaluation made a difference in an award decision.

5.      Percentage of service contracts using performance based contracting methods.

6.      Percentage of contracts where contract delivery date meets actual delivery/acceptance date.

7.      Percentage of organization s total obligated dollars spent acquiring commercial items.

8.      Percentage of organization s total obligated dollars spent using special commercial items procurement methods.

9.      Standard Performance Reports - Summary of Advance Acquisition Plans, Anticipated Construction Projects Reports, Subcontracting Report for Individual Contracts (SF294).

 

 

Price:

 

1.      Use of electronic systems (which enhance the competitive base and result in lower prices), expressed as the percentage of eligible RFQs which are issued electronically, the number of purchase orders issued electronically as a percentage of simplified acquisitions, the number of solicitations issued through the Internet, as a percentage of simplified acquisitions, and the percentage of IDIQ orders placed electronically.

2.      Use of purchase cards (which can enhance the competitive base and result in lower prices), expressed as percentage of simplified acquisition transactions conducted through purchase cards, percentage of dollars spent via simplified acquisition conducted through purchase cards, percentage of transactions under $2,500 made by purchase card.

3.      Percentage increase from awarded contract amount to contract amount at completion.

4.      Percentage of contracts/orders awarded using past performance as a significant evaluation factor; and the number of cases where past performance evaluation made a difference in an award decision.

5.      Percentage of service contracts using performance based contracting methods.

6.      Percentage of organization s total obligated dollars spent purchasing commercial items.

7.      Percentage of organization s total obligated dollars spent using special commercial items procurement methods.

8.      Standard Performance Reports - Individual Contract Action Report, Summary of Acquisition Actions $25,000 or Less.

9.      Average time from issuance of change order to completion of negotiations (the shorter the time period, the better the Government s bargaining position).

10.  Percentage of service contract dollars that are fixed price vs. total service contract dollars.

11.  Number of warranty claims.

12.  Number of major adverse findings from reviews by external organizations such as the OIG, GAO or headquarters.

13.  Number of commendations from reviews by external organizations such as the OIG, GAO or headquarters.

14.  Number of times award to other than the low offeror was justified by best value analysis.

 

Service and Partnership (with supported activities):

 

1.      Timeliness of services (i.e., PALT/SALT).

2.      Purchase card statistics (Number of purchase card transactions as a percentage of total simplified acquisitions; percentage of dollars spent via purchase cards vs. total simplified acquisitions; percentage of transactions under $2,500 made by purchase cards; numbers of cards held by program officials).

3.      Percentage increase from awarded contract amount to contract amount at completion.

4.      Percentage of contracts/orders using past performance as a significant evaluation factor, and the number of cases where past performance evaluation made a difference in an award decision.

5.      Percentage of individuals receiving COR training during prior 3 years.

6.      Percentage of service contracts using performance based contacting methods.

7.      Good contractor performance (percentage of contracts where contract delivery date meets actual delivery/acceptance date).

8.      Percentage of organization s total obligated dollars spent purchasing commercial items and percentage of organization s total obligated dollars spent using special commercial items procurement methods.

9.      Standard Performance Reports - Minority Business Development Plan and Activities, Summary of Advance Acquisition Plans, Anticipated Construction Projects Report, Subcontracting Report for Individual Contracts (SF294).

10.  Percentage of contracts completed within the timeframes established in the Individual Contract Plan.

11.  Percentage of service contract dollars that are fixed price vs. total service contract dollars.

12.  Percentage of contracts resulting in cure notices, default, termination of any kind, cost increases due to defaults.

13.  Number of warranty claims.

 

Meeting Mission Goals:

 

1.      Procurement Administrative Lead Time (PALT). Average time from receipt of a complete requisition to award.

2.      Solicitation Administrative Lead Time (SALT). Average time from solicitation issuance to award.

3.      Number of protests filed vs. number of awards.

4.      Number of protest lost vs. number of protests filed.

5.      Number of purchase card transactions as a percentage of total simplified acquisitions.

6.      Percentage of dollars spent via purchase cards vs. total simplified acquisitions.

7.      Percentage of transactions under $2,500 made by purchase cards.

8.      Percentage of contracts where contractual delivery date met actual delivery/acceptance date.

9.      Use of Standard Performance Reports.

 

Quality of Workforce:

 

1.      Percentage of individuals receiving COTR Training during the prior three years.

2.      Review of the warrant training received, assurance of FAI compliant training or DAWIA compatible Level Certification;

3.      Use of the Contract Specialist Workbook, as a desktop reference

4.      Access to Internet or other automated research tools. Comparison of procurement professionalism by reviewing publications such as "Workforce Quality and Federal Procurement: An Assessment" prepared by the U.S. Merit System Protection Board

 

Use of Information Technology in Procurement:

 

1.      The number of RFQs issued electronically as a percentage of eligible transactions.

2.      The number of purchase orders issued electronically as a percentage of simplified acquisitions.

3.      The percentage of delivery order/task order under IDIQ contracts placed electronically.

4.      The number of purchase card transactions as a percentage of total simplified acquisitions.

5.      The percentage of dollars spent via purchase cards vs. total simplified acquisitions.

6.      The percentage of transactions under $2,500 made by purchase cards

7.      Standard Performance Reports - Individual Contract Action Report, Summary of Acquisition Actions $25,000 or Less, other existing reports.

 

Use of Innovative Procurement Techniques:

 

1.      Electronic Commerce: Number of RFQs or solicitations issued electronically (through FACNET or Internet) as a percentage of eligible transactions; Number of purchase orders issued electronically (through FACNET or Internet) as a percentage of simplified acquisitions;.

2.      Purchase Cards: Number of purchase card transactions as a percentage of total simplified acquisitions; Percentage of dollars spent via purchase cards vs. total simplified acquisitions; Percentage of transactions under $2,500 made by purchase cards.

3.      Past Performance: Percentage of contracts/orders using past performance as a significant evaluation factor; Number of cases where past performance evaluation made a difference in an award decision.

4.      Commercial Items: Percentage of organizations s total obligated dollars spent acquiring commercial items and percentage of organization s total obligated dollars spent using special commercial items procurement methods.

5.      Performance-based Service Contracting: Percentage of service contracts using performance based contracting methods; Percentage of service contract dollars that are fixed price vs. total service contract dollars.

6.      Alternative Dispute Resolution: Number of disputes, protests or other issues resolved by ADR.

7.      Best Value: Number of times award to other than the low offeror was justified by best value analysis.

 

 

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