AFARS APPENDIX BB

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Part 1 --General

BB-100 -- Function.

The function covered by these checklists is Contract Office Management.

BB-101 -- Purpose.

The purpose of the Institutional Contracting checklist, Part 2, is to assist managers at all levels in evaluating compliance with the key management controls listed below. In addition, Parts 3 and 4 are provided to assist contingency contracting officers/office chiefs and their respective Principal Assistants Responsible for Contracting (PARC) to ensure specific key management controls that are required for a contingency environment are in compliance with the key management controls listed below. The checklists are not intended to cover all controls.

BB-102 -- Instructions.

Answers must be based on actual testing of key management controls (e.g., document analysis, direct observation, sampling, simulation, other). Answers, which indicate deficiencies, must be explained and corrective action indicated in supporting documentation. The AFARS provides the policy guidance and prescribed procedures for nearly all aspects of the contracting process; therefore, it is not reasonable, nor possible to include a test question for each element in this management control process. For this reason the Institutional Contracting checklist is not intended to be all-inclusive and should be supplemented to include areas specific to each contracting activity (e.g., Major Systems, etc.). The contingency contracting test questions with specific instructions are provided in Part 3, “OCONUS Contingency Contracting Test Questions,” and Part 4, “CONUS Contingency Contracting Test Questions.” Any added supplemental questions should be geared towards identifying potential problem areas in order to correct/improve the processes before they are raised, or become systemic. Formal evaluations of key management controls must be conducted at least once every five years (AR 11-2).

BB-103 -- Superseded.

This Appendix BB replaces Appendix BB 2001 edition.

Part 2

Institutional Contracting Test Questions

BB-200 -- Event Cycle 1: Management of the Acquisition Function

Step 1: Acquisition Activity Procedures and Functions.

Step 2: Requiring Activity Coordination.

Step 3: Office Automation.

Step 4: Staffing, Facilities, and Training.

Step 5: Acquisition Reports and Reviews.

Step 6: Social and Economic Goals.

Step 7: Standards of Conduct.

BB-201 -- Event Cycle 2: Presolicitation

Step 1: Initial purchase tasking receipt and review.

Step 2: Acquisition method selection and planning.

Step 3: Competition Considerations.

Step 4: Solicitation preparation and review.

Step 5: Solicitation public notices and announcements.

BB-202 -- Event Cycle 3: Solicitation, Evaluation, and Award.

Step 1: Solicitation distribution, amendment, and cancellation:

Step 2: Bid opening and proposal closing:

Step 3: Responsiveness and certifications.

Step 4: Mistakes and protest resolution.

Step 5: Technical Evaluation.

Step 6: Price or Cost evaluation.

Step 7: Past Performance Evaluation:

Step 8: Responsibility determination, certification of competency and verification of EPLS and CCR.

Step 9: Approvals, congressional notices, and business clearances prior to award.

Step 10: Contract distribution, synopsis, and notice of award.

BB-203 -- Event Cycle 4: Contract Administration

Step 1: Functional representatives’ responsibilities and limitations.

Step 2: Postaward orientation conferences.

Step 3: Contract modifications.

Step 4: Government property administration.

Step 5: Quality assurance.

Step 6: Delinquency Actions and Terminations.

Step 7: Defense Contracting Audit Agency (DCAA) audits on cost reimbursement contracts.

Step 8: Receiving reports, acceptance, final payment, contract completion. and contractor evaluation.

BB-204 -- Event Cycle 5: Special Acquisition Situations and Requirements

Step 1: Simplified Acquisition Procedures.

Step 2: Construction Requirements

Step 3: Job Order Contracting (JOC)

Step 4: Architect-Engineers (AE) Requirements.

Step 5: Services and Performance Based Contracting.

Step 6: Acquisition of Information Technology.

Step 7: Major System Acquisitions.

Step 8: Research and Development Requirements.

Step 9: Undefinitized Contract Actions (UCAs)

Step 10: Financial and Cost Aspects of Other Transactions for Prototype Projects.

Step 11: Financial and Cost Aspects for Technology Investment Agreements (TIAs). (A TIA is defined as a class of assistance instruments that may be used to carry out basic, applied, and advanced research projects when it is appropriate to use assistance instruments, and the research is to be performed by for-profits or by consortia that include for-profits firms, particularly firms that have done business with the Government.)

Outside Continental United States (OCONUS) Contingency Contracting Test Questions

Part 3, OCONUS Contingency Contracting Test Questions, is to be completed separately from Parts 2 and 4. This part is to be used by Office Chiefs/Directors that are deployed into a theatre of operations and are supporting contingency missions. The term “contingency contracting” means contracting support provided in response to a declared contingency operation in accordance with 10 USC 101(a)(13) (see also FAR Subpart 2.1, Definitions). The support may be provided in a mature or immature operational environment, and may be long term or short term. These test questions are to be used to ensure that the Office Chiefs/Directors are following the internal controls established within Part 3. The test questions will be provided to the Office Chief/Director at the outset of the deployment. Each Office Chief/Director will complete and submit Part 3 to his/her respective PARC at the midpoint during the Office Chief/Director’s tour. The PARC will provide feedback to the Office Chief/Director to ensure that the internal controls in place are being followed. Prior to redeployment, the Office Chief/Director will complete and submit a final checklist to the PARC. The final checklist will be retained in the continuity book to serve as a baseline for the next Office Chief/Director. In addition, the checklist(s) information will be included in the PARC’s annual assurance statement to ensure compliance with internal controls.

BB-300 -- Event Cycle 1: Management of the Acquisition Function

Step 1: Acquisition Activity Procedures and Functions.

Step 2: Requiring Activity Coordination.

Step 3: Office Automation.

Step 4: Staffing, Facilities, and Training.

Step 5: Acquisition Reports and Reviews.

Step 6: Socio-Economic (applicable OCONUS only when theater policy promotes or requires contracting with host nation businesses; legislative permission may be required)

Step 7: Standards of Conduct.

BB-301 -- Event Cycle 2: Presolicitation

Step 1: Initial purchase tasking receipt and review.

Step 2: Acquisition method selection and planning.

Step 3: Competition Considerations.

Step 4: Solicitation preparation and review.

Step 5: Solicitation public notices and announcements.

BB-302 -- Event Cycle 3: Solicitation, Evaluation, and Award.

Step 1: Solicitation distribution, amendment, and cancellation:

Step 2: Proposal and quotation closing:

Step 3: Responsiveness and certifications.

Step 4: Mistakes and protest resolution.

Step 5: Technical Evaluation.

Step 6: Price or Cost evaluation.

Step 7: Past Performance Evaluation:

Step 8: Responsibility determination, certification of competency and verification of EPLS and CCR.

Step 9: Approvals, congressional notices, and business clearances prior to award.

Step 10: Contract distribution, synopsis, and notice of award.

BB-303 -- Event Cycle 4: Contract Administration

Step 1: Functional representatives’ responsibilities and limitations.

Step 2: Postaward orientation conferences.

Step 3: Contract modifications.

Step 4: Government property administration.

Step 5: Quality assurance.

Step 6: Delinquency Actions and Terminations.

Step 7: Defense Contracting Audit Agency (DCAA) audits on cost reimbursement contracts.

Step 8: Receiving reports, acceptance, final payment, contract completion, and contractor evaluation.

BB-304 -- Event Cycle 5: Special Acquisition Situations and Requirements

Step 1: Simplified Acquisition Procedures.

Step 2: Construction Requirements

Step 3: Job Order Contracting (JOC)

Step 4: Services and Performance Based Contracting.

Step 5: Acquisition of Information Technology.

Step 6: Undefinitized Contract Actions (UCAs)

Continental United States (CONUS) Contingency Contracting Test Questions

CONUS Contingency Contracting Test Questions supplements Part 2 and will be incorporated therein for inclusion to the PARC’s Annual Assurance Statement. The term “contingency contracting” means contracting support provided in response to a declared contingency operation in accordance with 10 USC 101(a)(13) (see also FAR Subpart 2.1, Definitions). The support may be provided in a mature or immature operational environment, and may be long term or short term. This checklist is intended for review of actions executed by deployed Contracting Officer/Team Leader of the contingency team is required to submit Part 4 to the responsible PARC within 7 calendar days after completion of his/her tour/contingency, or as requested by the PARC.

BB-400 -- Event Cycle 1: Management of the Acquisition Function

Step 1: Acquisition Activity Procedures and Functions.

Step 2: Requiring Activity Coordination.

Step 3: Office Automation.

Step 4: Staffing, Facilities, and Training.

Step 5: Acquisition Reports and Reviews, as applicable by the Contracting Organization responsible for the contingency.

Step 6: Social and Economic Goals.

BB-401 -- Event Cycle 2: Presolicitation

Step 1: Initial purchase tasking receipt and review.

Step 2: Acquisition method selection and planning.

Step 3: Competition Considerations.

Step 4: Solicitation preparation and review.

Step 5: Solicitation public notices and announcements.

BB-402 -- Event Cycle 3: Solicitation, Evaluation, and Award.

Step 1: Solicitation distribution, amendment, and cancellation:

Step 2: Proposal and quotation closing:

Step 3: Responsiveness and certifications.

Step 4: Mistakes and protest resolution.

Step 5: Technical Evaluation.

Step 6: Price or Cost evaluation.

Step 7: Past Performance Evaluation:

Step 8: Responsibility determination, certification of competency and verification of EPLS and CCR.

Step 9: Approvals, congressional notices, and business clearances prior to award.

Step 10: Contract distribution, synopsis, and notice of award.

BB-403 -- Event Cycle 4: Contract Administration

Step 1: Functional representatives’ responsibilities and limitations.

Step 2: Postaward orientation conferences.

Step 3: Contract modifications.

Step 4: Government property administration.

Step 5: Quality assurance.

Step 6: Delinquency Actions and Terminations.

Step 7: Defense Contracting Audit Agency (DCAA) audits on cost reimbursement contracts.

Step 8: Receiving reports, acceptance, final payment, contract completion, and contractor evaluation.

BB-404 -- Event Cycle 5: Special Acquisition Situations and Requirements

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