R3 SUPPLEMENT 6309.32-2004-1
EFFECTIVE DATE: January 25, 2004
DURATION: This supplement is effective until superseded or removed.
6309.32_4G07
Page 1 of 7
FSH 6309.32 – FEDERAL ACQUISITION REGULATION
PART 4G07 – ACQUISITION PLANNING
PART 4G07 – ACQUISITION PLANNING
Subpart 4G07.1 – Acquisition Plans
4G07.102 Policy.
Planning. Procurement Planning and Grants and Agreements Planning are
an essential part of the annual work plan process. As a result of an increase in
Grants and Agreements activities, advanced planning for grants and agreements
has become a necessity. This tool will enable the G&A Staff to provide timely
support of Programs, ensure that staffing is adequate during high-impact periods,
and avoid fourth quarter awards. Communication between Program Managers and
the Grants and Agreements Staff will improve the G&A process and help to meet
performance goals.
(a)
Reporting Procurement Needs. Each organizational activity
shall submit to the appropriate Contracting Office a listing of
planned procurement needs in accordance with the Zone or
Contracting Office procedures using Exhibit R3-07-1.
Reporting Grants and Agreements Needs. Each organizational
Activity shall submit to the appropriate Grants and Agreements
Office a listing of planned grant and agreement needs, including
competitive grants and agreements (RFPs) using Exhibit R3-072.
Grants and Agreements Specialists should be included in any
negotiations with outside entities at the beginning of the
agreements process. Advanced planning of the Grants and
Agreements program of work will provide for adequate staffing
in Grants and Agreements and selection of proper instruments.
For purposes of the advance planning process, type of
instrument may be unknown when the plan is submitted. The
critical information for planning is amount, purpose of
agreement, and Program Staff contact.
(b)
Responsibilities. Program managers, contracting officers, grants
and agreements specialists and budget officers cooperate in the
development of the Acquisition Plan and the Grants and
Agreements Plan.
R3 SUPPLEMENT 6309.32-2004-1
EFFECTIVE DATE: January 25, 2004
DURATION: This supplement is effective until superseded or removed.
6309.32_4G07
Page 2 of 7
FSH 6309.32 – FEDERAL ACQUISITION REGULATION
PART 4G07 – ACQUISITION PLANNING
Forest Supervisors. Forest Supervisors shall develop a listing of
planned procurement needs for the upcoming fiscal year, prepare acquisition
plans in accordance with the appropriate contracting office, and submit the
acquisition plan to the Director of Acquisition Management annually by July
15.
A listing of planned grants and agreements needs for the upcoming
fiscal year shall be submitted to the responsible Grants and Agreements
office by July 15.
Forest Supervisors shall develop and submit monthly an updated
Acquisition Plan and Grants and Agreements Plan. Revised updated plans,
for each month, shall be submitted to the responsible office prior to the first
day of the month. If there are no updates for the month, a negative response
shall be submitted.
Regional Office Staff Directors. Regional Office Staff Directors shall
develop a listing of planned procurement needs and grants and agreements
needs for the upcoming fiscal year and submit to Acquisition Management
annually by July 15. Staff Directors shall submit an updated listing prior to
the first day of the month.
Director of Acquisition Management. The Director of Acquisition
Management will prepare the initial Acquisition Plan and Grants and
Agreements Plan for the Regional Office. The Director will also revise the
plans after receiving the monthly updates.
The Director will approve proposed revision to the Regional Office plans after
the monthly updates. Generally, revision after the monthly updates will be
made as a result of budget changes, emergencies such as pest infestations,
public exigencies, changes in program direction and similar events.
The Director certifies work assignments for Forest and Regional Office
Contracting Officers from the acquisition plans in accordance with FSAR
4G01.670.
The Director monitors acquisition plan accomplishments using the Form SF279 database for planning and reporting of contract actions.
The Director monitors grants and agreements plan accomplishments using
the INFRA database for planning and reporting of grants and agreements
actions.
R3 SUPPLEMENT 6309.32-2004-1
EFFECTIVE DATE: January 25, 2004
DURATION: This supplement is effective until superseded or removed.
6309.32_4G07
Page 3 of 7
FSH 6309.32 – FEDERAL ACQUISITION REGULATION
PART 4G07 – ACQUISITION PLANNING
(c) Revisions to the Acquisition Plan. If there are no updates for the month,
a negative response shall be submitted to the appropriate individual in Acquisition
Management (Supervisory Contracting Officer or Regional Grants and Agreements
Specialist). Each monthly revision to the plan shall only identify those changes for
that particular month.
(d) Acquisition Plan Maintenance. Each responsible contracting office is
responsible for monitoring the submission of Requests for Contract Action or
requisitions listed on their respective plans. If Requests for Contract Actions or
requisitions are not received on time, follow-up action shall be taken with the
responsible unit and the plan shall be documented accordingly. Late Requests for
Contract Actions or requisitions shall not be given priority over properly prepared
and timely submitted requests.
Grants and Agreements Plan Maintenance. Each Grants and Agreements
office is responsible for monitoring the submission of applications or draft
documents as contained on their plan. Unsolicited grants and agreements will
require a minimum of 4 weeks by the Grants and Agreements Staff for completing
the award.
(e) Annual Cutoff Dates. Following are the annual cutoff dates for
submission of a Request for Contract Action or requisitions for acquisitions to be
awarded by the end of the fiscal year:
All Contracts over $100,000
All Contracts between $25,000 and $100,000
All Contracts under $25,000
June 15
July 15
September 1
Following are the annual cutoff dates for submission of applications or draft
documents for grants and agreements to be awarded by the end of the fiscal
year:
Reviews of Grants and Agreements Request for Proposals February 1
Noncompetitive Grants and Agreements Action
August 31
If a Request for Contract Action or requisition is not listed on the current
Acquisition Plan, the Contracting Office will return the request until it is
included on the plan. When the request is returned it is recommended that a
letter (see Exhibit R3-07-3) noting the deficiency be attached.
Acquisition and Grants and Agreements Plans should ensure that any
contracts or grants and agreements to be awarded by the end of the fiscal year have
R3 SUPPLEMENT 6309.32-2004-1
EFFECTIVE DATE: January 25, 2004
DURATION: This supplement is effective until superseded or removed.
6309.32_4G07
Page 4 of 7
FSH 6309.32 – FEDERAL ACQUISITION REGULATION
PART 4G07 – ACQUISITION PLANNING
Request for Contract Action, requisitions or applications/draft documents
submission dates no later than the dates listed above.
R3 SUPPLEMENT 6309.32-2004-1
EFFECTIVE DATE: January 25, 2004
DURATION: This supplement is effective until superseded or removed.
6309.32_4G07
Page 5 of 7
FSH 6309.32 – FEDERAL ACQUISITION REGULATION
PART 4G07 – ACQUISITION PLANNING
Exhibit R307-1
Requisition
Unit
#### Advanced
#
Acquisition Plan
Date
Added
to Plan
PROJECT NAME
TYPE
of
Contra
ct (SV,
SP,
CN or
LS)
Performa
nce Place
(County &
State)
Estimat
ed
Amount
Preferen
ce
Program
8(a),
SBSA)
Desir
ed
Start
Date
Conta
ct
Perso
n
ASSIGN
ED CO
SO
W
Due
Dat
e
DAT
E
SOW
RCV'
D
FB
O
Dat
e
Soli
c
issu
e
Dat
e
Awar
d
Date
Contra
ct
Amou
nt
Method of
Procurem
ent
NAIC
S
R3 SUPPLEMENT 6309.32-2004-1
EFFECTIVE DATE: January 25, 2004
DURATION: This supplement is effective until superseded or removed.
6309.32_4G07
Page 6 of 7
FSH 6309.32 – FEDERAL ACQUISITION REGULATION
PART 4G07 – ACQUISITION PLANNING
Exhibit
R3-07-2
Resource
Staff
Grants and
Agreements
##### Plan
Date
Added to
Plan
PROJECT
NAME/BRIEF
DESCRIPTION
Project
Amount
(FS
Funds)
Projected
Cost Share
Amount (if
applicable)
Draft
Agreement
Submission
Date
Forest
Service
Contact
Person
and
Phone
Name of
Proposed
Partner
Type of
Proposed
Partner
R3 SUPPLEMENT 6309.32-2004-1
EFFECTIVE DATE: January 25, 2004
DURATION: This supplement is effective until superseded or removed.
6309.32_4G07
Page 7 of 7
FSH 6309.32 – FEDERAL ACQUISITION REGULATION
PART 4G07 – ACQUISITION PLANNING
File
Code:
Route
To:
Date
Subject Procurement Request
:
To: Forest Supervisor (or District Ranger, Staff Director)
The following procurement request has not been included on your Advanced Acquisition
Plan as required by FSH 6309-32 – FAR, R3 SUPPLEMENT 6309.32-2004-01,
4G07.102(a).
Accordingly, your procurement request is being returned to your office without action for
inclusion on the Advanced Acquisition Plan.
Please make the necessary correction, and return your procurement request to this
office for processing.
PROJECT NAME:
If you should have any questions, you may contact me at XXX-XXXX.
Contracting Officer