R4 SUPPLEMENT: 6309.32-2008-1
EFFECTIVE DATE: 12/11/2008
DURATION: Effective until superseded or removed
6309.32_4G37
Page 1 of 4
FSH 6309.32 – FEDERAL ACQUISITION REGULATION
PART 4G37 – SERVICE CONTRACTING
Subpart 4G37.2—Advisory and Assistance Services
4G37.203 Policy.
(a) On January 3, 2002 the Washington Office issued the following direction regarding
review and approval of advisory and assistance contracts.
(1) The Washington Office shall review and approve requirements in the amount of
$100,000 and above. Provide requirement in the format shown in exhibit 37-1 to the Group
Leader for Procurement Operations, RO Acquisition Management for submission to the
Washington Office.
(2) Submit requirements under the simplified acquisition limit threshold of $100,000
for review and approval to the Region 1 Director of Acquisition Management in accordance
with the following procedures:
(i) Requesting unit shall use the format in Exhibit 37-1 to request advisory and
assistance approval and submit to their local acquisition office for review.
(ii) The local acquisition official shall review the request, and sign as
“recommending”. If a sole-source procurement is being requested, complete and submit, with
the request, the sole source justification described in Exhibit 37-2.
(iii) Submit the documents, with a cover letter signed by the Forest Supervisor, to
the Director of Acquisition Management.
R4 SUPPLEMENT: 6309.32-2008-1
EFFECTIVE DATE: 12/11/2008
DURATION: Effective until superseded or removed
6309.32_4G37
Page 2 of 4
FSH 6309.32 – FEDERAL ACQUISITION REGULATION
4G37 – FOREST SERVICE ACQUISITION REGULATION
Exhibit 37-1
PROPOSED CONTRACTS FOR ADVISORY AND ASSISTANCE SERVICES (CAAS)
“PROJECT NAME”
1. Name, agency, office address, and telephone number of person to contact about the
proposed procurement.
John Doe
Smokey Bear NF
2323 Buck Drive
Hobokun, MT
(406) 333-3333
2. A description of the services to be performed, including any deliverables to be provided.
Enclose a copy of the statement of work, if one has been prepared.
Advice and assistance in preparing responses to claims.
3. The total amount of time for completion of the project.
Work will be completed by June 30, 2003
4. The total estimated cost of the project (including cost of options or out years).
$10,000
5. Provide documentation showing that funds are available for the initial period of the
requirement. If funds have not yet been made available for the requirement, explain how the
proposed contract would be funded.
Funds are available in job code IDP444
6. Explain why government personnel cannot perform the required services.
Due to the bulk of claims received, there are not adequate government personnel
to complete timely.
7. Provide a description of the program objectives to be served by award of the proposed
contract; including the negative consequences anticipated if the proposed contract is not
awarded.
The government is responsible for responding to claims within a specified period
of time. Failure to meet the required timeframes will result in…..
R4 SUPPLEMENT: 6309.32-2008-1
EFFECTIVE DATE: 12/11/2008
DURATION: Effective until superseded or removed
6309.32_4G37
Page 3 of 4
FSH 6309.32 – FEDERAL ACQUISITION REGULATION
4G37 – FOREST SERVICE ACQUISITION REGULATION
8. If similar or related work has been performed previously for the same project or program,
describe the services performed and their relationship to the current request.
Similar or related work has not been performed.
9. If the intended contract is to be awarded on a sole-source basis, provide a justification for
other than full and open competition (see FSH 6309.32 - Federal Acquisition Regulation
(FAR) section 6.303 for additional guidance). If the contract is to be awarded competitively,
so state.
It is anticipated that the contract will be awarded on a competitive basis.
10a. Provide the name and business address of the individual or company (the vendor), if the
contract is to be awarded on a sole source basis.
N/A
10b. Describe any contacts that have occurred between the vendor and Forest Service
employees concerning the proposed contract (such contacts include correspondence received
from the vendor as well as discussions or correspondence between the vendor and the agency
or mission area).
N/A
10c. If applicable, describe the vendor's current involvement with the project. N/A
11. Explain any possibility of the appearance of a personal or organizational conflict of
interest if award is made to the recommended individual or company exists. (An
organizational conflict of interest "means that because of other activities or relationships with
other persons, a person is unable or potentially unable to render impartial assistance or advice
to the Government, or the person's objectivity in performing the contract work is or might be
otherwise impaired, or a person has an unfair competitive advantage.") See FAR section
2.101 and subpart 9.5 for additional guidance.
N/A
Recommended by: _________________________
Date: _______________________
Approved by:
Date: _______________________
________________________
Ref. #: ________________________
R4 SUPPLEMENT: 6309.32-2008-1
EFFECTIVE DATE: 12/11/2008
DURATION: Effective until superseded or removed
6309.32_4G37
Page 4 of 4
FSH 6309.32 – FEDERAL ACQUISITION REGULATION
4G37 – FOREST SERVICE ACQUISITION REGULATION
Exhibit 37-2
JUSTIFICATION FOR OTHER THAN FULL AND OPEN COMPETITION
The following document is prepared in accordance with Far 6.301 and FAC 97-02, October 10,
1997, (6.303) only one responsible source and no other supplies or services will satisfy agency
requirements:
1) Identification of the agency and the contracting activity:
2) Nature and/or description of action being approved:
3) A description of supplies of services required to meet the agency's needs (including the
estimated value):
4) An identification of the statutory authority permitting other than full and open competition:
5) A demonstration that the proposed contractor's unique qualifications or the nature of the
acquisition requires the use of the authority cited:
6) A description of the efforts made to ensure that offers are solicited from as many sources as
is practical, including whether a CBD notice was or will be publicized as required in Subpart
5.2 and, if not, which exception under 5.202 applies:
7) A determination by the Contracting Officer that the anticipated cost to the Government will
be fair and reasonable:
8) A description of the market survey conducted (Sec. 7.101) and the results or a statement of
the reasons a market survey was not conducted.
9) Other factors supporting the use of other than full and open competition:
10) Listings of any sources, if any, that expressed, in writing, an interest in the acquisition:
11) Statement of the actions, if any, the agency may take to remove or overcome any barriers
to competition before any subsequent acquisition for the services require:
12) Certification:
Prepared by: ___/s/ someone____________
Date: _October 10, 2000___