INFORMATION DEPLOYED. SOLUTIONS ADVANCED. MISSIONS ACCOMPLISHED. PD 2 Contracting 101 Contracts Overview and Requirements SPS Spotlight Series December 2014

2 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Overview  Provide Overview of the DoD Contracting Process as it relates to PD 2  Discuss the Requirements Phase  Correlate the Contracting Requirements Process with Functionality of PD 2

3 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Sequence of Events  About Contracts and Contracting Contracting Personnel The Regulations Contract Definition Kinds of Contracts Terminology  Requirements Phase  PD 2 Demonstration of Requirements Functionality

4 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Contracting Personnel  “THE” Contracting Officer  “A” Contracting Officer  Contracts Specialist  System Administrator

5 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information “THE” Contracting Officer  Conduct Office Operations  Make High Level Decisions  Has Certificate of Appointment

6 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information “A” Contracting Officer  Signatory Authority  Makes Lower Level Decisions  Has Certificate of Appointment

7 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Contracting Officers Authority  FAR Authority (a) Contracting officers have authority to enter into, administer, or terminate contracts and make related determinations and findings. Contracting officers may bind the Government only to the extent of the authority delegated to them. Contracting officers shall receive from the appointing authority clear instructions in writing regarding the limits of their authority. Information on the limits of the contracting officers’ authority shall be readily available to the public and agency personnel. (b) No contract shall be entered into unless the contracting officer ensures that all requirements of law, executive orders, regulations, and all other applicable procedures, including clearances and approvals, have been met.

8 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Contracting Officers Authority

9 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Regulations F. A. R. Federal Acquisition Regulation

10 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Regulations

11 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Regulations  Divided into 2 Volumes  Volumes Divided into 53 Parts  Part of a higher Regulation  Chapter 48, Part 1 of the Code of Federal Regulations

12 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Regulations  Department of Defense Federal Acquisition Regulation Supplement ( DFARS )  Other Agency Supplements  Other Legal Effects Small Business Act Davis-Bacon Act Truth in Negotiation Act

13 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Definition and Aspects of Contracts

14 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Definition and Aspects of Contracts A contract is an agreement having a lawful objective, between two or more persons (individuals, businesses, organizations, or government agencies) to do, or to refrain from doing, a particular thing in exchange for something of value.

15 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Definition and Aspects of Contracts  Offer  Acceptance  Consideration  Legality of Purpose  Intent to be Bound  Competency of Parties

16 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information What Contracts Do…  Commodities  Services  Construction  Architect and Engineering

17 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Definition and Aspects of Contracts (Terminology)  CO : Contracting Officer  KO : Contracting Officer  PR : Purchase Request  SOL : Solicitation  AWD : Award

18 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Definition and Aspects of Contracts (Terminology)  FAR : Federal Acquisition Regulation  CAR : Contracting Action Report  BPA : Blanket Purchase Agreement  SF : Standard Form  DD : Department of Defense Form

19 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Definition and Aspects of Contracts (Terminology)  T for C : Termination for Convenience  T for D : Termination for Default  Bond : Insurance  Mod : Modification  IDIQ : Indefinite Delivery, Indefinite Quantity Contract

20 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase

21 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase  Customers define detailed descriptions of what they need  Customers provide the estimated cost of what they need including required funding  The Requirement is documented on a Purchase Request along with supporting documents as needed

22 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase  The Requirement document may be created within PD 2  Created thru interfaces such as GFEBS  The Requirement document is transported via INBOX and may be workload assigned by a team leader or directly from a customer

23 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase

24 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase  Critical Elements of a PR: Suggested Vendors Line Item Details SOW/Specifications Attachments (CDRLs, DD254 etc.) Delivery Info Inspection & Acceptance (COR/COTR, Technical POC) Funding Info

25 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - Funding  The Process: Committed Obligation Expended – DFAS pays  Methods: Fully Funded Incrementally Funded

26 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - Funding  Types of Funds: Appropriated Funds (Appropriations Act) Our Tax Dollars! Non-Appropriated Funds (MWR, Navy Exchange, Commissary) MILCON Funds (Military Construction) MIPR (Other Peoples Money)

27 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - PD 2 Functionality

28 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - The Purchase Request As stated earlier, the actual Purchase Request (PR) can be created in an outside system or, written directly in PD 2. Each PR will have a unique PR number.

29 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - The Purchase Request When opened, the PR will have “tabs” that identify particularly important information for this purchase. On the Main Form tab, this will include such items as the Requesting and Issuing Office and the Ship To address.

30 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - The Purchase Request On the Line Items tab, a brief summary of the item purchased, the quantity desired, the unit and total cost, and the actual funding is displayed. These types of items continue throughout the other tabs.

31 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - The Purchase Request When the line item is opened, a plethora of items are available for review or adjustment by the Contracting Specialist. They include but are not limited to the Description, the Extended Description and so on.

32 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - The Purchase Request The Specialist uses other tabs to view or adjust such things as Pricing, Shipping, and in this case the Funding.

33 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - The Purchase Request When the PR is deemed to be ready to proceed, it must be generated. This changes it into a usable Microsoft Word formatted document. This is done by clicking the “Generate” icon on the tool bar.

34 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - The Purchase Request Further, the PR must be approved by someone with the authority to do so. That person would click the “approval” icon on the tool bar.

35 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - The Purchase Request The Approval Sheet would then display. The approving authority would approve the item for processing and then click the “OK” button.

36 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Requirements Phase - The Purchase Request The item would then be shown as “Approved” by displaying a check mark in the lower left of the document. A large “C” would also display on the upper right corner showing that this is the “conformed copy” of this document.

37 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information Conclusion  The PR could now have various attachments placed in the folder with it.  The PR will now be used to create a Solicitation and ultimately be Awarded to a vendor.  Please see the next Contracts 101 Outreach presentation entitled Solicitation and Award. This will be available in January 2015.

38 | CACI Information Solutions and Services | December 2014 | CACI Proprietary Information  Visit the page of the SPS website to access other available self-paced customer outreach material on additional topicshttps://spssite.caci.com/spotlight/  To register for an upcoming SPS Spotlight Series webinar session, visit the page and login to register Additional Information