Contractors > Acquisition Management

HFC Office of Acquisition Management

The HFC Office of Acquisition Management negotiates and establishes contracts and assistance agreements for Harpers Ferry Center and for parks and regions Servicewide.

  

Acquisition Management

The HFC Office of Acquisition Management develops and implements policies to ensure compliance with Federal, Departmental, and Bureau Acquisition Regulations and Directives. It negotiates and establishes contracts and assistance agreements for Harpers Ferry Center and the Appalachian Trail Project Office, as well as for parks and regions.

The office maintains a negotiated Indefinite Delivery - Indefinite Quantity (IDIQ) contract network rich in talent and as unique as the media found throughout the National Park Service. Contracts include illustrators and artists, natural history model makers, planning and design of indoor and outdoor exhibits, cartographic services, exhibit fabricators, photographers, wayside exhibit panel imaging services, and audiovisual depot equipment.

Through its IDIQ contract network, the office manages the Center’s Task Order Assistance Programs, which allow parks and regions to work directly with many of the Center’s IDIQ contractors.

The office also responds to public and park inquiries regarding the rights to film and video programs, and to audiovisual footage acquired by the Center.

Administrative Guidelines

Administrative Guideline Number 1

Contains all of the information and samples that you will need in order to ensure the proper conduct of an evaluation panel when contracting using full and open competition. (April 2005)

Administrative Guideline Number 2

This guideline provides criteria for use in determining whether an acquisition may be made without competition. It describes the policy, responsibilities and justification documents required as well as the review and approval process. The guideline also contains a fillable form in Microsoft Word (DOC) format the prompts you for the required information when you need to write such a justification. (February 2006)

Administrative Guideline Number 3

This guideline is available as a PDF document or a Microsoft Powerpoint Presentation (PPT). Displays the Roles, Responsibilities, and Timelines for the different types of contracting actions. It includes the roles and responsibilities of Contracting Officers, Contract Specialists, Purchasing Agents, and Contracting Officer's Representative. (February 2006)

Administrative Guideline Number 4

This guideline sets forth the procedures for payment of small purchases of $2,500 or less with a third-party draft. A third-party draft is only used when no other method of purchase or payment is feasible. (August 2007)

Administrative Guideline Number 5

This guideline addresses the purchase and accountability of illustrations at the Center. It also addresses donations and/or transfer of property and the subcontracting of illustrations under prime contracts. Its companion guideline directs you through a step-by-step process for use when commissioning new illustrations. (May 2008)

Administrative Guideline Number 6

This guideline addresses the purchase and accountability of IT hardware, software, and services at the Center. It also addresses what you need to do in those rare occasions when IT equipment is purchased on behalf of a park (June 2009).

Administrative Guideline Number 7

This guideline addresses the HFC policies and procedures for use of the purchase and travel charge card. Required Training can be accessed at Charge Card Program Training website. (January 2009)

Administrative Guideline Number 8

This guideline addresses the processes associated with the payment of our service provider invoices for the Harpers Ferry Center and the Appalachian National Scenic Trail. (April 2006)

Administrative Guideline Number 9

This guideline addresses the process of evaluating contractor's performance under contracts, task orders, delivery orders, and purchase orders over $25,000. Included as part of this guideline is the form entitled "Evaluation Report on Contractor's Performance" (in a fillable format) for use by the COR upon final acceptance of the product or service. At a minimum, contractor evaluation is required at the completion of contacts over $25,000; however, performance reports can be provided at any time and are a good tool to encourage good performance and also to keep a record of poor performance. (January 2009)

Administrative Guideline Number 10

A step-by-step guideline on The Receiver Process. An addition was made to the earlier instructions to cover how you handle multiple accounts extending over multiple years. (February 2006)

Administrative Guideline Number 11

This guideline provides uniform distribution procedures for contract documents. (March 2006)

Administrative Guideline Number 12

This guideline provides assistance to Contracting Officer's Representatives in the development of Independent Government Estimates (IGEs). It contains sample Independent Government Estimates and forms for use when preparing estimates in the audiovisual and multimedia disciplines. Sample estimates and forms include: (1) Exhibit Fabrication IGE; (2) NPS Uniguide Sign Program IGE; (3) Audiovisual Complete Production form; and (4) Multimedia form.

Administrative Guideline Number 15

This guideline sets forth guidelines and procedures for purging the electronic version of the documents in Procurement Desktop. (December 2006)

Administrative Guideline Number 16

This guideline sets forth procedures to be used for GPOExpress, which is a nationwide Government Printing Office (GPO) convenience contract with FedEx Kinko’s. This tool is a streamlined and convenient means to produce small printing jobs generally administrative or general purpose in nature with a $2,500 maximum purchase limit. (July 2009)

NPS Contracting Officer’s Technical Instructions (COTI)

1443.37-01 – On-Site Contractors, Cooperators, and Partners

The purpose of the Contracting Officer’s Technical Instruction (COTI) is to provide servicewide policy regarding work performed by on-site contractors, cooperators, and partners. It applies to contracts, including purchase orders and task orders; cooperative agreements; partnerships; and temporary help services acquired through Cooperative Administrative Support Units (CASU). This policy release is effective upon issuance on October 7, 2003, and remains effective unless superceded or cancelled.

2003-01 – Unauthorized Commitments and Ratifications

Commitments by personnel without formally delegated contracting authority do not legally obligate the Government for the expenditure of funds. An authorized commitment may be ratified if it would have been otherwise proper if executed by a Contracting Officer.

The purpose of the Contracting Officer’s Technical Instruction (COTI) is to provide National Park Service personnel with updated information regarding unauthorized commitments and ratifications. This policy release is effective upon issuance on October 16, 2002 and remains effective unless superceded or cancelled.

Acquisition Management Forms

In order for a contract award to be made to you, and for payments to be processed under your contract with the National Park Service, please fill out and return an SF-3881 – ACH Vendor/Miscellaneous Payment Enrollment Form.

  
Author: Harpers Ferry Center
Last Updated: Monday, 27-Jul-2009 07:55:32 Eastern Daylight Time
http://www.nps.gov/hfc/acquisition/acquisition.htm