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. (August 2010)

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. (August 2010)

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. (December 2010)

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. (December 2010)

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. (November 2010)

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 (December 2010).

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. (August 2010)

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. (December 2010)

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. (December 2010)

Administrative Guideline Number 10

A step-by-step guideline on the receiver process. Clarifications have been made to earlier instructions. It is important to note that payments must be processed within five business days of receipt and the Contract Specialist or Contracting Officer must be notified of any delays. (December 2009)

Administrative Guideline Number 11

This guideline provides uniform distribution procedures for contract documents. (March 2010)

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, (4) Multimedia form, (5) Wayside Planning and Design form, and (6) Wayside Planning, Design, and Production form.

Administrative Guideline Number 13

The purpose of this administrative guideline is to set forth guidelines and procedures for the closeout of all paper contract files. (March 2011)

Administrative Guideline Number 14

The purpose of this Administrative Guideline is to set forth uniform guidelines and procedures for use of the Photo Release Form. (September 2010)

Administrative Guideline Number 15

The purpose of this Administrative Guideline is to set forth guidelines and procedures for purging the electronic version of the documents in Procurement Desktop. (September 2010)

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. (November 2010)

Administrative Guideline Number 17

The purpose of this Administrative Guideline is to supplement COTI 1443-04-02 with specific guidelines and procedures for the file organization of contracts, purchase, task and delivery orders at Harpers Ferry Center. (December 2009)

Administrative Guideline Number 18

This guideline is being established due to an identified need to have uniform standards for the processing of invoices. Contract documents include payments for contracts, purchase and task orders negotiated by Harpers Ferry Center, Office of Acquisition Management. The purpose is to provide specific procedures for processing invoices at Harpers Ferry Center.

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
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