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Procurement Roles and Responsibilities

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The chart below highlights some of the primary responsibilities of the PO/COR and CO/CS. The processes to be followed will vary as the acquisition proceeds through the different phases of the acquisition life cycle.

Phase PO/COR CO/CS
Acquisition Planning
  • Define Need
    • Conduct Market Research
  • Prepare Required Acquisition Documents (include SOW, IGCE, Evaluation Criteria, JOFOC/LSJ, etc.)
  • Ensure required conference approvals are obtained
  • Identify Section 508 standards and IT Security Levels
  • Obtain IT clearance approval
  • Create and submit iProcurement Requisition in PRISM (attach required acquisition documents) by SAS Deadlines
  • Ensure FAC-COR certified prior to award
  • Once assigned by CO, contact COR with offer of assistance including:
    • Reviewing a draft of the Required Acquisition Documents to develop an appropriate acquisition strategy
    • Assisting with market research
Solicitation Preparation, Approval and Issuance
  • Review Solicitation prior to issuance by CS
  • Receive and Review iProcurement Requisition and accompanying Acquisition Documents
  • Coordinate with small business specialist (HHS-653)
  • Ensure applicable clearances have been obtained
  • Obtain appropriate internal/external reviews
  • Issue Solicitation with input from COR
  • Serve as the official POC with Industry
  • Disseminate responses to questions to all prospective offerors
Receipt and Evaluation of Offers/Quotes
  • Participate in Source Selection
    • Technical Evaluation
    • Price/Cost Evaluation
    • Provide input for Past Performance Evaluation
    • Provide input to CO if having discussions
    • Provide input to CO for Award Recommendation
  • Receive and Review proposals or quotes
  • Participate in Source Selection
    • Provide guidance in conduct of Technical Evaluation
    • Price/Cost Evaluation
    • Lead Discussions with input from COR
    • Ensure past performance evaluation and SDB Participation Plan evaluation are complete
    • Document justification for award recommendation (with input from COR)
    • Coordinate approval of Small Business Subcontracting Plan
Award Decision and Documentation
  • Provide input to CO if debriefings requested
  • Obtain EEO clearance
  • Ensure contractor not in Excluded Parties List System
  • Ensure contractor is responsible (including financially responsible)
  • Issue award to successful offeror
  • Issue Appt. Memo to COR
  • Submit draft public award announcement to Congressional Liaison Office
  • Issue notification to unsuccessful offerors
  • Conduct Debriefings (if requested), pre-award or post-award (with input from COR)
Contract Administration
  • Monitor contract performance including
    • Adherence to technical and delivery reqts.
    • Inspection and acceptance when required
    • Contract costs
  • Assist in the resolution of technical problems
  • Recommending changes in contract requirements (Note: A $0 requisition is required for the CO to issue an administrative modification including changes to the COR)
  • As applicable, initiate and provide input to the Contractor’s interim and final performance evaluation in the Contract Performance Assessment Reporting System (CPARS)
  • Review and approve Contractor invoices
  • Ensure receiving is entered in accordance with FMS timelines for payment authorization
  • Maintain COR File
  • The CO is only person with the authority to act as an agent of the Govt. under the contract
  • Only the CO has the authority to:
    • Direct or negotiate changes to the SOW
    • Modify or extend the period of performance
    • Change the delivery schedule
    • Obligate funds under the contract; or
    • Otherwise change any terms and conditions of the contract
  • As applicable, finalize Contractor’s interim and final performance evaluations
  • As applicable, approve/disapprove electronic subcontracting reports
  • Maintain the official CO file in accordance with the contract file checklist prescribed in the HHSAR