[Federal Register Volume 68, Number 16 (Friday, January 24, 2003)]
[Rules and Regulations]
[Pages 3465-3474]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-1578]


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DEPARTMENT OF VETERANS AFFAIRS

48 CFR Parts 801, 806, 812, 837, 852, and 873

RIN 2900-AI71


VA Acquisition Regulation: Simplified Acquisition Procedures for 
Health-Care Resources

AGENCY: Department of Veterans Affairs.

ACTION: Final rule.

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SUMMARY: This document amends the Department of Veterans Affairs 
Acquisition Regulation (VAAR) to establish simplified procedures for 
the competitive acquisition of health-care resources, consisting of 
commercial services or the use of medical equipment or space pursuant 
to statute. The Veterans' Health Care Eligibility Reform Act of 1996 
authorized VA to prescribe simplified procedures for the procurement of 
health-care resources. This rule prescribes those procedures.

EFFECTIVE DATE: February 24, 2003.

FOR FURTHER INFORMATION CONTACT: Dennis Foley, (202) 273-9225, Office 
of the General Counsel, Professional Staff Group V; or Don Kaliher, 
(202) 273-8819, Acquisition Resources Service, Office of Acquisition 
and Materiel Management, Department of Veterans Affairs, 810 Vermont 
Avenue, NW, Washington, DC 20420.

SUPPLEMENTARY INFORMATION: On June 7, 2001, we published in the Federal 
Register (66 FR 30659) a proposed rule to amend the Department of 
Veterans Affairs Acquisition Regulation (VAAR), pursuant to 38 U.S.C. 
8151-8153, to establish simplified procedures for the competitive 
acquisition of health-care resources consisting of commercial services 
or the use of medical equipment or space.
    Comments were solicited concerning the proposal for 60 days, ending 
August 6, 2001. We did not receive any comments.
    The information presented in the proposed rule document still 
provides a basis for this final rule. In addition, the proposed rule 
requested Paperwork Reduction Act (PRA) comments concerning the 
collection of information regarding clauses for use in both commercial 
and non-commercial item and service solicitations and contracts. No 
comments were received by VA or the Office of Management and Budget 
(OMB).
    Therefore, based on the rationale set forth in the proposed rule 
document, we are adopting the provisions of the proposed rule as a 
final rule with no changes, except for a non-substantive change to 
reflect, at 48 CFR 801.301-70(c), the PRA clearance numbers assigned by 
OMB to clauses 852.207-70 and 852.237-7.

Unfunded Mandates

    The Unfunded Mandates Reform Act requires, at 2 U.S.C. 1532, that 
agencies prepare an assessment of anticipated costs and benefits before 
developing any rule that may result in an expenditure by State, local, 
or tribal governments, in the aggregate, or by the private sector of 
$100 million or more in any given year. This rule would have no 
consequential effect on State, local, or tribal governments.

Executive Order 12866

    This document has been reviewed by the Office of Management and 
Budget under Executive Order 12866.

Regulatory Flexibility Analysis

    This rule may have a significant economic impact on a substantial 
number of small entities as they are defined in the Regulatory 
Flexibility Act (RFA), 5 U.S.C. 601-612. An Initial Regulatory 
Flexibility Analysis was published in the Federal Register on June 7, 
2001, (66 FR 30672) as part of the proposed rule. No comments were 
received. As required by the RFA (5 U.S.C. 601 et. seq.), the following 
Final Regulatory Flexibility Analysis is set forth.
    a. A succinct statement of the need for and the objectives of the 
rule.
    Response: The rule amends the VAAR to implement the provisions of 
38 U.S.C. 8151-8153, which authorize the Secretary of Veterans Affairs, 
in consultation with the Administrator of Federal Procurement Policy, 
to prescribe simplified procedures for the procurement of health-care 
resources. We believe the simplified procedures will allow VA to become 
more efficient in procuring health-care resources.
    The objective of the rule is to allow VA to become more efficient 
in procuring health-care resources and thereby strengthen the medical 
programs of the Department and improve the quality of health care 
provided to veterans.
    b. A summary of the significant issues raised by public comments in 
response to the initial regulatory flexibility analysis, a summary of 
the agency's assessment of such issues, and a statement of any changes 
made in the proposed rule as a result of such comments.
    Response: No public comments were received and no changes were made 
to the proposed rule.
    c. A description of and an estimate of the number of small entities 
to which the rule will apply or an explanation of why no such estimate 
is available.
    Response: The small entities that could be affected by the rule are 
any small entities that provide commercial services or the use of 
medical equipment or space to the health-care industry.
    We do not have precise figures on the number of small entities that 
could potentially be affected by the rule. Any small entity that 
provides, or wishes to provide, commercial services or the use of 
medical equipment or space to VA health-care facilities could 
potentially be affected.
    However, the rule will not apply to the majority of VA 
acquisitions. The rule applies only to competitive acquisitions of 
commercial services or the use of medical equipment or space conducted 
by the Veterans Health Administration (VHA) and which specifically 
reference the authority of 38 U.S.C. 8153. The rule does not apply to 
acquisitions of supplies or equipment made on behalf of VHA or to 
acquisitions made on behalf of the Veterans Benefits Administration 
(VBA) or the National Cemetery Administration (NCA). Except for section 
873.108(b), the rule does not apply to VHA sole source acquisitions 
from affiliated institutions or entities associated with affiliated 
institutions. The authority for VHA to contract on a sole source basis 
with an institution affiliated with VA or with a medical practice group 
or other approved entity associated with an affiliate, addressed in the 
rule at 873.108(b), is authorized by law and is not dependent upon this 
rulemaking. The rule does not apply to acquisitions of services for 
which other specific authorities apply, such as acquisitions of nursing 
home care services, which are acquired under the authority of 38 U.S.C. 
1720, or to acquisitions of non-commercial services, such as 
construction.
    We have no relevant data regarding commercial service acquisitions 
below $25,000. However, we expect little application of the rule to 
acquisitions below $25,000. Existing FAR provisions for such 
acquisitions are already very simple and the provisions of the rule 
likely would not provide a significant benefit to the Government to 
warrant

[[Page 3466]]

use of this authority for such low dollar value acquisitions.
    In Fiscal Year (FY) 1998, VHA reported approximately 6,000 
individual service transactions valued in excess of $25,000 to the 
Federal Procurement Data System. This 6,000 figure excludes 
classification codes C, architect/engineer; E, purchase of structures; 
Q402, nursing home; Y, construction; and Z, maintenance of real 
property, all of which we believe are not covered by the rule. Of those 
6,000 transactions, approximately 3,000 were awarded to small 
businesses and approximately 900 were awarded to non-profit businesses. 
Similar figures were reported for FY 1999. Of the total acquisition 
dollars associated with these 6,000 annual awards, we estimate that in 
FY 1998, approximately 42 percent, and in FY 1999, approximately 44 
percent, were awarded to small businesses.
    d. A description of the projected reporting, recordkeeping, and 
other compliance requirements of the rule, including an estimate of the 
classes of small entities which will be subject to the requirement, and 
the type of professional skills necessary for preparation of the report 
or record.
    Response: The reporting or recordkeeping requirements of the 
clauses at section 852.207-70, Report of employment under commercial 
activities, and section 852.237-7, Indemnification and Medical 
Liability Insurance, were discussed in the Paperwork Reduction Act 
(PRA) portion of the proposed rule, published in the Federal Register 
on June 7, 2001 (66 FR 30671). The clause at section 852.207-70 
requires the contractor, on contracts where current VA employees are 
displaced, to report on employment openings and on efforts to hire 
displaced VA employees. The clause at section 852.237-7 requires 
contractors, on contracts for nonpersonal health-care services, to 
provide evidence of liability insurance. The final rule imposes no new 
reporting or recordkeeping requirements not already required by the 
VAAR. Currently, the VAAR requires that these clauses be included in 
all applicable solicitations and contracts, i.e., contracts where VA 
employees might be displaced (852.207-70) or contracts for nonpersonal 
health-care services (852.237-7). The rule provides clarification that 
these clauses would continue to be required in all applicable service 
contracts, including commercial service contracts issued under the 
authority of 38 U.S.C. 8153. Small entities currently holding contracts 
where VA employees might be displaced or contracts for nonpersonal 
health-care services are required to provide employment reports or 
evidence of liability insurance, as applicable. Under the rule, there 
is no change to those requirements and no new added requirements. There 
are no additional small entities affected by the rule that would not 
already be affected by the current regulations. No professional skills 
are necessary to comply with these reporting and recordkeeping 
requirements.
    e. A description of the steps the agency has taken to minimize the 
significant economic impacts on small entities consistent with the 
stated objectives of applicable statutes, including a statement of the 
factual, policy, and legal reasons for selecting the alternative 
adopted in the final rule, and the reasons for rejecting each of the 
other significant alternatives.
    Response: We believe that, with two exceptions (1. and 2. below), 
the provisions of the rule, where those provisions differ from the FAR, 
are small business/large business neutral, i.e., they would have 
neither a positive nor a negative impact on small business or large 
business. The two exceptions concern the authority to waive FAR small 
business set-aside requirements and the provisions concerning the 
transmission of solicitation notices to the Governmentwide point of 
entry (GPE).
    1. The rule at section 873.107 contains a provision allowing the 
head of the contracting activity (HCA) to waive the requirement to set 
aside an acquisition for small business. The HCA must determine that 
the waiver is in the best interest of the Government. The availability 
of this authority may result in acquisitions where small businesses 
have to compete against large businesses rather than compete only 
against other small businesses.
    The alternatives to this waiver authority that were considered in 
order to limit the impact of the rule on small businesses included 
having no waiver authority, limiting the application of that authority 
to specific types of acquisitions, such as acquisitions for medical 
services, or limiting the authority to acquisitions in excess of a 
certain dollar threshold. For the reasons stated below, we determined 
to place no limits, other than those contained in the rule, on the 
application of this waiver authority.
    As noted above, the rule would only apply to a limited number of 
acquisitions. We believe the waiver authority would be used in very few 
of those limited number of acquisitions, primarily in acquisitions 
where it is critical to broaden the pool of sources considered in order 
to obtain the highest quality patient care services at reasonable 
prices. In such cases, it would not be in VA's best interest to exclude 
non-profit teaching hospitals and universities and other similar high 
quality large businesses from the competition. Small businesses could 
still compete and would have an equal opportunity to be considered for 
award. The availability of this authority, while most critical to 
direct patient care service acquisitions, could be a necessary element 
of other commercial service acquisitions that are critical to the 
optimum functioning of the medical centers.
    In some limited circumstances, the waiver authority of section 
873.107 may have a beneficial impact on small entities. VA has 
authority to contract on a sole source basis with medical schools, 
hospitals, and clinics affiliated with VA. Medical schools, hospitals, 
and clinics are almost exclusively large or nonprofit businesses. Under 
the FAR, if a VA medical center wishes to seek competition for services 
currently being acquired from its affiliate, the affiliate would be 
excluded from bidding on that competition if there were two or more 
small businesses capable of providing the services. It is in VA's best 
interest to obtain state-of-the-art medical services from the highest 
qualified sources at reasonable prices. Without the waiver authority, 
VA medical centers would most likely continue to award sole source 
contracts to their affiliates rather than seek competition, since, 
under a competitive solicitation, those affiliates might be excluded as 
potential sources for those services due to the current FAR requirement 
to set acquisitions aside for small business. While VA medical centers 
might be willing to consider other sources, they generally are 
unwilling to exclude their affiliates as potential sources. However, 
under the waiver procedures of the rule, VA medical centers would no 
longer be required to set an acquisition aside for small business and 
exclude their affiliates from consideration. Accordingly, VA medical 
centers may be more likely to issue competitive solicitations for 
highly technical medical services rather than acquire such services on 
a sole source basis from their affiliates. Rather than reducing small 
business access to VA acquisitions of medical services, the waiver 
process could result in increased access to such acquisitions by small 
businesses. In this regard, VA intends to monitor, through the Federal 
Procurement Data System, the use of the procedures provided in this 
rule and the

[[Page 3467]]

impact on VA's socioeconomic programs.
    2. The FAR requires that all proposed acquisitions, including sole 
source acquisitions, exceeding $25,000, with certain exceptions, be 
transmitted to the GPE. The rule differs from the FAR in several ways. 
First, it provides, at section 873.108(a), that acquisitions exceeding 
the simplified acquisition threshold (SAT) (currently $100,000) would 
not have to be announced in the GPE. Rather, the rule requires that 
contracting officers publicly announce such proposed acquisitions 
utilizing a medium designed to obtain competition to the maximum extent 
practicable. The rule lists a number of examples for where the 
announcements may be announced, including the GPE. The intent of the 
rule is to maximize the dissemination of information regarding such 
proposed acquisitions, not to limit dissemination. Most acquisitions 
for services are of interest only to the local community. In many 
cases, it is impossible for a firm located some distance from a VA 
medical center to provide coronary bypass operations, X-ray or oncology 
services, or other services necessary to operate the medical center, on 
a timely basis. We believe that both small and large local service 
providers of health-care resources (e.g., hospitals and clinics) are 
more likely to be made aware of acquisition opportunities if the 
acquisitions are announced in mediums that are seen and read by the 
local service community or if they are contacted directly. Accordingly, 
we believe this provision of the rule will tend to increase competition 
rather than decrease competition and will provide small businesses with 
increased opportunities.
    Second, the rule at section 873.108(b) provides that sole source 
acquisitions from institutions affiliated with VA and from medical 
practice groups and other entities associated with an affiliated 
institution are exempt from the requirement for synopsis in the GPE. 38 
U.S.C. 8153 specifically authorizes VA to acquire health-care resources 
on a sole source basis from institutions affiliated with VA and from 
medical practice groups and other entities associated with an 
affiliated institution. Exempting such acquisitions from synopsis in 
the GPE is consistent with statute, which imposes no requirement for VA 
to solicit and consider any other offers. Thus, this provision of the 
rule will have no impact on competition, since competition is not 
required under any circumstances.
    Section 873.108(b) also exempts from publication sole source 
acquisitions of hospital care, medical services, and other health-care 
services from any source, whether or not the source is affiliated with 
VA. However, as required by 38 U.S.C. 8153(a)(3)(D), acquisitions from 
non-affiliates, if conducted on a sole source basis, must still be 
justified and approved. Acquisitions for hospital care, medical 
services, or other health-care services would usually be conducted on a 
sole source basis only if there was an emergency need for such 
services. Otherwise, the acquisitions would likely be conducted 
competitively, if not acquired from an affiliate. The FAR provides an 
exemption from synopsis in the GPE under conditions of unusual or 
compelling urgency and where the Government would be seriously injured 
by any delay due to the publication requirement. We expect that most of 
the sole source acquisitions of hospital care, medical services, and 
other health-care services covered by this provision will be conducted 
under conditions of unusual or compelling urgency. Such acquisitions 
would include emergency hospital care for a veteran in an area not 
served by a nearby VA medical center. Even under the FAR, this type of 
acquisition is exempt from synopsis in the GPE by virtue of its being 
an urgent and compelling acquisition. This provision of the rule will 
simplify the acquisition process by freeing the contracting officer 
from having to make individual determinations regarding publication for 
each sole source acquisition of hospital care, medical services, and 
other health-care services. Since we expect most such acquisitions to 
already be exempt under the FAR, we believe this provision will have 
little, if any, impact on competition or on awards to small businesses.
    Third, the rule at section 873.108(c) exempts acquisitions below 
the SAT from the requirement for public announcement, including 
synopsis in the GPE. However, the rule at section 873.104 requires the 
contracting officer to seek competition to the maximum extent 
practicable and to permit all responsible sources, as appropriate, to 
submit a bid, proposal, or quotation. In addition, for acquisitions 
below the SAT, section 873.111 states that contracting officers should 
solicit a sufficient number of sources to promote competition to the 
maximum extent practicable. Section 873.107 requires that acquisitions 
be set aside for small business. These provisions tend to mitigate any 
negative impact that section 873.108(c) may have on small businesses.
    The alternatives to the above provisions regarding public 
announcements in the GPE that were considered were to eliminate these 
provisions and follow the provisions of the FAR or to limit the 
exemptions to specific categories of acquisitions, such as acquisitions 
for medical services. The objectives of the rule are to allow VA to 
become more efficient in procuring health-care resources. The intent of 
this rule is to provide procurement processes that are simpler and less 
time consuming than those of the FAR. As discussed above, we believe 
that the flexibility to select the public medium that best captures the 
awareness of interested sources will enable the Department to maximize 
the effective distribution of information on VA solicitations and more 
efficiently take advantage of competition without decreasing 
competition. For this reason, the provisions regarding publicizing 
contract actions have been retained without change.

List of Subjects

48 CFR Parts 801 and 852

    Government Procurement, Reporting and recordkeeping requirements.

48 CFR Parts 806, 812, 837, and 873

    Government Procurement.

    Approved: October 11, 2002.
Anthony J. Principi,
Secretary of Veterans Affairs.


    For the reasons set forth in the preamble, 48 CFR chapter 8 is 
amended as follows:

PART 801--VETERANS AFFAIRS ACQUISITION REGULATIONS SYSTEM

    1. The authority citation for part 801 continues to read as 
follows:

    Authority: 38 U.S.C. 501 and 40 U.S.C. 486(c).


801.301-70  [Amended]

    2. The chart in section 801.301-70, paragraph (c) is amended by 
adding two OMB information collection approval numbers to read as 
follows:


801.301-70  Paperwork Reduction Act requirements.

* * * * *

------------------------------------------------------------------------
                                                             Current OMB
   48 CFR part or section where identified and described     control No.
------------------------------------------------------------------------
 
                                * * * * *
852.207-70................................................     2900-0590
 
                                * * * * *
852.237-7.................................................     2900-0590
 
                                * * * * *
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[[Page 3468]]

801.602-70  [Amended]

    3. In 801.602-70, paragraphs (a)(4)(vi) and (a)(4)(vii) are revised 
to read as follows:


801.602-70  Legal/technical review requirements to be met prior to 
contract execution.

    (a) * * *
    (4) * * *
    (vi) Competitive contracts exceeding $1.5 million and 
noncompetitive contracts exceeding $500,000 for the acquisition of 
scarce medical specialist services acquired under the authority of 38 
U.S.C. 7409.
    (vii) Competitive contracts exceeding $1.5 million and 
noncompetitive contracts exceeding $500,000 for the acquisition of 
health-care resources acquired under the authority of 38 U.S.C. 8151-
8153.
* * * * *


801.602-71  [Amended]

    4. In 801.602-71, paragraph (b)(2) is revised to read as follows:


801.602-71  Processing contracts for legal/technical review.

* * * * *
    (b) * * *
    (2) Proposed contracts and agreements for scarce medical specialist 
services or for the mutual use or exchange of use of health-care 
resources, as specified in 801.602-70(a)(4)(vi) and (a)(4)(vii), will 
be forwarded to Central Office in accordance with Veterans Health 
Administration directives and VA Manual M-1, Part 1, Chapter 34, for 
review and submission to the Office of the General Counsel (025).
* * * * *


801.602-72  [Amended]

    5. In 801.602-72, paragraph (b) is revised to read as follows:


801.602-72  Documents to be submitted for legal review.

* * * * *
    (b) For proposed contracts and agreements for scarce medical 
specialist services or for the mutual use or exchange of use of health-
care resources, as specified in 801.602-70(a)(4)(vi) and (a)(4)(vii), 
the documents referred to in VA Manual M-1, Part 1, Chapter 34.
* * * * *

PART 806--COMPETITION REQUIREMENTS

    6. The authority citation for part 806 continues to read as 
follows:

    Authority: 38 U.S.C. 501 and 40 U.S.C. 486(c).

    7. Section 806.302-5 is amended by:
    a. Revising paragraph (b).
    b. Redesignating paragraph (c) as paragraph (d).
    c. Adding a new paragraph (c).
    The revision and addition read as follows:?


806.302-5  Authorized or required by statute.

* * * * *
    (b) Contracts or agreements for the mutual use or exchange of use 
of health-care resources, consisting of commercial services, the use of 
medical equipment or space, or research, negotiated under the authority 
of 38 U.S.C. 8151-8153, are approved for other than full and open 
competition only when such contracts or agreements are with 
institutions affiliated with the Department of Veterans Affairs, 
pursuant to 38 U.S.C. 7302, with medical practice groups or other 
approved entities associated with affiliated institutions (entities 
will be approved if determined legally to be associated with affiliated 
institutions), or with blood banks, organ banks, or research centers. 
The justification and approval requirements of FAR 6.303 and VAAR 
806.304 do not apply to such contracts or agreements.
    (c) Contracts or agreements for the mutual use or exchange of use 
of health-care resources, consisting of commercial services or the use 
of medical equipment or space, negotiated under the authority of 38 
U.S.C. 8151-8153, and not acquired under the authority of paragraph (b) 
of this section, may be conducted without regard to any law or 
regulation that would otherwise require the use of competitive 
procedures for procuring resources, provided the procurement is 
conducted in accordance with the simplified procedures contained in 
(VAAR) 48 CFR part 873. The justification and approval requirements of 
FAR 6.303 and 806.304 shall apply to such contracts or agreements 
conducted on a sole source basis.
* * * * *

PART 812--ACQUISITION OF COMMERCIAL ITEMS

    8. The authority citation for part 812 continues to read as 
follows:


    Authority: 38 U.S.C. 501 and 40 U.S.C. 486(c).


    9. In 812.301, paragraph (c) is revised and paragraph (g) is added 
to read as follows:


812.301  Solicitation provisions and contract clauses for the 
acquisition of commercial items.

* * * * *
    (c) The provisions and clauses in the following VAAR sections must 
be used, when appropriate, in accordance with the prescriptions 
contained therein or elsewhere in the VAAR, in requests for quotations, 
solicitations, or contracts for the acquisition of commercial items:
    (1) 852.207-70, Report of employment under commercial activities.
    (2) 852.211-71, Guarantee clause.
    (3) 852.211-72, Inspection.
    (4) 852.211-73, Frozen processed foods.
    (5) 852.211-74, Telecommunications equipment.
    (6) 852.211-75, Technical industry standards.
    (7) 852.214-70, Caution to bidders-bid envelopes.
    (8) 852.216-70, Estimated quantities for requirements contracts.
    (9) 852.229-70, Purchases from patient's funds.
    (10) 852.229-71, Purchases for patients using Government funds and/
or personal funds of patients.
    (11) 852.233-70, Protest content.
    (12) 852.237-7, Indemnification and Medical Liability Insurance.
    (13) 852.237-70, Contractor responsibilities.
    (14) 852.237-71, Indemnification and insurance (vehicle and 
aircraft service contracts).
    (15) 852.252-1, Provisions or clauses requiring completion by the 
offeror or prospective contractor.
    (16) 852.270-1, Representatives of contracting officers.
    (17) 852.270-2, Bread and bakery products.
    (18) 852.270-3, Purchase of shellfish.
* * * * *
    (g) When soliciting for commercial services or the use of medical 
equipment or space under the authority of part 873 and 38 U.S.C. 8151-
8153, the provisions and clauses in the following VAAR sections may be 
used in accordance with the prescriptions contained therein or 
elsewhere in the VAAR:
    (1) 852.273-70, Late offers.
    (2) 852.273-71, Alternative negotiation techniques.
    (3) 852.273-72, Alternative evaluation.
    (4) 852.273-73, Evaluation--health-care resources.
    (5) 852.273-74, Award without exchanges.

PART 837--SERVICE CONTRACTING

    10. The authority citation for part 837 continues to read as 
follows:



[[Page 3469]]


    Authority: 38 U.S.C. 501 and 40 U.S.C. 486(c).

    11. Section 837.403 is amended by revising the first sentence of 
the paragraph to read as follows:


837.403  Contract clause.

    The contracting officer shall insert the clause at 852.237-7, 
Indemnification and Medical Liability Insurance, in lieu of FAR Clause 
52.237-7, in solicitations and contracts for nonpersonal health-care 
services, including solicitations and contracts for nonpersonal health-
care services awarded under the authority of 38 U.S.C. 8151-8153 and 
(VAAR) 48 CFR part 873. * * *

PART 852--SOLICITATION PROVISIONS AND CONTRACT CLAUSES

    12. The authority citation for part 852 continues to read as 
follows:


    Authority: 38 U.S.C. 501 and 40 U.S.C. 486(c).

    13. In section 852.207-70, the introductory text is revised to read 
as follows:


852.207-70  Report of employment under commercial activities.

    As prescribed in 807.304-77 and 873.110, the following clause must 
be included in A-76 cost comparison solicitations and solicitations 
issued under the authority of 38 U.S.C. 8151-8153 which may result in 
the conversion, from in-house to contract performance, of work 
currently being performed by VA employees:
* * * * *

    14. Section 852.273-70 is added to read as follows:


852.273-70  Late offers.

    As prescribed in 873.110(a), insert the following provision:

Late Offers (Jan 2003)

    This provision replaces paragraph (f) of FAR provision 52.212-1. 
Offers or modifications of offers received after the time set forth 
in a request for quotations or request for proposals may be 
considered, at the discretion of the contracting officer, if 
determined to be in the best interest of the Government. Late bids 
submitted in response to an invitation for bid (IFB) will not be 
considered.

(End of provision)

    15. Section 852.273-71 is added to read as follows:


852.273-71  Alternative negotiation techniques.

    As prescribed in 873.110(b), insert the following provision:

Alternative Negotiation Techniques (Jan 2003)

    The contracting officer may elect to use the alternative 
negotiation techniques described in section 873.111(e) of 48 Code of 
Federal Regulations Chapter 8 in conducting this procurement. If 
used, offerors may respond by maintaining offers as originally 
submitted, revising offers, or submitting an alternative offer. The 
Government may consider initial offers unless revised or withdrawn, 
revised offers, and alternative offers in making the award. Revising 
an offer does not guarantee an offeror an award.

(End of provision)

    16. Section 852.273-72 is added to read as follows:


852.273-72  Alternative evaluation.

    As prescribed in 873.110(c), insert the following provision:

Alternative Evaluation (Jan 2003)

    (a) The Government will award a contract resulting from this 
solicitation to the responsible offeror submitting the lowest priced 
offer that conforms to the solicitation. During the specified period 
for receipt of offers, the amount of the lowest offer will be posted 
and may be viewed by--[Contracting officer insert description of how 
the information may be viewed electronically or otherwise]--. Offerors 
may revise offers anytime during the specified period. At the end of 
the specified time period for receipt of offers, the responsible 
offeror submitting the lowest priced offer will be in line for award.
    (b) Except when it is determined not to be in the Government's best 
interest, the Government will evaluate offers for award purposes by 
adding the total price for all options to the total price for the basic 
requirement. The Government may determine that an offer is unacceptable 
if the option prices are materially unbalanced. Evaluation of options 
shall not obligate the Government to exercise the option(s).
(End of provision)

    17. Section 852.273-73 is added to read as follows:


852.273-73  Evaluation--health-care resources.

    As prescribed in 873.110(d), in lieu of FAR provision 52.212-2, the 
contracting officer may insert a provision substantially as follows:

Evaluation--Health-Care Resources (January 2003)

    (a) The Government will award a contract resulting from this 
solicitation to the responsible offeror whose offer, conforming to 
the solicitation, will be most advantageous to the Government, price 
and other factors considered. The following information or factors 
shall be used to evaluate offers: --[Contracting officer insert 
evaluation information or factors, such as technical capability to 
meet the Government's requirements, past performance, or such other 
evaluation information or factors as the contracting officer deems 
necessary to evaluate offers. Price must be evaluated in every 
acquisition. The contracting officer may include the evaluation 
information or factors in their relative order of importance, such 
as in descending order of importance. The relative importance of any 
evaluation information must be stated in the solicitation.]--
    (b) Except when it is determined not to be in the Government's 
best interest, the Government will evaluate offers for award 
purposes by adding the total price for all options to the total 
price for the basic requirement. The Government may determine that 
an offer is unacceptable if the option prices are materially 
unbalanced. Evaluation of options shall not obligate the Government 
to exercise the option(s).
    (c) If this solicitation is a request for proposals (RFP), a 
written notice of award or acceptance of an offer, mailed or 
otherwise furnished to the successful offeror within the time for 
acceptance specified in the offer, shall result in a binding 
contract without further action by either party. Before the offer's 
specified expiration time, the Government may accept an offer (or 
part of an offer), whether or not there are negotiations after its 
receipt, unless a written notice of withdrawal is received before 
award.

(End of provision)

    18. Section 852.273-74 is added to read as follows:


852.273-74  Award without exchanges.

    As prescribed in 873.110(e), insert the following provision:

Award Without Exchanges (Jan 2003)

    The Government intends to evaluate proposals and award a 
contract without exchanges with offerors. Therefore, each initial 
offer should contain the offeror's best terms from a cost or price 
and technical standpoint. However, the Government reserves the right 
to conduct exchanges if later determined by the contracting officer 
to be necessary.

(End of provision)

    19. Part 873 is added to read as follows:

PART 873--SIMPLIFIED ACQUISITION PROCEDURES FOR HEALTH-CARE 
RESOURCES

Sec.
873.101 Policy.
873.102 Definitions.
873.103 Priority sources.
873.104 Competition requirements.
873.105 Acquisition planning.
873.106 Presolicitation exchanges with industry.
873.107 Socioeconomic programs.
873.108 Publicizing contract actions.
873.109 General requirements for acquisition of health-care 
resources.

[[Page 3470]]

873.110 Solicitation provisions.
873.111 Acquisition strategies for health-care resources.
873.112 Evaluation information.
873.113 Exchanges with offerors.
873.114 Best value pool.
873.115 Proposal revisions.
873.116 Source selection decision.
873.117 Award to successful offeror.
873.118 Debriefings.

    Authority: 38 U.S.C. 8151-8153.


873.101  Policy.

    The simplified acquisition procedures set forth in this Department 
of Veterans Affairs Acquisition Regulation (VAAR) part apply to the 
acquisition of health-care resources consisting of commercial services 
or the use of medical equipment or space. These procedures shall be 
used in conjunction with the Federal Acquisition Regulation (FAR) and 
other parts of VAAR. However, when a policy or procedure in FAR or 
another part of VAAR differs from the procedures contained in this 
part, this part shall take precedence. These procedures contain more 
flexibility than provided in FAR or elsewhere in VAAR.


873.102  Definitions.

    Commercial service means a service, except construction exceeding 
$2,000 and architect-engineer services, that is offered and sold 
competitively in the commercial marketplace, is performed under 
standard commercial terms and conditions, and is procured using firm-
fixed price contracts.
    Health-care providers includes health-care plans and insurers and 
any organizations, institutions, or other entities or individuals who 
furnish health-care resources.
    Health-care resource includes hospital care and medical services 
(as those terms are defined in section 1701 of title 38 United States 
Code (U.S.C.), any other health-care service, and any health-care 
support or administrative resource, including the use of medical 
equipment or space.


873.103  Priority sources.

    Without regard to FAR 8.001(a)(2), except for the acquisition of 
services available from the Committee for Purchase From People Who Are 
Blind or Severely Disabled, pursuant to the Javits-Wagner-O'Day Act (41 
U.S.C. 46-48c) and FAR subpart 8.7, there are no priority sources for 
the acquisition of health-care resources consisting of commercial 
services or the use of medical equipment or space.


873.104  Competition requirements.

    (a) Without regard to FAR part 6, if the health-care resource 
required is a commercial service, the use of medical equipment or 
space, or research, and is to be acquired from an institution 
affiliated with the Department in accordance with section 7302 of title 
38 U.S.C., including medical practice groups and other approved 
entities associated with affiliated institutions (entities will be 
approved if determined legally to be associated with affiliated 
institutions), or from blood banks, organ banks, or research centers, 
the resource may be acquired on a sole source basis.
    (b) Acquisition of health-care resources identified in paragraph 
(a) of this section are not required to be publicized as otherwise 
required by 873.108 or FAR 5.101. In addition, written justification, 
as otherwise set forth in section 303(f) of the Federal Property and 
Administration Services Act of 1949 (41 U.S.C. 253(f)) and FAR part 6, 
is not required.
    (c) Without regard to FAR 6.101, if the health-care resource 
required is a commercial service or the use of medical equipment or 
space, and is to be acquired from an entity not described in paragraph 
(a) of this section, contracting officers must seek competition to the 
maximum extent practicable and must permit all responsible sources, as 
appropriate under the provisions of this part, to submit a bid, 
proposal or quotation (as appropriate) for the resources to be procured 
and provide for the consideration by the Department of bids, proposals, 
or quotations so submitted.
    (d) Without regard to FAR 5.101, acquisition of health-care 
resources identified in paragraph (c) of this section shall be 
publicized as otherwise required by 873.108. Moreover, for any such 
acquisition described in paragraph (c) of this section to be conducted 
on a sole source basis, the contracting officer must prepare a 
justification that includes the information and is approved at the 
levels prescribed in section 303(f) of the Federal Property and 
Administration Services Act of 1949 (41 U.S.C. 253(f)) and FAR part 6.


873.105  Acquisition planning.

    (a) Acquisition planning is an indispensable component of the total 
acquisition process.
    (b) For the acquisition of health-care resources consisting of 
commercial services or the use of medical equipment or space, where the 
acquisition is expected to exceed the simplified acquisition threshold 
(SAT), an acquisition team must be assembled. The team shall be 
tailored by the contracting officer for each particular acquisition 
expected to exceed the SAT. The team should consist of a mix of staff, 
appropriate to the complexity of the acquisition, and may include 
contracting, fiscal, legal, administrative, and technical personnel, 
and such other expertise as necessary to assure a comprehensive 
acquisition plan. The team should include the small business advocate 
representing the contracting activity or a higher level designee and 
the SBA Procurement Center Representative (PRC), if available. As a 
minimum, the team must include the contracting officer and a 
representative of the requesting service.
    (c) Prior to determining whether a requirement is suitable for 
acquisition using these simplified acquisition procedures, the 
contracting officer or the acquisition team, as appropriate, must 
conduct market research to identify interested businesses. It is the 
responsibility of the contracting officer to ensure the requirement is 
appropriately publicized and information about the procurement 
opportunity is adequately disseminated as set forth in 873.108.
    (d) In lieu of the requirements of FAR part 7 addressing 
documentation of the acquisition plan, the contracting officer may 
conduct an acquisition strategy meeting with cognizant offices to seek 
approval for the proposed acquisition approach. If a meeting is 
conducted, briefing materials shall be presented to address the 
acquisition plan topics and structure in FAR 7.105. Formal written 
minutes shall be prepared to summarize decisions, actions, and 
conclusions and included in the contract file, along with a copy of the 
briefing materials.


873.106  Presolicitation exchanges with industry.

    (a) This section shall be used in lieu of FAR part 10, except as 
provided in paragraph (b)(3)of this section. In conducting market 
research, exchange of information by all interested parties involved in 
an acquisition, from the earliest identification of a requirement 
through release of the solicitation, is encouraged. Interested parties 
include potential offerors, end users, Government acquisition and 
support personnel, and others involved in the conduct or outcome of the 
acquisition. The nature and extent of presolicitation exchanges between 
the Government and industry shall be a matter of the contracting 
officer's discretion (for acquisitions not exceeding the simplified 
acquisition threshold) or the acquisition team's discretion, as 
coordinated by the contracting officer.
    (b) Techniques to promote early exchange of information include--
    (1) Industry or small business conferences;

[[Page 3471]]

    (2) Public hearings;
    (3) Market research in accordance with FAR 10.002(b), which shall 
be followed to the extent that the provisions therein would provide 
relevant information;
    (4) One-on-one meetings with potential offerors;
    (5) Presolicitation notices;
    (6) Draft Requests for proposals (RFPs);
    (7) Requests for information (RFIs);
    (8) Presolicitation or preproposal conferences;
    (9) Site visits;
    (10) Electronic notices (e.g., Internet); and
    (11) Use of the Procurement Marketing and Access Network (PRO-NET).


873.107  Socioeconomic programs.

    (a) Implementation. This section provides additional authority, 
over and above that found at FAR 19.502, to waive small business set-
asides. For acquisitions above the micro-purchase threshold, if, 
through market research, the contracting officer determines that there 
is reasonable expectation that reasonably priced bids, proposals, or 
quotations will be received from two or more responsible small 
businesses, a requirement for health-care resources must be reserved 
for small business participation. Without regard to FAR 13.003(b)(1), 
19.502-2, and 19.502-3, the head of the contracting activity (HCA) may 
approve a waiver from the requirement for any set-aside for small 
business participation when a waiver is determined to be in the best 
interest of the Government.
    (b) Rejecting Small Business Administration (SBA) recommendations. 
(1) The contracting officer (or, if a waiver has been approved in 
accordance with paragraph (a) of this section, the HCA) must consider 
and respond to a recommendation from an SBA representative to set a 
procurement aside for small business within 5 working days. If the 
recommendation is rejected by the contracting officer (or, if a waiver 
has been approved, by the HCA) and if SBA intends to appeal that 
determination, SBA must, within 2 working days after receipt of the 
determination, notify the contracting officer involved of SBA's 
intention to appeal.
    (2) Upon receipt of the notification of SBA's intention to appeal 
and pending issuance of a final Department appeal decision to SBA, the 
contracting officer involved must suspend action on the acquisition 
unless a determination is made in writing by the contracting officer 
that proceeding to contract award and performance is in the public 
interest. The contracting officer must promptly notify SBA of the 
determination to proceed with the solicitation and/or contract award 
and must provide a copy of the written determination to SBA.
    (3) SBA shall be allowed 10 working days after receiving the 
rejection notice from the contracting officer (or the HCA, if a waiver 
has been approved) for acquisitions not exceeding $5 million, or 15 
working days after receiving the rejection notice for acquisitions 
exceeding $5 million, to file an appeal. SBA must notify the 
contracting officer within this 10 or 15 day period whether an appeal 
has, in fact, been taken. If notification is not received by the 
contracting officer within the applicable period, it shall be deemed 
that an appeal was not taken.
    (4) SBA shall submit appeals to the Secretary. Decisions shall be 
made by the Procurement Executive, whose decisions shall be final.
    (c) Contracting with the Small Business Administration (the 8(a) 
Program). The procedures of FAR 19.8 shall be followed where a 
responsible 8(a) contractor has been identified.
    (d) Certificates of Competency and determinations of 
responsibility. The Director, Office of Small and Disadvantaged 
Business Utilization (OSDBU), Department of Veterans Affairs (VA), and 
the Assistant Administrator, Office of Industrial Assistance, Small 
Business Administration (SBA), shall serve as ombudsmen to assist VA 
contracting officers on any issues relating to Certificates of 
Competency (COC). Copies of all COC referrals to SBA shall be submitted 
to the Director, OSDBU (00SB).


873.108  Publicizing contract actions.

    (a) Without regard to FAR 5.101, all acquisitions under this part 
873, except as provided in paragraph (b) of this section, for dollar 
amounts in excess of the simplified acquisition threshold (SAT), as set 
forth in FAR part 13, shall be publicly announced utilizing a medium 
designed to obtain competition to the maximum extent practicable and to 
permit all responsible sources, as appropriate under the provisions of 
this part, to submit a bid, proposal, or quotation (as appropriate).
    (1) The publication medium may include the Internet, including the 
Governmentwide point of entry (GPE), and local, regional or national 
publications or journals, as appropriate, at the discretion of the 
contracting officer, depending on the complexity of the acquisition.
    (2) Without regard to FAR 5.203, notice shall be published for a 
reasonable time prior to issuance of a request for quotations (RFQ) or 
a solicitation, depending on the complexity or urgency of the 
acquisition, in order to afford potential offerors a reasonable 
opportunity to respond. If the notice includes a complete copy of the 
RFQ or solicitation, a prior notice is not required, and the RFQ or 
solicitation shall be considered to be announced and issued at the same 
time.
    (3) The notice may include contractor qualification parameters, 
such as time for delivery of service, credentialing or medical 
certification requirements, small business or other socio-economic 
preferences, the appropriate small business size standard, and such 
other qualifications as the contracting officer deems necessary to meet 
the needs of the Government.
    (b) The requirement for public announcement does not apply to sole 
source acquisitions, described in 873.104(a), from institutions 
affiliated with the Department in accordance with section 7302 of title 
38 U.S.C., including medical practice groups and other approved 
entities associated with affiliated institutions (entities will be 
approved if determined legally to be associated with affiliated 
institutions), or from blood banks, organ banks, or research centers. 
In addition, the requirement for public announcement does not apply to 
sole source acquisitions of hospital care and medical services (as 
those terms are defined in section 1701 of title 38 U.S.C.) or any 
other health-care services, including acquisitions for the mutual use 
or exchange of use of such services. However, as required by 38 U.S.C. 
8153(a)(3)(D), acquisitions from non-affiliates, if conducted on a sole 
source basis, must still be justified and approved (see 873.104(d)).
    (c) For acquisitions below the SAT, a public announcement is 
optional.
    (d) Each solicitation issued under these procedures must 
prominently identify that the requirement is being solicited under the 
authority of 38 U.S.C. 8153 and part 873.


873.109  General requirements for acquisition of health-care resources.

    (a) Source selection authority. Contracting officers shall be the 
source selection authority for acquisitions of health-care resources, 
consisting of commercial services or the use of medical equipment or 
space, utilizing the guidance contained in this part 873.

[[Page 3472]]

    (b) Statement of work/Specifications. Statements of work or 
specifications must define the requirement and should, in most 
instances, include qualifications or limitations such as time limits 
for delivery of service, medical certification or credentialing 
restrictions, and small business or other socio-economic preferences. 
The contracting officer may include any other such terms as the 
contracting officer deems appropriate for each specific acquisition.
    (c) Documentation. Without regard to FAR 13.106-3(b), 13.501(b), or 
15.406-3, the contract file must include:
    (1) A brief written description of the procedures used in awarding 
the contract;
    (2) The market research, including the determination that the 
acquisition involves health-care resources;
    (3) The number of offers received; and
    (4) An explanation, tailored to the size and complexity of the 
acquisition, of the basis for the contract award decision.
    (d) Time for receipt of quotations or offers. (1) Without regard to 
FAR 5.203, contracting officers shall set a reasonable time for receipt 
of quotations or proposals in requests for quotations (RFQs) and 
solicitations.
    (2) Without regard to FAR 15.208 or 52.212-1(f), quotations or 
proposals received after the time set forth in an RFQ or request for 
proposals (RFP) may be considered at the discretion of the contracting 
officer if determined to be in the best interest of the Government. 
Contracting officers must document the rationale for accepting 
quotations or proposals received after the time specified in the RFQ or 
RFP. This paragraph (d)(2) shall not apply to RFQs or RFPs if 
alternative evaluation techniques described in 873.111(e)(1)(ii) are 
used. This paragraph (d)(2) does not apply to invitations for bid 
(IFBs).
    (e) Cancellation of procurements. Without regard to FAR 14.404-1, 
any acquisition may be canceled by the contracting officer at any time 
during the acquisition process if cancellation is determined to be in 
the best interest of the Government.


873.110  Solicitation provisions.

    (a) As provided in 873.109(d), contracting officers shall insert 
the provision at 852.273-70, Late offers, in all requests for 
quotations (RFQs) and requests for proposals (RFPs) exceeding the 
micro-purchase threshold.
    (b) The contracting officer shall insert a provision in RFQs and 
solicitations, substantially the same as the provision at 852.273-71, 
Alternative negotiation techniques, when either of the alternative 
negotiation techniques described in 873.111(e)(1) will be used.
    (c) The contracting officer shall insert the provision at 852.273-
72, Alternative evaluation, in lieu of the provision at 52.212-2, 
Evaluation--Commercial Items, when the alternative negotiation 
technique described in 873.111(e)(1)(ii) will be used.
    (d) When evaluation information, as described in 873.112, is to be 
used to select a contractor under an RFQ or RFP for health-care 
resources consisting of commercial services or the use of medical 
equipment or space, the contracting officer may insert the provision at 
852.273-73, Evaluation--health-care resources, in the RFQ or RFP in 
lieu of FAR provision 52.212-2.
    (e) As provided at 873.113(f), if award may be made without 
exchange with vendors, the contracting officer shall include the 
provision at 852.273-74, Award without exchanges, in the RFQ or RFP.
    (f) The contracting officer shall insert the clauses at FAR 52.207-
3, Right of First Refusal of Employment, and at 852.207-70, Report of 
employment under commercial activities, in all RFQs, solicitations, and 
contracts issued under the authority of 38 U.S.C. 8151-8153 which may 
result in a conversion, from in-house performance to contract 
performance, of work currently being performed by Department of 
Veterans Affairs employees.


873.111  Acquisition strategies for health-care resources.

    Without regard to FAR 13.003 or 13.500(a), the following 
acquisition processes and techniques may be used, singly or in 
combination with others, as appropriate, to design acquisition 
strategies suitable for the complexity of the requirement and the 
amount of resources available to conduct the acquisition. These 
strategies should be considered during acquisition planning. The 
contracting officer shall select the process most appropriate to the 
particular acquisition. There is no preference for sealed bid 
acquisitions.
    (a) Request for quotations. (1) Without regard to FAR 6.1 or 6.2, 
contracting officers must solicit a sufficient number of sources to 
promote competition to the maximum extent practicable and to ensure 
that the purchase is advantageous to the Government, based, as 
appropriate, on either price alone or price and other factors (e.g., 
past performance and quality). RFQs must notify vendors of the basis 
upon which the award is to be made.
    (2) For acquisitions in excess of the SAT, the procedures set forth 
in FAR part 13 concerning RFQs may be utilized without regard to the 
dollar thresholds contained therein.
    (b) Sealed bidding. FAR part 14 provides procedures for sealed 
bidding.
    (c) Negotiated acquisitions. The procedures of FAR parts 12, 13, 
and 15 shall be used for negotiated acquisitions, except as modified in 
this part.
    (d) Multiphase acquisition technique. (1) General. Without regard 
to FAR 15.202, multiphase acquisitions may be appropriate when the 
submission of full proposals at the beginning of an acquisition would 
be burdensome for offerors to prepare and for Government personnel to 
evaluate. Using multiphase techniques, the Government may seek limited 
information initially, make one or more down-selects, and request a 
full proposal from an individual offeror or limited number of offerors. 
Provided that the notice notifies offerors, the contracting officer may 
limit the number of proposals during any phase to the number that will 
permit an efficient competition among proposals offering the greatest 
likelihood of award. The contracting officer may indicate in the notice 
an estimate of the greatest number of proposals that will be included 
in the down-select phase. The contracting officer may down-select to a 
single offeror.
    (2) First phase notice. In the first phase, the Government shall 
publish a notice (see 873.108) that solicits responses and that may 
provide, as appropriate, a general description of the scope or purpose 
of the acquisition and the criteria that will be used to make the 
initial down-select decision. The notice may also inform offerors of 
the evaluation criteria or process that will be used in subsequent 
down-select decisions. The notice must contain sufficient information 
to allow potential offerors to make an informed decision about whether 
to participate in the acquisition. The notice must advise offerors that 
failure to participate in the first phase will make them ineligible to 
participate in subsequent phases. The notice may be in the form of a 
synopsis in the Governmentwide point of entry (GPE) or a narrative 
letter or other appropriate method that contains the information 
required by this paragraph.
    (3) First phase responses. Offerors shall submit the information 
requested in the notice described in paragraph (d)(2) of this section. 
Information sought in the first phase may be limited to a statement of 
qualifications and other appropriate information (e.g., proposed 
technical concept, past performance information, limited pricing 
information).

[[Page 3473]]

    (4) First phase evaluation and down-select. The Government shall 
evaluate all offerors' submissions in accordance with the notice and 
make a down-select decision.
    (5) Subsequent phases. Additional information shall be sought in 
the second phase so that a down-select can be performed or an award 
made without exchanges, if necessary. The contracting officer may 
conduct exchanges with remaining offeror(s), request proposal 
revisions, or request best and final offers, as determined necessary by 
the contracting officer, in order to make an award decision.
    (6) Debriefing. Without regard to FAR 15.505, contracting officers 
must debrief offerors as required by 873.118 when they have been 
excluded from the competition.
    (e) Alternative negotiation techniques. (1) Contracting officers 
may utilize alternative negotiation techniques for the acquisition of 
health-care resources. Alternative negotiation techniques may be used 
when award will be based on either price or price and other factors. 
Alternative negotiation techniques include but are not limited to:
    (i) Indicating to offerors a price, contract term or condition, 
commercially available feature, and/or requirement (beyond any 
requirement or target specified in the solicitation) that offerors will 
have to improve upon or meet, as appropriate, in order to remain 
competitive.
    (ii) Posting offered prices electronically or otherwise (without 
disclosing the identity of the offerors) and permitting revisions of 
offers based on this information.
    (2) Except as otherwise permitted by law, contracting officers 
shall not conduct acquisitions under this section in a manner that 
reveals the identities of offerors, releases proprietary information, 
or otherwise gives any offeror a competitive advantage (see FAR 3.104).


873.112  Evaluation information.

    (a) Without regard to FAR 15.304 (except for 15.304(c)(1) and 
(c)(3), which do apply to acquisitions under this authority), the 
criteria, factors, or other evaluation information that apply to an 
acquisition, and their relative importance, are within the broad 
discretion of agency acquisition officials as long as the evaluation 
information is determined to be in the best interest of the Government.
    (b) Price or cost to the Government must be evaluated in every 
source selection. Past performance shall be evaluated in source 
selections for negotiated competitive acquisitions exceeding the SAT 
unless the contracting officer documents that past performance is not 
an appropriate evaluation factor for the acquisition.
    (c) The quality of the product or service may be addressed in 
source selection through consideration of information such as past 
compliance with solicitation requirements, technical excellence, 
management capability, personnel qualifications, and prior experience. 
The information required from quoters, bidders, or offerors shall be 
included in notices or solicitations, as appropriate.
    (d) The relative importance of any evaluation information included 
in a solicitation must be set forth therein.


873.113  Exchanges with offerors.

    (a) Without regard to FAR 15.201 or 15.306, negotiated acquisitions 
generally involve exchanges between the Government and competing 
offerors. Open exchanges support the goal of efficiency in Government 
by providing the Government with relevant information (in addition to 
that submitted in the offeror's initial proposal) needed to understand 
and evaluate the offeror's proposal. The nature and extent of exchanges 
between the Government and offerors is a matter of contracting officer 
judgment. Clarifications, communications, and discussions, as provided 
for in the FAR, are concepts not applicable to acquisitions under this 
part 873.
    (b) Exchanges with potential offerors may take place throughout the 
source selection process. Exchanges may start in the planning stages 
and continue through contract award. Exchanges should occur most often 
with offerors determined to be in the best value pool (see 873.114). 
The purpose of exchanges is to ensure there is mutual understanding 
between the Government and the offerors on all aspects of the 
acquisition, including offerors' submittals/proposals. Information 
disclosed as a result of oral or written exchanges with an offeror may 
be considered in the evaluation of an offeror's proposal.
    (c) Exchanges may be conducted, in part, to obtain information that 
explains or resolves ambiguities or other concerns (e.g., perceived 
errors, perceived omissions, or perceived deficiencies) in an offeror's 
proposal.
    (d) Exchanges shall only be initiated if authorized by the 
contracting officer and need not be conducted with all offerors.
    (e) Improper exchanges. Except for acquisitions based on 
alternative negotiation techniques contained in 873.111(e)(1), the 
contracting officer and other Government personnel involved in the 
acquisition shall not disclose information regarding one offeror's 
proposal to other offerors without consent of the offeror in accordance 
with FAR parts 3 and 24.
    (f) Award may be made on initial proposals without exchanges if the 
solicitation states that the Government intends to evaluate proposals 
and make award without exchanges, unless the contracting officer 
determines that exchanges are considered necessary.


873.114  Best value pool.

    (a) Without regard to FAR 15.306(c), the contracting officer may 
determine the most highly rated proposals having the greatest 
likelihood of award based on the information or factors and subfactors 
in the solicitation. These vendors constitute the best value pool. This 
determination is within the sole discretion of the contracting officer. 
Competitive range determinations, as provided for in the FAR, are not 
applicable to acquisitions under this part 873.
    (b) In planning an acquisition, the contracting officer may 
determine that the number of proposals that would otherwise be included 
in the best value pool is expected to exceed the number at which an 
efficient, timely, and economical competition can be conducted. In 
reaching such a conclusion, the contracting officer may consider such 
factors as the results of market research, historical data from 
previous acquisitions for similar services, and the resources available 
to conduct the source selection. Provided the solicitation notifies 
offerors that the best value pool can be limited for purposes of making 
an efficient, timely, and economical award, the contracting officer may 
limit the number of proposals in the best value pool to the greatest 
number that will permit an efficient competition among the proposals 
offering the greatest likelihood of award. The contracting officer may 
indicate in the solicitation the estimate of the greatest number of 
proposals that will be included in the best value pool. The contracting 
officer may limit the best value pool to a single offeror.
    (c) If the contracting officer determines that an offeror's 
proposal is no longer in the best value pool, the proposal shall no 
longer be considered for award. Written notice of this decision must be 
provided to unsuccessful offerors at the earliest practicable time.

[[Page 3474]]

873.115  Proposal revisions.

    (a) Without regard to FAR 15.307, the contracting officer may 
request proposal revisions as often as needed during the proposal 
evaluation process at any time prior to award from vendors remaining in 
the best value pool. Proposal revisions shall be submitted in writing. 
The contracting officer may establish a common cutoff date for receipt 
of proposal revisions. Contracting officers may request best and final 
offers. In any case, contracting officers and acquisition team members 
must safeguard proposals, and revisions thereto, to avoid unfair 
dissemination of an offeror's proposal.
    (b) If an offeror initially included in the best value pool is no 
longer considered to be among those most likely to receive award after 
submission of proposal revisions and subsequent evaluation thereof, the 
offeror may be eliminated from the best value pool without being 
afforded an opportunity to submit further proposal revisions.
    (c) Requesting and/or receiving proposal revisions do not 
necessarily conclude exchanges. However, requests for proposal 
revisions should advise offerors that the Government may make award 
without obtaining further revisions.


873.116  Source selection decision.

    (a) An integrated comparative assessment of proposals should be 
performed before source selection is made. The contracting officer 
shall independently determine which proposal(s) represents the best 
value, consistent with the evaluation information or factors and 
subfactors in the solicitation, and that the prices are fair and 
reasonable. The contracting officer may determine that all proposals 
should be rejected if it is in the best interest of the Government.
    (b) The source selection team, or advisory boards or panels, may 
conduct comparative analysis(es) of proposals and make award 
recommendations, if the contracting officer requests such assistance.
    (c) The source selection decision must be documented in accordance 
with FAR 15.308.


873.117  Award to successful offeror.

    (a) The contracting officer shall award a contract to the 
successful offeror by furnishing the contract or other notice of the 
award to that offeror.
    (b) If a request for proposal (RFP) process was used for the 
solicitation and if award is to be made without exchanges, the 
contracting officer may award a contract without obtaining the 
offeror's signature a second time. The offeror's signature on the offer 
constitutes the offeror's agreement to be bound by the offer. If a 
request for quotation (RFQ) process was used for the solicitation, and 
if the contracting officer determines there is a need to establish a 
binding contract prior to commencement of work, the contracting officer 
should obtain the offeror's acceptance signature on the contract to 
ensure formation of a binding contract.
    (c) If the award document includes information that is different 
than the latest signed offer, both the offeror and the contracting 
officer must sign the contract award.
    (d) When an award is made to an offeror for less than all of the 
items that may be awarded and additional items are being withheld for 
subsequent award, each notice shall state that the Government may make 
subsequent awards on those additional items within the offer acceptance 
period.


873.118  Debriefings.

    Offerors excluded from a request for proposals (RFP) may submit a 
written request for a debriefing to the contracting officer. Without 
regard to FAR 15.505, preaward debriefings may be conducted by the 
contracting officer when determined to be in the best interest of the 
Government. Post-award debriefings shall be conducted in accordance 
with FAR 15.506.
[FR Doc. 03-1578 Filed 1-23-03; 8:45 am]
BILLING CODE 8320-01-P