Overview
FAR Subpart 13.1 outlines the streamlined procedures for Simplified Acquisition Procedures (SAP). It provides Contracting Officers (COs) with a flexible framework to acquire supplies and services efficiently while ensuring the government promotes competition, maintains impartiality, and achieves fair and reasonable pricing without the administrative burden of formal contracting methods.
Key Rules
- Competition Requirement: COs must promote competition to the maximum extent practicable. For acquisitions not using the Governmentwide Point of Entry (GPE), soliciting at least three sources is generally expected.
- Price Reasonableness: An award cannot be made until the CO determines the price is fair and reasonable. While competition is the preferred basis, COs can use market research, previous prices, or Independent Government Estimates (IGEs) for single-source awards.
- Evaluation Flexibility: Unlike formal negotiations (FAR Part 15), SAP does not require formal evaluation plans, scoring, or the establishment of a competitive range. COs have broad discretion to use "best value" and comparative evaluations.
- Solicitation Methods:
- Oral Solicitations: Encouraged for requirements under the Simplified Acquisition Threshold (SAT) when more efficient than electronic methods.
- Written Solicitations: Required for construction over $2,000 and generally for actions exceeding $25,000.
- Single Source/Brand Name: Allowed for purchases under the SAT if the CO determines only one source is reasonably available (e.g., urgency or exclusive licensing). Documentation is required, and brand-name justifications must be posted.
- Small Business Protection: Before rejecting a small business as nonresponsible, COs must comply with Certificate of Competency (COC) procedures under FAR Subpart 19.6.
Responsibilities
- Contracting Officers:
- Utilize the System for Award Management (SAM) as the primary source for vendor information.
- Ensure "all-or-none" or "multiple award" bases are clearly communicated to suppliers.
- Obtain and verify Taxpayer Identification Numbers (TIN).
- Provide brief explanations to unsuccessful suppliers upon request if the award was based on factors other than price.
- Determine price reasonableness and document the contract file minimally but sufficiently.
- Fiscal/Accounting Officers: Authorized to provide "bulk funding" to allow COs to obligate funds against a lump sum for numerous small purchases over a period of time.
- Requiring Activities (Program Managers): Responsible for confirming or altering requirements if a vendor’s minimum order quantity results in unreasonable pricing.
Practical Implications
In real-world scenarios, Subpart 13.1 acts as the "express lane" for government procurement. It allows agencies to bypass the rigid, time-consuming requirements of FAR Part 15 (Negotiations) or FAR Part 14 (Sealed Bidding). For example, a CO can conduct a "comparative evaluation" where they look at three quotes side-by-side and select the best value based on their personal knowledge and past performance data without a formal 50-page evaluation plan.
For contractors, this means that speed and past performance are critical. Since COs are encouraged to use oral solicitations and standing price quotations for smaller buys, maintaining a strong reputation and an updated SAM.gov profile is essential for being "seen" in the local trade area or within specific industry categories. Furthermore, the ability for DoD/NASA/Coast Guard COs to waive price as a standalone evaluation factor for certain multiple-award contracts rewards high-quality, technically superior vendors.