Advertising/Awarding Portions of a Project within the PA

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flow chart
 

Purpose: This process describes how the Army team (GD, COS, MSC, HQUSACE, IMCOM, ACOM (for mission facilities), OACSIM) addresses advertising or awarding separate contracts within one project (for example: For a BCT complex project, the PDT needs to advertise (or award) the barracks contract in advance of the Tactical Equipment Maintenance Facility contract)./p>

References: 

  • OPORD 2008-21 (FY09 Military Programs Execution)
  • FY08 MCA/UMMCA/AFH/BRAC Execution Guidance Memo, 10 Apr 08
  • AR 420-1, Army Facilities Management, 12 Feb 08
  • FRAGO 16 (FY 08 Mil Pgms Construction CWE/Funds Request Calculation Spreadsheet) to OPORD 2007-20

Process:

  1. Advertising.  The Project Manager decides whether to request authority to advertise portions of a project at different times based on the needs of the project and input from the PDT (to include the COS). The PM is responsible for meeting project goals, customer needs, while balancing the risks associated with advertising portions of the project at different points in time.

    1. If the PM decides to advertise a portion of the project separately, the PM will request Authority to Advertise per the FY08 MCA/UMMCA/AFH/BRAC Execution Guidance. The request will include the standard multi-contract CWE sheet, along with a narrative describing the scope that was included/excluded. The CWE spreadsheet will be filled out for the entire project (including CWE and Scope analysis for all contracts) using the most current information available. This information will be submitted to the MSC, along with justification for advertising portion(s) of the project at different times. It is a best practice to advertise all contracts for a project at the same time, but there may be circumstances where advertising contracts at separate times is necessary. The GD will coordinate the strategy for base bid/options with the installation and IMCOM Region and obtain concurrence before moving forward with advertising.

    2. The MSC will review and if they concur, will submit to the RIT.

    3. If the Comprehensive CWE is at or below PA and at full scope, the RIT will check to see if CAPCES contains an OACSIM Code A. If CWE exceeds PA, follow process “Advertising Over PA”.

    4. If CAPCES does not contain a Code A, the RIT will request the Code A from OACSIM. The request to OACSIM will contain a copy of the CWE spread sheet and confirmation that the project estimate is at full scope.

    5. Once CAPCES contains an OACSIM Code A, the RIT will issue a Code A directive granting advertising authority for the project, or for the portion of the project requested.

  2. Awarding.  The Project Manager decides whether to request authority to award for separate portions (contracts) of a project. The PM will consider the needs of the project and input from the PDT (to include the COS). The PM is responsible for meeting project goals, customer needs, while balancing the risks associated with awarding portions of a project at different points in time. It is a best practice to award all contracts for a project at the same time, but there may be circumstances where awarding contracts at separate times is necessary.


    1. If the PM decides to request authority to award for a portion of the project, the PM will request authority to award per the FY08 MCA/UMMCA/AFH/BRAC Execution Guidance. The CWE spreadsheet will be filled out for the entire project (including CWE and Scope analysis for all contracts) using the most current information available. The request will clearly identify which contracts in the CWE are based on final bids/proposals and which CWE contract prices are just estimates. This information will be submitted to the MSC, along with justification for awarding portion(s) of the project at different times. The GD will coordinate the optional bid items that will/will not be awarded with the installation and IMCOM Region and provide that concurrence with the request.

    2. The MSC will review and if they concur, will submit to the RIT.

    3. If the Comprehensive CWE is at or below the PA or within Army Authorities, and at full scope, the RIT will submit the CWE and request Code 9 for that portion of the project to be awarded. .

    4. Once CAPCES contains a Code 9, the RIT will submit a draft directive and the CWE sheet to RM. The RM will issue a FAD and the RIT will issue a Code 9 directive to the GD.

  3. If the CWE is over PA, follow procedures in the “Reporting/Approval of Cost Increases (Reprogramming)” process or if the project is not at full scope, follow procedures in the “Advertising or Awarding over PA process.

Process Owner:  HQUSACE PID (Maryann Delaney/202-761-5775)
flow chart

 

Advertising/Awarding Portions of a
Project within the PA Resp Matrix
Who? Request Review Coord. Concur Approve
Geographic District PM      
COS COS Pgm Mgr        
Installation DPW        
IMCOM Region        
HQ IMCOM          
USACE MSC MID Chief      
HQ USACE - RIT Mil Deputy        
HQ USACE - PID National Acct Mgr        
OASCIM