III. THE ACQUISITION PROCESS

A. GETTING ON THE BIDDERS' LISTS

Send your request to have your firms' name included on the mailing list to receive purchase announcement(s) and invitation(s) for bid (IFB) to:

Director
Kansas City Commodity Office
P.O. Box 419205
Kansas City, Missouri 64141-6205

In that request, ask for a "Solicitation Mailing List Application," Form SF-129, or include the completed SF-129, if available. A company portfolio describing your business would also be helpful to the contracting officer (CO).

Upon receipt of your request and the SF-129, the CO will advise you in writing of steps necessary for you to become eligible to receive the IFB. In that package, the CO will include the announcement and other documents necessary for you to determine if you will be able to submit bids for the product(s) you are going to sell to CCC. In addition, you will be advised if a pre-award survey will be necessary.

B. PREAWARD SURVEY INFORMATION

Prior to awarding contracts for goods or services, CCC may request a pre-award survey to evaluate the competence of potential bidders. This survey is performed by the Defense Contract Management Area Operations, an agency of the Department of Defense. The pre-award survey will normally focus on the following areas:

	Financial		Transportation
	Production		Packaging
	Manufacturer/dealer status		Technical

If the pre-award survey indicates you are eligible to participate in FSA procurement programs, you will be added to the appropriate mailing list to receive announcement(s) and invitation(s) to bid.

C. ANNUAL BIDDER CERTIFICATION PACKAGE

Prior to, or in connection with submitting an initial bid, you will receive a certification package from the Contracting Officer that you must complete and return to the CO. These certifications relate to, but are not limited to:

	non-segregated facilities		taxpayer identification
	independent price determination		clean air and water representation
	procurement integrity		affirmative action compliance
	business size		manufacturer/dealer status
	debarment, suspension, and responsibility		drug free workplace
	anti-lobbying		contingent fee representation

D. PURCHASE ANNOUNCEMENT

A purchase announcement is the basic contract document which describes the terms and conditions and specifications for the procurement or processing of a commodity. A purchase announcement may be for one specific commodity, or for similar types of commodities (cornmeal) soy fortified cornmeal.

E. INVITATION FOR BIDS (IFB)

The first step in the KCCO operations is to issue an IFB to all interested parties inviting bids or offers to sell commodities to CCC.

The IFB includes information such as approximate quantities, shipping periods, due dates for submission of bids, and other information not contained in the announcement. IFB's are normally issued once a month to several hundred suppliers.

F. RECEIPT OF OFFERS

Sealed bids are due in KCCO by the exact time and date prescribed in the IFB.

G. OFFERS (DOMESTIC

Offers from commodity suppliers for domestic commodities (including Puerto Rico, Virgin Islands and Trust Territories) are submitted on an F.O.B. destination basis. The price offered by the supplier includes commodity, packaging and transportation costs to the final destination. Each offer must also include the method of transportation (rail, piggyback or truck).

Offers are evaluated for conformance to the terms of the IFB and lowest available price.

H. OFFERS (EXPORT)

The commodity vendors offer product(s) on free along side (f.a.s.), free on board (f.o.b.), plant, or intermodel bridgeport basis to various destinations, coastal ranges, and ports. The f.a.s. offered price includes the cost of the commodity, inland freight to the U.S. port, and all applicable port charges. KCCO determines the available ocean service and applicable ocean freight rates during the time the invitation is open and enters the basic background information into its computer files for use in analyzing bids and determining the lowest landed cost. Vendors naturally use the most advantageous port or range of ports in order to offer their lowest prices. However, vendors are encouraged to make offers at various ranges, ports, and f.o.b. points. Liability for delivery rests with the vendor to deliver as prescribed in the contract. Further definition of these terms are contained in the glossary and "General Terms and Conditions for the Procurement of Agricultural Commodities or Services," USDA-1.

I. CONTRACT ACCEPTANCE TERMS

A contract award is made by the CCC to the responsible bidder whose bid conforms with the terms of the IFB, and is most advantageous to the Government.

J. CONTRACT TERMS

The contract between CCC and the vendor consists of the following:

	the purchase announcement
	the invitation (IFB)
	vendor offers
	CCC acceptance
	General Terms and conditions for the Procurement of Agricultural Commodities or Services, USDA-1

K. SUBCONTRACTING OPPORTUNITIES

Another source for procurement opportunities is subcontracting with CCC prime contractors which requires subcontracting plans that provide for the maximum practical participation of small, small disadvantaged, and women-owned businesses.

L. GENERAL CONTRACTING

CCC uses the sealed bidding methods prescribed by the Federal Acquisition Regulations (FAR) when contracting for commodities on the open-market. IFB's are sent to known sources such as previous suppliers, companies on the procuring activities mailing list(s), or other companies that become aware of requirements as a result of advertisements in the Commerce Business Daily (CBD), Computer Information Delivery System (CIDS), or commercial publications.

When sealed bids are used in response to IFB's, the bids are publicly opened at the time and place designated in the solicitation.

M. CHECKLIST FOR CONTRACTORS

Potential contractors can help to ensure that their bids and proposals move through the acquisition process smoothly and successfully by utilizing the following checklist:

Read Solicitation Documents Carefully

Bidders or offerors are expected to follow all instructions and specifications set forth in the IFB. The solicitation package will indicate where to obtain additional information. If in doubt about the meaning of any part of the solicitation, contact the contracting office identified in the solicitation. Pay particular attention to the clauses contained in the IFB; since all of them are mandatory.

Prepare Your Bid/Proposal Accurately

Your bid is your formal offer to supply the required supplies or services at the price you indicate and on the terms specified. The IFB is a part of the contract. If your bid is accepted, the contract will hold you to all the terms of the IFB.

Include All Your Costs

Be sure to include all costs required to meet the terms and conditions of the contract (i.e., overtime, packaging, markings, enrichments, transportation, inspection, etc.) It is extremely important to consider these costs when preparing your bid or proposal. Your bid is a formal offer to supply the required commodity at the price you indicate and on the terms specified. If your bid is accepted, your contract will hold you to all the terms of the IFB. Do not promise deliveries you cannot fulfill.

Submit Your Bid/Proposal On Tim

Your bid must be received by the purchasing office not later than the time set for the opening of the bids; otherwise, it will not be considered. Bids must be addressed as prescribed in the IFB. Requests for bid information should be addressed to:

Director,
Kansas City Commodity Office
P.O. Box 419205
Kansas City, Missouri 64141-6205

Get It In Writing

Do not begin work or provide any materials, equipment, or services based on an oral request, unless you are provided a contract number, and are certain you are dealing with a CO. Wait until you have received written notice--a properly executed contract document from the CO before you start work or incur any cost.

Read Your Contract

Your contract delineates your obligations and rights. It protects both you and the Government.

Comply With The Terms Of The Contract

The purchase announcement, IFB, precisely describe the properties or materials, quality, quantities, delivery schedules, as well as other characteristics and requirements with which you must comply.

Consult With The Contracting Officer (CO) Or The Contracting Officer Technical Representative (COTR)

Make sure you are dealing with a CO or COTR. Any questions arising with your performance under the contract should be discussed with the CO or COTR.

Deliver On Schedule

Plan your production schedules to meet the shipment dates specified in the contract.

Ordinarily you will be given written instructions in the contract for submitting invoices for payment. If not, contact the contracting office for instructions. This will help expedite the payment process.

Know The Payment Procedures --Bill Accurately

Government regulations protecting you as a taxpayer, require that you submit a bill that is accurate in all respects. Errors in billing may delay your payments. Become familiar with the provisions of the Prompt Payment Act. (FAR 32.9).

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