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17.502-1 General.

17.502-1 General.

  1. (a) Determination of best procurement approach.

    1. (1) Assisted acquisitions. Prior to requesting that another agency conduct an acquisition on its behalf, the requesting agency shall make a determination that the use of an interagency acquisition represents the best procurement approach. As part of the best procurement approach determination, the requesting agency shall obtain the concurrence of the requesting agency’s responsible contracting office in accordance with internal agency procedures. At a minimum, the determination shall include an analysis of procurement approaches, including an evaluation by the requesting agency that using the acquisition services of another agency—

      1. (i) Satisfies the requesting agency’s schedule, performance, and delivery requirements (taking into account factors such as the servicing agency’s authority, experience, and expertise as well as customer satisfaction with the servicing agency’s past performance);

      2. (ii) Is cost effective (taking into account the reasonableness of the servicing agency’s fees); and

      3. (iii) Will result in the use of funds in accordance with appropriation limitations and compliance with the requesting agency’s laws and policies.

    2. (2) Direct acquisitions. Prior to placing an order against another agency’s indefinite-delivery vehicle, the requesting agency shall make a determination that use of another agency’s contract vehicle is the best procurement approach and shall obtain the concurrence of the requesting agency’s responsible contracting office. At a minimum, the determination shall include an analysis, including factors such as:

      1. (i) The suitability of the contract vehicle;

      2. (ii) The value of using the contract vehicle, including-

        1. (A) The administrative cost savings from using an existing contract;

        2. (B) Lower prices, greater number of vendors, and reasonable vehicle access fees; and

      3. (iii) The expertise of the requesting agency to place orders and administer them against the selected contract vehicle throughout the acquisition lifecycle.

  2. (b) Written agreement on responsibility for management and administration.

    1. (1) Assisted acquisitions.

      1. (i) Prior to the issuance of a solicitation, the servicing agency and the requesting agency shall both sign a written interagency agreement that establishes the general terms and conditions governing the relationship between the parties, including roles and responsibilities for acquisition planning, contract execution, and administration and management of the contract(s) or order(s). The requesting agency shall provide to the servicing agency any unique terms, conditions, and applicable agency-specific statutes, regulations, directives, and other applicable requirements for incorporation into the order or contract. In the event there are no agency unique requirements beyond the FAR, the requesting agency shall so inform the servicing agency contracting officer in writing. For acquisitions on behalf of the Department of Defense, also see subpart  17.7. for patent rights, see 27.304-2. In preparing interagency agreements to support assisted acquisitions, agencies should review the Office of Federal Procurement Policy guidance, Interagency Acquisitions, available athttps://www.whitehouse.gov/sites/whitehouse.gov/files/omb/assets/OMB/procurement/interagency_acq/iac_revised.pdf.

      2. (ii) Each agency’s file shall include the interagency agreement between the requesting and servicing agency, and shall include sufficient documentation to ensure an adequate audit consistent with 4.801(b).

    2. (2) Direct acquisitions. The requesting agency administers the order; therefore, no written agreement with the servicing agency is required.

  3. (c) Business-case analysis requirements for multi-agency contracts and governmentwide acquisition contracts. In order to establish a multi-agency or governmentwide acquisition contract, a business-case analysis must be prepared by the servicing agency and approved in accordance with the Office of Federal Procurement Policy (OFPP) business case guidance, available at.https://www.whitehouse.gov/sites/whitehouse.gov/files/omb/procurement/memo/development-review-and-approval-of-business-cases-for-certain-interagency-and-agency-specific-acquisitions-memo.pdf. The business-case analysis shall—

    1. (1) Consider strategies for the effective participation of small businesses during acquisition planning (see 16.505(u));

    2. (2) Detail the administration of such contract, including an analysis of all direct and indirect costs to the Government of awarding and administering such contract;

    3. (3) Describe the impact such contract will have on the ability of the Government to leverage its purchasing power, e.g., will it have a negative effect because it dilutes other existing contracts;

    4. (4) Include an analysis concluding that there is a need for establishing the multi-agency contract; and

    5. (5) Document roles and responsibilities in the administration of the contract.