13.101 General
Source: FAR 13.101 on acquisition.gov
FAR 13.101 requires contracting officers to follow specific procedures for economic quantities, small business nonresponsibility, and inspections, while encouraging efficient purchasing practices like grouping items and seeking discounts.
Overview
FAR 13.101 outlines general requirements and recommended practices for contracting officers when making purchases under simplified acquisition procedures. The section mandates compliance with policies on economic purchase quantities, procedures for handling small business nonresponsibility determinations, and inspection requirements. It also encourages best practices such as consolidating related items in solicitations, incorporating clauses by reference, seeking trade and prompt payment discounts, and utilizing bulk funding where appropriate. These rules are designed to promote efficiency, fairness, and compliance in government purchasing activities.
Key Rules
- Economic Purchase Quantities
- Contracting officers must comply with FAR 7.202 policies on economic purchase quantities when practicable.
- Small Business Nonresponsibility
- Before rejecting a small business quotation for nonresponsibility, officers must follow Certificate of Competency procedures in Subpart 19.6.
- Inspection of Supplies/Services
- Officers must provide for inspection as prescribed in FAR 46.404.
- Solicitation Practices
- Officers should group related items in solicitations and may use "all-or-none" or "multiple award" approaches if suppliers are notified.
- Clauses by Reference
- Provisions and clauses may be incorporated by reference if FAR 52.102 requirements are met.
- Trade and Prompt Payment Discounts
- Officers should seek discounts but not consider prompt payment discounts in quotation evaluations.
- Bulk Funding
- Officers should use bulk funding when practical, especially for frequent, similar purchases.
Responsibilities
- Contracting Officers: Ensure compliance with economic quantity, small business, and inspection requirements; apply recommended practices for efficiency and cost savings.
- Contractors: Be aware of potential for grouped solicitations, clause incorporation by reference, and discount opportunities.
- Agencies: Oversee adherence to these procedures and facilitate bulk funding where appropriate.
Practical Implications
- This section ensures purchases are made efficiently, fairly, and in compliance with small business and inspection policies.
- It impacts daily purchasing by requiring specific procedures and encouraging cost-saving practices.
- Common pitfalls include failing to follow small business nonresponsibility procedures or missing opportunities for discounts and bulk funding.
(a) In making purchases, contracting officers shall-
(1) Comply with the policy in 7.202 relating to economic purchase quantities, when practicable;
(2) Satisfy the procedures described in subpart 19.6 with respect to Certificates of Competency before rejecting a quotation, oral or written, from a small business concern determined to be nonresponsible (see subpart 9.1); and
(3) Provide for the inspection of supplies or services as prescribed in 46.404.
(b) In making purchases, contracting officers should-
(1) Include related items (such as small hardware items or spare parts for vehicles) in one solicitation and make award on an "all-or-none" or "multiple award" basis provided suppliers are so advised when quotations or offers are requested;
(2) Incorporate provisions and clauses by reference in solicitations and in awards under requests for quotations, provided the requirements in 52.102 are satisfied;
(3) Make maximum effort to obtain trade and prompt payment discounts (see 14.408-3). Prompt payment discounts shall not be considered in the evaluation of quotations; and
(4) Use bulk funding to the maximum extent practicable. Bulk funding is a system whereby the contracting officer receives authorization from a fiscal and accounting officer to obligate funds on purchase documents against a specified lump sum of funds reserved for the purpose for a specified period of time rather than obtaining individual obligational authority on each purchase document. Bulk funding is particularly appropriate if numerous purchases using the same type of funds are to be made during a given period.