Exchange of acquisition information
FAR 5.405 requires agencies and contractors to exchange relevant acquisition information to ensure consistency and informed decision-making in government procurements.
Overview
FAR 5.405 addresses the exchange of acquisition information among government agencies and contracting activities when procuring the same or similar items. Its purpose is to ensure uniformity in handling major acquisition issues and to facilitate the resolution of complex or controversial matters. The regulation emphasizes the importance of sharing pertinent information—especially cost and pricing data—during acquisition planning, presolicitation, evaluation, and pre-award survey phases. It also requires contracting activities to proactively request and provide relevant information about end items and major subcontracted components when substantial acquisitions are involved or when deemed necessary. Contracting officers must also obtain information from contractors regarding their previous government contracts and subcontracts for similar items, particularly early in negotiations or during subcontract reviews.
Key Rules
- Exchange and Coordination of Information
- Agencies and contracting activities must share relevant acquisition information, especially cost and pricing data, to ensure consistent treatment of major issues.
- Requesting and Providing Information
- When substantial acquisitions are involved, contracting activities must request and provide information about end items and major subcontracted components from/to other agencies.
- Contractor Disclosure Requirement
- Contracting officers must request contractors to provide details of previous government contracts and subcontracts for similar items or components early in negotiations or during subcontract reviews.
Responsibilities
- Contracting Officers: Must request and share acquisition information with other agencies and require contractors to disclose prior relevant contracts and subcontracts.
- Contractors: Must provide information on previous government contracts and subcontracts for similar items or components when requested.
- Agencies: Must respond to requests for acquisition information from other agencies or contracting activities.
Practical Implications
- This section promotes transparency and consistency in government acquisitions, reducing duplication of effort and improving negotiation outcomes.
- Contractors should be prepared to disclose relevant contract history promptly.
- Failure to exchange information may lead to inconsistent pricing, missed opportunities for leveraging prior experience, or delays in acquisition processes.