Reports
Preaward survey reports must be thorough, use the correct forms, and involve SBA consultation for certain small businesses to ensure accurate contractor responsibility determinations.
Overview
FAR 9.106-4 outlines the reporting requirements for preaward surveys conducted to assess a prospective contractor’s responsibility. Surveying activities must complete specific Standard Forms (SF 1403-1408) relevant to the areas being evaluated (general, technical, production, quality assurance, financial capability, and accounting system) and provide narrative support for their findings and recommendations. Special procedures apply when the contractor is a small business with recent 8(a) or Certificate of Competency status, requiring consultation with the SBA before making recommendations. If prior unsatisfactory performance is found, the report must detail corrective actions and note any ongoing need for government assistance. In cases where a full on-site survey is unnecessary, a short-form report using only SF 1403 may be submitted, with specific sections completed and marked accordingly.
Key Rules
- Completion of Standard Forms (SF 1403-1408)
- Surveying activities must fill out the relevant preaward survey forms and provide narrative justification for ratings and recommendations.
- SBA Consultation for Certain Small Businesses
- If the contractor is a small business with recent 8(a) or Certificate of Competency status, the SBA field office must be consulted before making responsibility recommendations.
- Reporting on Past Performance
- Reports must specify corrective actions for prior unsatisfactory performance and document any persistent need for government assistance.
- Short-Form Preaward Survey Option
- When appropriate, a short-form report using only SF 1403 may be submitted, with specific sections completed and the report clearly marked as short-form.
Responsibilities
- Contracting Officers: Ensure preaward survey reports are complete, accurate, and meet all regulatory requirements.
- Contractors: Provide necessary information and documentation during the survey process.
- Agencies: Surveying activities must consult SBA when required and ensure all forms and narratives are properly completed.
Practical Implications
- This section ensures thorough and standardized evaluation of contractor responsibility before award, reducing risk for the government.
- Failure to follow these procedures can delay contract awards or result in improper responsibility determinations.
- Common pitfalls include incomplete forms, lack of narrative support, or failure to consult SBA when required.