Spending Federal Funds
The first rule of spending federal funds is responsible vendors must have an opportunity
to the people's money. Requestors have a responsibility to look at the possibilities,
define requirements and justify limiting competition if some manufacturers/ vendors
statements of work do not meet the requestor's bona fide requirements.
Limiting competition may mean 1) restricting award to the approved manufacturer's
distributor having the lowest bid or 2) restricting award to one vendor.
Federal regulations require requisitions exceeding $3,000 be competed to the maximum
extent practicable. When competitive procedures are limited or not used, a justification
explaining the situation must be provided by the customer with the PR package.
There are two forms, one for porucrements $3K to $30K and one for procurements exceeding
$30K. As may be expected, the higher dollar threshold requires a more extensive
justification. The forms are called:
- Vendor Recommendation Form - $3K to $30K
- Justification for Single/Sole Source - exceeds $30K.
The appropriate form is required to capture information on HOW THE MONEY will be
spent, not to justify the need to buy the goods or service. Focusing on this essential
distinction will make writing the justification much easier and shorten the procurement
The program area has the right to state their minimum requirements, but also has
the obligation to document the pertinent details in the justification.
The importance of providing this information cannot be underestimated. Providing
it with the initial PR package provides the fastest track possible through the entire
Leidos procurement process.
In addition, the
Product Comparison Worksheet and the Market Research Analysis form can be used to
capture market research by the technical requestor and may be submitted along with
the justification form.