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Acquisition Procedures
Like all other Federal purchasing offices, FEMA buys supplies or services in
accordance with the Federal Acquisition Regulation (FAR) by either sealed
bidding or negotiation. For your information and easy reference, these
methods have been summarized below. When responding to the Agency's
stated requirements, careful attention should be paid to references to the
FAR and specific solicitation instructions provided.
An Invitation for Bids (IFB) will include either a copy of the specifications
for the needed item or will tell how a copy may be obtained. It will also
include instructions for the preparation of bids and will state the conditions
of purchase, delivery and payment. Bids submitted on a proposed purchase
are publicly opened in the procurement office at the time specified in the
solicitation. A Federal employee presiding over the bid opening will read
aloud pertinent facts about each bid (including price, terms, free on board
(FOB) point, etc.). When filling requirement by this method, a purchasing
office may also send an IFB to firms included on its "bidder's List" for the
particular item/services desired. After subsequent analysis and evaluation, a
contract will be awarded to the lowest responsive and responsible bidder.
Procurement by Negotiations
Initially, the technical aspects of the proposals will be evaluated for technical
merit using the rating categories and relative weights indicated in the RFP.
Secondly, the proposal price and/or costs will be considered independently
of the technical criteria. The contracting officer will evaluate these facts and
a contract will be awarded to a responsible contractor whose proposal
conforms to the solicitation and is most advantageous to the government,
price and other factors considered.
This procedure, while expediting the procurement, does not eliminate the
necessity for competitive bidding. Purchases of more that $2,500 require the
solicitation of three suppliers, and the sources are generally restricted to the
local trade area. Purchases not exceeding $2,500 may be made without the
need for competitive quotations, if the prices are considered reasonable.
Quotations under $2,500 are generally solicited orally. Written solicitation
are used when (1) the suppliers are outside the local area, (2) special
specifications are involved, (3) a large number of line items are included in a
single proposed procurement, (4) obtaining oral quotations is not considered
economical or possible. Solicitations issued under these procedures are
normally identified as a Request for Quotation (RFQ).
Unsolicited Proposals
The Commerce Business Daily (CBD) is a daily publication which lists all
major Federal government solicitations, contract awards, subcontracting
lead, surplus-property sales and foreign business opportunities. In this
publication, FEMA and the other Federal government agencies announce
their need for goods and services expected to cost more than $25,000.
Persons who want to do business with the government should subscribe to
this publication and review it daily. It is the only way to keep fully informed
of Federal contracting opportunities. To subscribe, contact:
The announcement will also explain if a particular contract has been set
aside exclusively for small business or local area business. When requesting
a copy of a solicitation, be sure to refer to the solicitation number published
in the CBD announcement. The CBD also includes announcements of all
Federal contract awards over $25,000 that are likely to result in subcontract
opportunities.