(a) The requiring activity shall provide the following documentation to the contracting office to be included in the contract file:
(1) A statement clearly describing why the IT is needed and the program/project/Automated Information System being supported by the IT procurement;
(2) A description of what is being acquired. Identify the product (including its intended purpose, if that is not clear from the name of the product), manufacturer and model number, version number, quantity, unit cost and any other attributes such as essential physical characteristics. For support services include a Statement of Work;
(3) Include the exact location and point of contact with commercial and DSN telephone numbers. Example:
Defense Logistics Agency (DLA)
8725 John Kingman Road
Pod B. Room 1246
Fort Belvoir, VA 22060
POC: Jane Doe, Comm (703)767-1234 or DSN 427-1234;
(4) A copy of the market survey for each recommended source (see FAR Part 10);
(6) For sole source (e.g., only one source, specific make or model, or compatibility-limited) provide the contracting office documentation that can be used to support a justification for other than full and open competition or limited source justification (see FAR 6.3 and 8.405-6), and brand name situations (see FAR 11.105). See PGI 39.9003 for additional information;and
(7) Attach a copy of any miscellaneous information and/or supportive documentation necessary.
(b) Additional documentation and/or Business Case Analysis (BCA) shall also be prepared as part of the contract file for an acquisition as needed.
(1) Acquisitions valued below $50,000 shall be submitted in accordance with local procedures, or as appropriate for the complexity of the requirement.
(2) For acquisitions greater than or equal to $50,000 and less than $250,000 outline and compare the status quo method of business with three alternatives.
(3) For acquisitions greater than or equal to $250,000 and less than $1,000,000, in addition to the requirements of (b)(2) above, provide a detailed comparison of the expected costs, benefits, impacts and risks that would result from implementing alternative IT investments.
(4) For acquisitions greater than or equal to $1,000,000 and/or having a significant impact on DOD logistics operations, in addition to the requirements of (b)(2) and (b)(3) above, the analysis must be more indepth. The analysis requires a study of the impact on DLA as a whole, as well as the quantitative and qualitative ramifications of the alternatives described within the investment. It considers the broad implications of the implementation of each alternative, including local and global implications, as well as immediate and future costs and savings.
(5) Refer to the DLA One Book, Acquisition Business Case Analysis Process, for guidance on acquisition BCAs. Note explanation of exemptions provided at paragraph 2.1.1.
