Architect of the Capitol

 
Business Procedures
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    How the Architect of the Capitol Acquires Goods and Services
    The AOC, in order to obtain competition to the maximum extent practicable, utilizes a variety of procurement methods outlined below.      
     
    GSA Federal Supply Schedule Contracts
    One of the methods used by the AOC for acquiring goods and services is from vendors that have been awarded a General Services Administration Federal Supply Schedule (FSS) contract. Many of the supplies and services needed by the AOC are available on FSS contracts.  The AOC solicits competition among FSS contract holders by using a Request for Quotations. The Request for Quotations must be in writing if the estimated value of the procurement is expected to exceed $5,000.
     
    Purchase Card Transactions
    At the AOC, acquisitions of $5,000 or less are generally not forwarded to the Procurement Division, but are bought by authorized non-procurement personnel through use of the Governmentwide commercial purchase card. Most Jurisdictions or Organizations within the AOC have one or more cardholders with authority up to $2,500 or $5,000, with selected cardholders having a higher dollar authority for supplies only. 
     
    Small Purchase Procedures
    For requirements estimated at $100,000 or less that are not on a Government contract, the Procurement Division generally uses simplified acquisition procedures. These procedures are less structured than those in sealed bidding or negotiated procurements. Competition to the maximum extent practicable is required, with solicitation of at least three sources generally considered to meet this requirement. The sources solicited must be in the industry in which the supplies or services are customarily found. As authorized by Public Law 108-7, the AOC does have special authority to use Small Purchase procedures for procurements of any dollar amount that are related to the security of the Capitol Complex. 
     
    Sealed Bidding and Negotiated Procedures
    For procurements estimated to exceed $100,000, sealed bidding or negotiated procedures are used. These are more formal and structured than Small Purchase procedures. These procurements must (with limited exception) be competed using procedures that provide for full and open competition, which means that all responsible sources are permitted to compete.

    Sealed Bidding
    Under sealed bidding procedures, an Invitation for Bids (IFB) is issued inviting interested companies to compete by submitting a sealed bid. Bids are publicly opened at a date and time specified in the IFB. The bids are evaluated without discussions and contract award is made to the responsible bidder whose bid, conforming to the IFB, is the most advantageous to the Government, considering only price and the price-related factors included in the IFB.  Sealed bidding is used infrequently at the AOC due to irregular mail delivery.

    Negotiated Procedures
    Under these procedures, a Request for Proposals (RFP) is issued inviting interested companies to submit proposals by a specified date. Unlike offers submitted in sealed bidding, proposals submitted for negotiation are not publicly opened. Proposals received are evaluated based on the factors and subfactors contained in the solicitation. Award may be made without discussions if the Government includes a notice in the solicitation stating its intent to evaluate proposals and make award without discussions. If discussions are held, offerors may be given the opportunity to revise price, schedule, technical requirements, contract type or other contractual terms and conditions in their offer. After completion of all discussions and receipt of final proposal revisions, award is made to the responsible offeror whose offer is the most advantageous to the Government considering price and the other factors specified in the solicitation.

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