Quick tips for successful contracting Published Oct. 13, 2009 By 1st Lt. Barbara Divine 21st Contracting Squadron PETERSON AIR FORCE BASE, Colo. -- The 21st Contracting Squadron would like to congratulate Team Pete on the successful completion of Fiscal Year 2009 close-out. Over the course of the last fiscal year, 21st CONS Airmen executed more than 2,400 contracting actions and spent a record $581 million supplying warfighters. The 21st Space Wing also spent nearly $10 million on utilities, $92 million on Thule Air Base, and $451 million to support local and geographically-separated customers. Not only did 21st CONS have the yearly fallout money to contend with, but also spent $8 million on 46 projects for Peterson and $86,000 for three projects at geographically separated units for the 2009 American Recovery and Reinvestment Act and had more than 20 percent of its military deployed across the area of responsibility. 21st CONS procured the construction projects, supplies and services that North American Aerospace Defense Command, Northern Command, Air Force Space Command, 302nd Airlift Wing, 21st Space Wing and other mission partners required to maintain, develop and deploy Airmen and members of the joint team. Also, the 21st CONS managed the Government Purchase Card program, which enabled 21st SW customers to purchase more than $27 million on requirements below the micro-purchase threshold. To better serve our customers going into the new fiscal year, the 21st CONS has put together some tips and other helpful information to keep in mind that will make one's experience with contracting much easier. Engage contracting early: Contact a contracting officer as soon as you have an idea of what your need or requirement is so they can assist you in preparing all of the required documentation. Know the cutoff dates for new requirements and purchases This tip ties back to the first tip. As we approach the end of the fiscal year, there are cutoff dates for different types of purchases and new requirements. By engaging contracting long before these cutoff dates, we can provide a guarantee that your requirement or purchase will be procured. Ensure you engage the 21st Civil Engineer Squadron (Form 332 coordination) For any requirement or purchase that you have requires coordination with 21st CES, such as new construction, systems furniture design, carpet or other renovations, make sure you work with your facility manager to complete the proper forms ahead of time. Again, consult a contracting officer if you have any questions. For communication or automatic data processing equipment purchases, make sure you coordinate with the 21st Communications Squadron. For specific types of communication equipment and computer purchases, you are required to coordinate with the 21st CS before any items can be purchased. If you aren't sure you need to coordinate your purchase, speak with your contracting officer. Coming to contracting in September will not justify sole source requests. If you know you have a requirement in April, consult the contracting office in April. Not starting the procurement in a timely manner is not an excuse to validate a sole source request. Obtaining an accurate and realistic independent government estimate is critical Providing 21st CONS with an accurate IGE allows them to better evaluate the contractor's proposal, potentially saving the government money in the process. Importance of the proper use of the GPC Your organization's GPC is one of your most valuable tools; however, for some it can be equally dangerous. Make sure you know what you can and can't purchase with the GPC, and contact 21st CONS if you have any questions. Planning is the key to fulfilling requirements There are certain funding constraints that make it crucial that organizations plan what requirements they'll need in the upcoming year and properly budget for them. In addition those requirements which were not funded in FY 2009 should be your top priority for FY 2010 so work with 21st CONS to ensure they are ready to execute in case funding is available in FY 2010. Finally, 21st CONS is always ready to assist customers if they have question or concerns. Remember, engage early and engage often.