Quick Tips for Successful Contracting

Published Oct. 6, 2008
By By 2nd Lt. Ken Haile
21st Contracting Squadron

PETERSON AIR FORCE BASE, Colo. -- Happy new year! The 21st Contracting Squadron would like to congratulate the Team Pete members on the successful completion of Fiscal Year 2008 close-out.

Over the course of the last fiscal year, the 21 CONS executed more than 2,600 contracting actions and spent over $532 million dollars supplying the war fighters here at Peterson AFB and around the world. The 21st CONS procured the construction projects, supplies and services that NORAD/NORTHCOM, Air Force Space Command, the 21st Space Wing and other tenant units required to maintain, develop and deploy Airmen and members of the joint team.

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 your experience with contracting that much easier:

Engage Contracting Early:
Contact your 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 Engineering squadron (Form 332 Coordination):
For any requirement or purchase you have that would require coordination with the 21st CES, such as new construction, systems furniture design, carpet or other renovations, make sure you complete the proper forms ahead of time. Again, consult a contracting officer if you have any questions.

For Communication/ADP 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 validate sole source requests:
If you know you have a requirement in April, you should consult Contracting 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 (IGE) is critical:
Providing Contracting with an accurate IGE allows the 21st CONS to better evaluate the contractor's proposal, potentially saving the government money in the process.

Importance of the proper use of your Government Purchase Card (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 the 21st CONS if you have any questions.

Planning is the key to fulfilling your 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.

Finally, the 21st CONS is always ready to assist our customers if they have question or concerns. Remember, engage early and engage often!

Contracting Success