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Contractor Purchasing System Review (CPSR) …-contractor purchasing system requirements

Contractor Purchasing
System Review (CPSR)
Guidebook
September 10, 2021
DEPARTMENT
OF DEFENSE
(DoD)
DEFENSE
CONTRACT
MANAGEMENT
AGENCY
(DCMA)
This Guidebook revision supersedes all previous versions and has been approved.
BROWN.ROBERT.ED Digitally signed by
BROWN.ROBERT.EDWARD.10974 Release Date:
WARD.1097471858 71858 September 10, 2021
Date: 2021.09.10 10:02:27 -04'00'
Change Log
Change # Description Document Change
Section Date
Validation of contractor actions will be conducted as
1 a comprehensive review when a contractor's system 1.4.3 26 FEB 19
is in a disapproved state for more than 12 months.
2 Universe category updated to align with new 2.1.2.1.1 and 26 FEB 19
Simplified Acquisition Threshold. 2.1.2.2.10
Supply Chain Management (SCM) Job Aid updated
3 to emphasize the requirements of DFARS 252.204- 6.24 26 FEB 19
7012.
Use term "covered defenses information" unless
4 referring to specific markings i.e. CUI or CTI in 6.24 14 JUN 19
SCM Job Aid
5 Replace "First Tier Supplier" with "subcontractor"
in SCM Job Aid 6.24 14 JUN 19
6 Replace "prime contractor" with "contractor" in
SCM Job Aid 6.24 14 JUN 19
7 Replace "track" cyber incidents with "document" 6.24 14 JUN 19
Remove requirement for contractor to track
8 subcontractor requests to vary from NIST in SCM 6.24 14 JUN 19
Job Aid
Remove references to contractor assuring
9 subcontractor compliance with specific NIST 6.24 14 JUN 19
security requirements in SCM Job Aid
10 Eliminate asterisk and note referring to 252.204-
7012 not being an indiscriminate flow-down 6.24 14 JUN 19
11 Add DFARS 252.204-7008, as appropriate in SCM 6.24 14 JUN 19
Job Aid
12 Update Micro-purchase threshold from $5,000 to 6.16 14 JUN 19
$10,000
13 Introductory paragraphs/sections updated to align
with new and current processes and procedures Part 1 - 4 09 SEP 21
Small Business Subcontracting Plans Job Aid
updated to emphasize analyst (pre-review, review,
14 and post-review) responsibilities and to account for 5.5 09 SEP 21
new threshold ($750,000) for prime contracts
awarded after June 30, 2020.
15 Updated element titles for consistency 5.6, 5.7 09 SEP 21
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TABLE OF CONTENTS
(Click on the title below to go to the corresponding section.)
Part 1: Introduction ...................................................................................................................... 3
Part 2: Planning for a CPSR........................................................................................................ 4
Part 3: Review Process ................................................................................................................. 4
Part 4: Post Review ....................................................................................................................... 5
Part 5: Review Element Job Aids ................................................................................................ 6
5.1 Policies and Procedures ................................................................................................................ 6
5.2 Truthful Cost or Pricing Data/Truth in Negotiations Act (TINA) ................................................ 8
5.3 Cost Accounting Standards (CAS) ............................................................................................. 11
5.4 Prior Consent and Advance Notification .................................................................................... 17
5.5 Small Business Subcontracting Plans ......................................................................................... 20
5.6 Debarred, Suspended, or Proposed for Debarment (Debarment)................................................ 24
5.7 Anti-lobbying .............................................................................................................................. 28
5.8 Defense Priorities and Allocation System (DPAS) Rating ......................................................... 30
5.9 Federal Funding Accountability and Transparency Act of 2006 ................................................ 34
5.10 Counterfeit Parts Mitigation and Surveillance ............................................................................ 38
5.11 Price Analysis ............................................................................................................................. 43
5.12 Source Selection.......................................................................................................................... 46
5.13 Negotiations ................................................................................................................................ 50
5.14 Make-or-Buy Program ................................................................................................................ 53
5.15 Limitation on Pass-through Charges ........................................................................................... 54
5.16 Documentation Requirements..................................................................................................... 57
5.17 Training....................................................................................................................................... 62
5.18 Internal Review/Self Audit ......................................................................................................... 66
5.19 Mandatory FAR and DFARS Flow Down Requirements/Terms and Conditions ...................... 74
5.20 Purchase Requisition Process...................................................................................................... 77
5.21 Commercial Item Determination ................................................................................................ 79
5.22 Subcontract Types....................................................................................................................... 85
5.23 Procurement Authority................................................................................................................ 86
5.24 Supply Chain Management Process............................................................................................ 87
5.25 Buy American ............................................................................................................................. 94
5.26 Restrictions on the Acquisition of Specialty Metals/Articles Containing Specialty Metals ....... 99
5.27 Subcontractor/Vendor Closeout Process................................................................................... 101
5.28 Long Term Purchasing Arrangements ...................................................................................... 102
5.29 Handling Change Orders and Modifications............................................................................. 105
5.30 Intra/Inter-Company, Affiliate, or Subsidiary Transactions ..................................................... 107
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Do I need an approved purchasing system? • Some solicitations require the bidders to have an approved purchasing system. Others, such as the recent General Services Administration (GSA) Governmentwide Acquisition Contract (GWAC) solicitations, offer bonus evaluation points for contractors that have an approved purchasing system.