# AFFARS MP5305.303

#### Mandatory Procedure

MP5305.303

### Announcement of Contract Awards

##### May 2007

MP5305.303 Announcement of Contract Awards

The following mandatory procedure is provided to buying offices in preparing 1279 Reports under DFARS 205.303 and Reports of Intent to Award multiyear contracts under AFFARS 5317.191.

(a) The 1279 Report under DFARS 205.303 is used for Congressional notification and public announcement of contract awards, other transactions, grants and cooperative agreements that exceed $5.5 million. Use the 1279 Report Format, tailored where appropriate, when preparing Reports of Intent to Award under AFFARS 5317.191. It is important to remember, however, that the Notice of Intent to Award under AFFARS 5317.191 does not satisfy the requirement for a 1279 Report under DFARS 205.303. Submit the 1279 Report, using control symbol DD-LA-(AR), under DFARS 205.303, to SAF/LLP following the instructions below.

(b) In determining whether a contract action exceeds the $5.5 million threshold under DFARS 205.303, refer only to the face value of the current action. Do not include unexercised options in this calculation. Use the estimated amount of the contract to determine if awards for requirements, time and materials, labor hours, and similar contracts meet the DoD threshold for public announcement. For indefinite delivery/indefinite quantity contracts, use the maximum amount. If multiple awards are being made, and one award meets the threshold, announce all the awards.

(c) Prepare the report using organizational letterhead and standard letter format. Address the 1279 Reports to SAF/LLP; address Reports of Intent to Award to SAF/AQCK. The REPLY TO THE ATTENTION OF block should contain the office symbol of the contracting office submitting the report. The SUBJECT is “1279 Report.” Mark the report “FOR OFFICIAL USE ONLY.” Use the following format, with each numbered item starting on a new line:

(1) Release date. Enter the date award is expected. Exclude Saturdays, Sundays and holidays.

(i) The 1279 Report must arrive by close of business three work days before the proposed release date, except for emergency situations.

(ii) If the actual release date is uncertain, submit the report, inserting “WILL ADVISE” in this block. When the date is finalized, notify SAF/LLP by 1300 (Washington, DC time), at (703) 697-5322, the day before award.

(iii) For source selections, if the winner is being announced without a concurrent award, submit the 1279 Report and add the following statement in item (1): “Report is for announcement of source selection winner only. No award is being made now.” Provide a brief statement explaining why source selection is being made without concurrent contract award. When award is to be made, submit a new 1279 Report, with the following statement in item (1): “Report is for contract award. Source selection winner was previously announced on [insert date].”

(iv) For source selections, submit the 1279 Report to arrive by close of business at least three workdays before the date of contract award. Mark the report “Source Selection Information - See FAR 3.104” and include the information required for each offeror under consideration by the Source Selection Authority (SSA). The report must not indicate which of the offerors has been selected for award or the face values of potential awards to the offerors. Instead of face values, provide one approximate face value of award as either “$50 million or above” or “below $50 million.” The identity of the successful offeror and face value of award must be provided by telephone to SAF/LLP no later than 1300 hours (Washington, DC time) on the day before the anticipated award date. If SAF/LLP is not notified by 1300 hours the day before the anticipated award date, announcement of the award may not be possible on the next day. If reporting of dollars obligated would also identify the source selection winner, provide a single estimated amount and include the winner’s amount during telephonic notifications to SAF/LLP.

(v) FAX 1279 Reports only to the Office of the Secretary of the Air Force/Legislative Liaison (SAF/LLP) at FAX (703) 697-3520, (703) 693-9453, DSN 227-3520 or DSN 223-9453. After sending, call SAF/LLP at (703) 697-5322 or DSN 227-5322 to confirm receipt. SAF/LLP will provide a copy to the Office of the Secretary of the Air Force/Public Affairs (SAF/PAM) for public announcement. Do not actually mail the report.

(vi) FAX Reports of Intent to Award under AFFARS 5317.191 to SAF/AQCK at FAX (703) 588-1055 or DSN 425-1055. Call your SAF/AQCK action officer to confirm receipt.

(vii) After a 1279 Report has been submitted, report any changes in plans promptly by telephone to SAF/LLP, (703) 697-5322 or DSN 227-5322, who will relay these changes to SAF/PAM.

(viii) The established release time for award is 1700 (Washington DC time) on the award date specified on the DD LL (AR) 1279 Report. This applies to all situations except for emergencies.

(ix) In emergency situations, prepare the 1279 Report as usual and send it to SAF/LLP. Include the justification for immediate award in item (1). If the Congressional and public announcement cannot be made the same day as the award, the contracting officer must obtain the contractor’s agreement to withhold public announcement of the award until 1700 hours (Washington, DC time) on the day SAF/LLP can ensure Congressional and public announcement. Include in item (1) of the report a statement that this non-disclosure agreement has been made. The contracting officer will notify the contractor of the agreed upon date of public announcement. The award may then be made without the three-day coordination.

(x) Do not include classified information in the report.

(2) Name and location of proposed contractor. Include full street address, office number where applicable, zip code and county. Do not use abbreviations. Use full names of all contractors. Include all subsidiary and division designations as appropriate. For source selections, indicate information for all potential awardees without identifying the winner. If more than one award is planned as a result of a source selection, state the number of awards planned.

(3) Face value of the action. List only the total face value of the current action. Do not include unexercised options. Enter full dollar amounts rounded to the nearest dollar.

(i) If award is a requirements, time-and-materials, labor hour, or similar contract enter the estimated amount. Indicate in parentheses after the dollar amount “(Estimated).”

(ii) If award is an indefinite delivery/indefinite quantity contract, enter the maximum amount. Indicate in parentheses after dollar amount “(Maximum).”

(iii) If award is an undefinitized contract action (UCA), enter the not-to-exceed amount. Indicate in parentheses after dollar amount “(Not-to-Exceed).”

(iv) For Reports of Intent to Award under AFFARS 5317.191, state the face value for the total multiyear period and, separately, the value of any options; and include the estimated cancellation ceilings for each program year of the proposed contract and the estimated savings over annual procurement methods. If award is an Energy Savings Performance Contract (ESPC) with a cancellation ceiling, also state the maximum cancellation ceiling amount. (This paragraph does not apply to 1279 Reports under DFARS 205.303.)

(v) Do not list fund cites here (see paragraph 4 below).

(4) Dollars obligated:

(i) If item (3) is less than $50 million, list only the total dollars obligated for this action first and, of this amount, the total amount of money expiring at the end of the current fiscal year, second. Do not list fund cites.

(ii) If item (3) is equal to or exceeds $50 million, list on the first line the total dollars obligated for this action followed by the total amount of funds expiring at the end of the current fiscal year. On subsequent lines, provide a breakout of the total dollars obligated for this action, using a separate line for each fund cite in the following format: “AMOUNT/FUND CITE/EXPIRATION DATE.” If multiple fund cites are involved, cite the three with the most dollars and state the number of remaining fund cites.

(5) Aggregate dollars obligated under the contract before this action.

(6) Aggregate face value of the contract prior to this action.

(7) Type of contract as defined in FAR 16. Do not use abbreviations. If more than one contract type, list the predominant contract type first.

(8) Item and quantity to be procured. Fully describe what is being bought in clear, non-technical language. Do not use abbreviations and acronyms. The weapon system, program or project associated with the contract should be included in the description. Where applicable indicate quantities and system and subsystems involved. List functions of equipment, as well as designator numbers. Indicate whether action is an option exercise or modification, when applicable.

(i) For Reports of Intent to Award under AFFARS 5317.191 for Energy Savings Performance Contracts, also include information addressing the requirements of 42 U.S.C. 8287(a)(2)(D), as amended by Public Law 106-291.

(9) Name and location of facility to perform the contract. List all contractors and subcontractors performing 25% or more of the current effort and, where applicable, all locations where 25% or more of the current effort is being performed. Include full street address, office number where applicable, zip code and county. Indicate whether the facility is a division, affiliate or subcontractor of the proposed contractor specified in item (2) above. Where contractors/subcontractors are performing effort at facilities other than their own, provide a list of both contractors/subcontractors performing 25% or more of the effort, and of locations where 25% or more of the effort is being performed. Following each location, indicate which contractor is performing the effort. Indicate percentages, rounded to the nearest whole percent.

(10) Number of firms solicited and the number of firms submitting bids/proposals. When solicitation is accomplished electronically, indicate “Solicited electronically” followed by the number of bids/proposals received. For modifications to previously reported contracts, enter “N/A.”

(11) Name and full address of contracting activity.

(12) Name and telephone number of contracting officer most familiar with the contract action (provide both DSN and commercial numbers).

(13) Reserved.

(14) Foreign Military Sales (FMS) information, if applicable. Indicate whether the current action relates to classified or unclassified FMS and identify the country/countries concerned on unclassified sales. Indicate by percentage the portion of the current effort that supports FMS. A breakdown by country is not required.

(15) Contract number (and modification or order number, if applicable).

(16) Information on any proposed local press release or any previous congressional interest. If a local press release is envisioned, indicate so and provide the name and telephone number (DSN and commercial) of the person who should be contacted regarding the press release.
If there has been previous congressional interest, provide a list of interested members and a brief note regarding the extent of their interest. A comprehensive catalog of each inquiry is not required.

(17) If formal source selection procedures are being used, state “Source Selection—Reporting Procedure Applies.”

(18) Scheduled contract delivery date. Provide the best estimated date for completion of the current effort being placed on contract. If an action is being accomplished as part of a larger overall effort, list only the completion date for the effort being put on contract by the current action. For indefinite delivery/indefinite quantity, requirements, time-and-materials, labor hour and similar contracts, indicate a date equal to the end of the ordering period plus the maximum time period available for contractors to fulfill orders.

(19) Solicitation issue date. List date solicitation was issued. For modifications and option exercises, enter “N/A.”

(20) Negotiation Completion Date. For Invitation for Bids (IFB), list opening date. For Requests for Proposals (RFP), list negotiation completion date. For undefinitized contract actions (UCA), list estimated date for contract definitization. For option exercises, enter “N/A.”

(21) Identification of Program Element Monitor (PEM). If item (3) is less than $50 million, state “N/A.” If item (3) equals or exceeds $50 million, list the name, phone number, and office symbol of the PEM, or equivalent office of primary responsibility. If none, so state.