3-2.1 Advance Notification of Contract Awards

Contract awards that exceed $10 million; and contract awards of any dollar value that are highly visible or sensitive, may have significant media impact, and/or may have or generate interest on the part of Congress, require advance notification to key internal stakeholders before award. The following procedures apply to preparing and submitting advance notifications of contract awards.

The contracting portfolio or organization, which notification may be made by the Senior Director, Director, Executive Manager, or Commodity Management Team (CMT) contracting officer, will do the following:

• Determine whether the contract award requires advance notification.
• Prepare the advance notification of award.
• Only after completion of applicable review and approval processes of the award recommendation, order placement memorandum, or other approval documentation for the action, issue the advance notification to the following not later than one day before the anticipated date of award (if the award is highly visible, sensitive, may have significant media impact, or have or generated interest on the part of Congress, the notification should be provided earlier so that key internal stakeholders have appropriate time to develop and coordinate any required media statements, Q&A’s, outreach, or other public response documents and management statements):
• Vice President, Corporate Communications.
• Vice President, Government Relations and Public Policy
• Chief Financial Officer and Executive Vice President.
• Vice President, Supply Management.
• Vice President, Transportation Strategy (for surface transportation, air transportation, and transportation services contracts only).
• Executive Leadership Team (ELT) Member, (requiring internal business partner (IBP) organization).
• Vice President, (requiring IBP internal business partner organization)
• Provide a copy to the Senior Director/Director and Executive Manager within the contracting officer’s management chain.
• Retain a copy of the advance notification in the contract file.

If warranted, Corporate Communications will prepare a draft press release based on the information provided in the advance notification and will provide the draft to the contracting officer and Senior Director, Director, and Executive Manager of the responsible contracting portfolio or organization for review. After review, the responsible Senior Director, or Director as applicable, will inform Corporate Communications as to concurrence and when the information may be released. No information concerning contract award may be released publicly until the contract has been executed/awarded.