2800.14 APD P (Revalidated) Procurement Request and Receiving Report Preparation

  • Posted Date: 04/22/1988
  • Status: Validated
  • Outdated on: 06/22/2023

GENERAL SERVICES ADMINISTRATION
          WASHINGTON, DC  20405





APD P 2800.14
Revalidated
April 22, 1988; Revalidated June 22, 2013



GSA ORDER





SUBJECT:  Procurement Request and Receiving Report Preparation

1.    Purpose.  This order issues and transmits the HB, Preparing Procurement Requests and Receiving Reports.

2.    Background.
 

  a.    Executive Order 12352 on procurement reform tasked each executive agency to develop a procurement system that ensures effective spending of public funds and timely satisfaction of mission needs at reasonable prices.  An important part of a procurement system is the preparation of procurement requests that contain all the information needed and the required approvals for an effective and timely procurement.  This handbook provides procedures and guidelines for use by all GSA employees in preparing and using a procurement request when requisitioning supplies, services (including architect-engineer and other related services), equipment and construction from GSA contracting offices.
 

  b.    The date of receipt and acceptance of supplies and services and the date of receipt of the invoice are used to calculate the due date for payments, discounts and interest on overdue payments.  Due to the importance of timely submission of receiving reports, this handbook provides procedures for certifying receipt and acceptance of supplies and services.
 

3.    Effective date.
 

4.    Forms. This order provides for the use of a revised GSA Form 49, Requisition/Procurement Request for Equipment, Supplies or Services, and a new GSA Form 49A, Requisition/Procurement Request for Equipment, Supplies or Services (Continuation).  GSA Form 49 and 49A must be used for procurement requests to GSA contracting  offices.  GSA Form 1781, Motor Vehicle Requisition, will continue to be used to requisition motor vehicles from the Federal Supply Service Automotive Commodity Center.  GSA Form 3407, Procurement Request, and 3407A, Procurement Request Continuation Sheet, will no longer be used by the Public Buildings Service as a procurement request.  Supplies of the new forms may be obtained by submitting a GSA Form 49 to the National Forms and Publications Center (7CAR-W), P.O. Box 17550, 819 Taylor Street, Fort Worth, Texas, 76102-0550.



PATRICIA A. SZERVO
 
Associate Administrator for
 
Acquisition Policy
 



                                                                       PREPARING PROCUREMENT REQUESTS AND RECEIVING REPORTS
 

                                                                                                               GENERAL TABLE OF CONTENTS
 

CHAPTER 1.        INTRODUCTION

CHAPTER 2.        GENERAL
 

CHAPTER 3.        PROCUREMENT CYCLE

CHAPTER 4.        ACQUISITION REQUIREMENTS

CHAPTER 5.        PROCUREMENT REQUEST REQUIREMENTS

CHAPTER 6.        INSTRUCTIONS FOR PREPARING THE PROCUREMENTREQUEST (GSA FORM 49)

CHAPTER 7.        EMERGENCY PROCEDURES

CHAPTER 8.        MISCELLANEOUS PROCEDURES

CHAPTER 9.        RECEIVING REPORT



                    TABLE OF CONTENTS  
 

                 CHAPTER 1.  INTRODUCTION  
 

Paragraph                                                   Paragraph 
Titles
                                                     Numbers  

Applicability...................................................1
Purpose.........................................................2
Intended use....................................................3
Revisions.......................................................4  

                   CHAPTER 2.  GENERAL  
 

Laws and regulations............................................1
Authority to contract...........................................2
Obligation of funds.............................................3
Cost effectiveness..............................................4
Contact with potential contractors..............................5
Release of information..........................................6
Duties and responsibilities.....................................7  

               CHAPTER 3.  PROCUREMENT CYCLE  
 

Procurement lead time...........................................1
Procurement cycle phases........................................2  

            CHAPTER 4.  ACQUISITION REQUIREMENTS  
 

Acquisition planning............................................1  
Competition.....................................................2
Circumstances permitting other than full and open
competition....................................................3
Justification requirements for other than full and
open competition (FAR 6.303-1).................................4
Publicizing procurement actions.................................5
Requirements for setting aside acquisitions for
small business.................................................6
Foreign products................................................7
Required sources of supplies and serivces.......................8
Specifications, standards, and purchase descriptions............9
Procurement of consulting services.............................10

        CHAPTER 5.  PROCUREMENT REQUEST REQUIREMENTS

General.........................................................1
Advance planning procurement request............................2
Technical documents.............................................3
Additional requirements.........................................4
Indefinite-delivery contracts...................................5
Delivery or performance time....................................6
Government cost estimate........................................7
Evaluation  factors for award...................................8
Funding approval/certification..................................9  

CHAPTER 6.  INSTRUCTIONS FOR PREPARING THE PROCUREMENT
           REQUEST (GSA FORM 49)

General........................................................1
Procurement request identification number......................2
Copies.........................................................3
Instructions for preparing GSA Form 49.........................4


Link  Figure 6-1.1.  GSA Form 49, Requisition/Procurement Request
                 For Equipment, Supplies, or Services  
 

Link  Figure 6-1.2.  GSA Form 49A, Requisition/Procurement Request
                 for Equipment, Supplies or Services (Continuation)  
 

         CHAPTER 7.  EMERGENCY PROCEDURES  
 

General.......................................................1
Definition....................................................2
Procedure.....................................................3  

       CHAPTER 8.  MISCELLANEOUS PROCEDURES  

Contract changes/modifications................................1
Exercise of contract options..................................2
Cancellation of procurement requests..........................3
Contract expiration schedule..................................4
Fiscal year-end procurements..................................5  

           CHAPTER 9.  RECEIVING REPORT

General.......................................................1
Certifying receipt and acceptance.............................2

Link  Figure 9-1.1.  Copy 6, GSA Form 300, Receiving Report

Link  Figure 9-1.2.  GSA Form 3025, Receiving Report


                                                                           CHAPTER 1.  INTRODUCTION


1.    Applicability.  The provisions of this handbook are applicable to all General Services Administration (GSA) personnel when requisitioning supplies, services (including architect-engineer and related services), equipment, and construction from GSA contracting offices, or when certifying receipt and acceptance of supplies or services.  This handbook does not apply to orders for supplies from Customer Supply Centers, forms from the GSA National Forms and Publications Center, Fedstrip purchases, orders for telephone service or orders for motor vehicles from the Federal Supply Service (FSS) Automotive Commodity Center.
 

2.    Purpose.  This handbook provides procedures and guidelines for preparing and using a procurement request and a receiving report.  It also provides program personnel with a working knowledge of certain selected laws and policies governing Federal procurement so that they may have a better understanding of the procurement environment.  Personnel who must develop procurement requests, receive invoices or prepare receiving reports are generally referred to as "program personnel" regardless of organizational affiliation.

3.    Intended use.
 

  a.   This handbook is intended to be used by GSA program personnel for guidance in developing procurement requests.  It is not intended to be all inclusive.  The acquisition requirements in this handbook summarize the requirements of the Federal Acquisition Regulation (FAR) and the General Services Administration Acquisition Regulation (GSAR).  Therefore, the FAR and GSAR references cited in this handbook must be used to obtain more detailed information regarding the requirement.

  b.    This handbook describes the normal procedures and required documentation to develop a procurement request, and should answer most questions.  Whenever a problem, question, or abnormal situation arises, first consult this handbook  for possible procedures, then consult the appropriate contracting office.
 

4.    Revisions.  Suggestions for the revision or improvement of this handbook are encouraged.  All suggested changes should be directed to the Office of GSA Acquisition Policy and Regulations (VP).
 


                                                                                    CHAPTER 2.  GENERAL
 

1.    Laws and regulations.  No contract may be entered into unless all applicable requirements of law, executive orders, and regulations have been met.  Regulations include those issued by any regulatory agency whether or not incorporated or referenced in the Federal Acquisition Regulation (FAR) or the General Services Administration Acquisition Regulation (GSAR).
 

2.    Authority to contract.  Only a contracting officer is authorized to obligate the Government to expend public funds.  Delegation of contracting officer authority must be specific, in writing, and in accordance with the GSA-wide contracting officer warrant program (COWP) (GSAR 501.600-70).
 

3.        Obligation of funds.  The Anti-Deficiency Act (31 U.S.C. 1341) prohibits any officer or employee of the Government from making or authorizing an obligation in excess of the funds available or in advance of an appropriation, unless otherwise authorized by law.

4.    Cost effectiveness.
 

  a.    It is the policy of Congress to promote economy, efficiency, and effectiveness in the procurement of supplies and services by and for the executive branch of the Federal Government.  In the procurement cycle, the program official is solely responsible for determining and defining the need for supplies or services (including construction) required to support their program area.
 

  b.   The responsibility for meeting program needs in an economical and efficient manner rests with the official who initiates the procurement request.  However, the contracting officer has the responsibility to review all procurement requests and, based upon experience, advise program officials of alternative solutions that may result in cost avoidance with no diminishment of quality or other criteria.
 

5.    Contact with potential contractors.  Contact with potential contractors should  be made only by the contracting office or with the prior knowledge and approval of that office.  This is not intended to prevent officials from obtaining information regarding new and improved supplies, equipment, procedures, methods, or services.  Rather, it is intended to prevent commitments the Government cannot honor and to prevent personnel from incurring liabilities for which they personally could be held responsible.
 

6.    Release of information.  Release of information obtained during the course of normal Government business that pertains to the operations, processes, trade secrets, style of work, apparatus and other matters, of any person, firm, partnership, or corporation, except as authorized by law, may result in criminal penalties.  Release of information regarding proposed procurements or offers before public announcement could seriously and adversely impact procurement and program accomplishment.  FAR 5.4 and GSAR 505.403 provide guidance regarding release of information.

7.    Duties and responsibilities.  To carry out an effective and responsive procurement cycle, there must be a high degree of cooperation from all personnel involved in the cycle.  This paragraph defines the duties and responsibilities of personnel normally involved in a procurement cycle.
 

  a.    Program officials.  Program officials are responsible for the following areas or functions in the normal cycle:

          (1)    Determination of the needs and requirements of a program.
 

          (2)    Development of a complete and accurate statement of work that clearly defines the program requirements.

          (3)    Complete justification when a deviation from normal procurement methods and procedures is required; e.g. other than full and open competition. (FAR 6.303-1(b)).

          (4)   Certification, from an authorized funding authority, of the availability  of sufficient funds from the proper appropriation.
 

          (5)    Initiation and development of a complete procurement request, including GSA Form 49, Requisition/Procurement Request for Equipment, Supplies, or Services, statement of work, specifications, and any justifications, supporting data, specific delegation of procurement authority (see Federal Information Resources Management Regulations (FIRMR) Chapter 23), Government estimates, evaluation factors for award of a contract or approvals that may be required, before sending the request to the contracting office.
 

          (6)   Evaluation of technical proposals and recommendation of a source for award.

  b.    Contracting officer.  The contracting officer is responsible for the following areas or functions in the procurement cycle:
 

          (1)    Reviewing procurement requests to ensure that the purchase description, statement of work or specification is complete and accurate.
 

          (2)    Determining the method of procurement to be used (sealed bidding versus negotiation).

          (3)    Determining the type of contract to be used.
 

          (4)    Preparing and executing required justifications, determinations and findings, and with the assistance of program officials, source selection plans for competitively negotiated procurements.
 

          (5)    Establishing contract terms and conditions, including the methods of pricing, payment and financing.

          (6)    Complying with applicable requirements of law, executive orders and regulations and ensuring that all required deviations and exemptions have been obtained.

          (7)    Preparing the solicitation, synopsizing the contract action and issuing the solicitation.

          (8)    Receiving offers, selecting technical evaluation panel members, if source selection authority, convening a technical evaluation panel, evaluating price, negotiating with contractors, with the assistance of technical experts as required, and conducting debriefings for unsuccessful offerors.
 

          (9)    Executing the contract on behalf of the Government.
 

          (10)    Administering the contract, including executing contract modifications, amendments, or changes.  Portions of the administration of a contract may be delegated to an Administrative Contracting Officer, or a Contracting Officer's Representative (COR).
 

          (11)    Terminating or closing out contracts.
 

          (12)    Making final decisions regarding protests, claims, or disputes.
 

  c.    Contracting officer's representative (COR).

          (1)   The COR will generally be delegated authority to act for and on behalf of the contracting officer in the following contract administration areas:
 

                  (a)    Resolving issues that may arise between a contractor and the Government in connection with such matters as acceptability of workmanship and other technical requirements.
 

                  (b)    Evaluating the acceptability of workmanship and contractor compliance with technical requirements.
 

                  (c)    Approving and accepting work performed under the contract.

                  (d)    Contract change authority to the limit specifically delegated by the contracting officer.
 

          (2)   A COR is not authorized to modify any of the contract terms and conditions.  When a COR is designated, the contracting officer must delegate that authority in writing and specifically state which functions the COR is expected to perform.


                                                                 CHAPTER 3.  PROCUREMENT CYCLE
 

1.   Procurement lead time.
 

  a.  The program official should be aware that the procurement cycle requires considerable planning and lead time by program and contracting personnel to adequately process a procurement request through to contract award.  After receipt of an accurate and complete procurement request by the contracting office, the average lead time for the different methods of procurement is:
 

  Procurement Method        Lead Time        Threshold
 

  Small Purchases            45 days         Under $25,000  

  Sealed Bids                150 days        $25,000-$100,000
                             175 days        Over $100,000  
 

  Competitively
 
  Negotiated                 150 days        $25,000-$100,000
                             210 days        Over $100,000
 

  b.   The lead times established above are based on the minimum time specified in Federal and GSA Acquisition Regulations for certain phases of the procurement cycle and the average time needed to administratively process a procurement action (receive wage determinations, audit reports, financial responsibility determinations, contract and equal employment opportunity clearances).  Every effort should be made to process procurements within the time established above and to further reduce the time whenever possible.
 

  c.   The procurement lead time will increase when making awards under multiple award schedules or when there are delays in receipt by the contracting officer of additional information from program officials, wage determinations, audit reports, technical evaluations, and clearances.

2.    Procurement cycle phases.
 

  a.   Procurement request review and solicitation preparation.  When a procurement request is received by the contracting office, it must be thoroughly reviewed  to ensure that it is complete, contains accurate descriptions, work statements, or specifications, all required administrative approvals have been obtained and fund certification is provided.  An incomplete or inaccurate procurement request will be returned to the program official for correction and resubmittal, unless in the interest of expediting the request, a correction can be made by telephone followed by an amended procurement request confirming the correction.  Minor corrections such as accounting classification numbers and dates may be made by telephone without submission of an amended procurement request.  Upon determination that the request is complete, any required wage determinations will be requested, presolicitation notices issued, if appropriate, and the solicitation package prepared.  This phase takes approximately 30 days. (If Service Contract Act wage determinations from the Department of Labor or presolicitation conferences are needed, the time may increase by 60 days.)
 

  b.   Synopsis and solicitation reproduction.  A synopsis of proposed procurements of $25,000 or more must be prepared and transmitted to the Department of Commerce for publication in the Commerce Business Daily (CBD).  Proposed procurement actions expected to exceed $10,000 but not exceed $25,000 must be published in the CBD if there is not a reasonable expectation that at least two offers will be received from responsive and responsible offerors.  The synopsis must be published in the CBD 15 days before issuance of the solicitation.  Proposed procurements expected to exceed $10,000 but not to exceed $25,000 must be posted at the contracting office for a period of not less than 10 days.  The contracting office will have the solicitation reproduced for distribution to potential offerors.  This phase takes approximately 20 days.
 

  c.  Issue solicitation and receive offer.  Once a solicitation is issued at least 30 days response time must be allowed for receipt of offers unless contracting without providing for full and open competition in accordance with FAR Subpart  6.302-2. The response time may be longer, when a procurement is complex, and a pre-bid/proposal conference is scheduled approximately one third of the way between issuance of the solicitation and the date for receipt of offers.  The conference provides offerors time to develop questions and allows the Government time to respond in writing if necessary.  This phase takes approximately 40 days.
 

  d.   Evaluation of offers.  Once the offers are received they must be evaluated for responsiveness and responsibility of the prospective contractor.  In a competitively negotiated procurement where other factors are to be considered in addition to price, source selection or technical evaluation panels must be convened to evaluate the proposals received.  Price evaluation will also occur.  This phase can be substantially longer for a competitively negotiated contract than for a sealed bid contract.  This phase takes approximately:

          (1)   30 days for sealed bid and negotiated contracts between $25,000 and $100,000.

          (2)   45 days for sealed bid contracts over $100,000 (60 days if $1 million or more for EEO clearance).

          (3)   90 days for negotiated contracts over $100,000 (includes 60 days for preaward audit, EEO clearance if $1 million or more and 30 days to evaluate, negotiate and request best and final offers).
 

  e.   Award contract.  Once a successful offeror has been selected, the contracting officer obtains any clearances and/or signatures that are required.  The contractor is requested to furnish any bonds that are required.  A notice to proceed is sent to the contractor or the contractor begins work in accordance with the terms of the contract.  This phase takes approximately 30 days.
 

  f.   Debriefing unsuccessful offerors.  Unsuccessful offerors often request debriefings after a contract award.  Program and contracting personnel must be prepared to support award decisions, whether they are based on technical and/or price  factors.  An effective debriefing requires apprising the unsuccessful offeror of the reasons for their nonselection.  In every case, adherence to the award factors in the solicitation must be demonstrated.  Successful debriefings not only minimize formal protests, but they also can be helpful in enabling an offeror to improve the quality of their proposal in subsequent procurements as well as assuring them of the fairness in the Government's procurement process.
 


                                                          CHAPTER 4.  ACQUISITION REQUIREMENTS
 

1.    Acquisition planning.
 

  a.   All proposed acquisitions in excess of $25,000 must have either a comprehensive acquisition plan or a limited acquisition plan prepared for them, unless waived under GSAR 507.1, Acquisition Plans, or GSA Order, Comprehensive Acquisition Planning, (APD 2800.13) before a solicitation can be issued.  If a comprehensive acquisition plan is required, a copy of the plan should be submitted with the procurement request.

  b.   The purpose of acquisition planning is to ensure that the Government meets its needs in the most effective, economical, and timely manner.  Acquisition planning should begin as soon as the program need is identified.  The plan should address all the technical, business, management, and other significant considerations that will control the acquisition, as well as include milestones for the acquisition cycle.  The policies, procedures and responsibilities for acquisition planning are defined in the GSAR Subpart and GSA Order cited in subpar. a.

2.    Competition.  The Competition in Contracting Act of 1984 (CICA), Title VII, Public Law 98-369, amended the Federal Property and Administrative Services Act of 1949 to require that executive agencies obtain full and open competition through use of competitive procedures when procuring supplies and services.
 

3.    Circumstances permitting other than full and open competition.

  a.   Contracting without full and open competition is a violation of statute, unless permitted by one of the following exceptions:

          (1)   Only one responsible source and no other supplies or services will satisfy agency requirements.

          (2)   Unusual and compelling urgency.

          (3)   Industrial mobilization; or engineering, developmental, or research  capability.

          (4)   International agreement.

          (5)   Authorized or required by statute.
 

          (6)   National security.

          (7)   Public interest.

  b.    Use of the above exceptions is subject to the applications and limitations specified in FAR 6.3, GSAR 506.3 and must be supported by a written justification.
 

  c.    When not providing for full and open competition the contracting officer must solicit offers from as many potential sources as is practicable under the circumstances.
 

4.    Justification requirements for other than full and open competition (FAR 6.303-1).
 

  a.    A contracting officer must not commence negotiations or award any contract exceeding the small purchase limitation ($25,000) without providing for full and open competition unless the contracting officer justifies such action in writing, certifies the accuracy and completeness of the justification and obtains the required approvals.

  b.    Program personnel are responsible for providing and certifying as accurate and complete the necessary data to support their recommendation for other than full and open competition.

  c.    A lack of advance planning by the program office or concerns related to the amount of funds available for the acquisition of supplies or services are not justification for contracting without providing for full and open competition (FAR 6.301).
 

5.   Publicizing procurement actions.
 

  a.    The Small Business Act and the Federal Procurement Policy Act, as amended  by Section 101(c) of the Continuing Resolution for Appropriations FY 1987, requires that proposed procurement actions expected to exceed $25,000 be published in the Commerce Business Daily (CBD) to inform private industry of current Government contracting and subcontracting opportunities, and increase competition.  In addition, proposed procurement actions expected to exceed $10,000 but not exceed $25,000 must be published in the CBD if there is not a reasonable expectation that at least two offers will be received from responsive and responsible offerors.  Acquisition of real property appraisal services exceeding $10,000 must be publicized in local newspapers instead of the CBD.  Requirements for publicizing orders against IRMS schedule contracts are contained in the Federal Information Resources Management Regulations (FIRMR) Part 201.32-206(f).

  b.    All proposed procurement actions expected to exceed $10,000 but not to exceed $25,000 must be posted in a public place at the contracting office issuing the solicitation for a period of not less than 10 calendar days.
 

  c.   The contracting officer need not submit the notice for publication in the CBD if a determination can be made that:

          (1)   The synopsis cannot be worded to preclude disclosure of an agency's needs and such disclosure would compromise national security.
 

          (2)   The contract action is made under the unusual and compelling urgency exception and the Government would be seriously injured if the GSA published a notice in the CBD 15 days before issuance of a solicitation and allowed 30 days from date of issuance for receipt of bids or proposals.
 

          (3)   The contract action is either for a foreign government or under the terms of an international agreement or treaty between the United States and a foreign government, and has the effect of requiring that the acquisition be from specified sources.

          (4)   The contract action is expressly authorized or required by a statute  to be made through another Government agency or from a specified source.
 

          (5)   The contract action is for utility services other than telecommunications services and only one source is available.
 

          (6)   The contract action is an order placed under a requirements contract.
 

          (7)   The contract action results from acceptance of a proposal under the Small Business Innovation Development Act of 1982.
 

          (8)   The contract action results from the acceptance of an unsolicited proposal that demonstrates a unique and innovative research concept and publication would disclose proprietary information associated with the proposal.
 

          (9)   The contract action is for perishable subsistence supplies.
 

          (10)   The contract action is made under the terms of an existing contract that was previously synopsized.

          (11)   The contract action is for brand name items authorized for resale.
 

          (12)   The Administrator determines in writing, after consultation with the Administrator for Federal Procurement Policy and the Administrator of the Small Business Administration, that advance notice is not appropriate or reasonable.
 

  d.    If a program official feels a proposed procurement meets any of the above exceptions, the facts supporting use of the exception must be submitted to the contracting officer with the procurement request.

6.   Requirements for setting aside acquisitions for small business.  Acquisitions that have an anticipated dollar value of $25,000 or less and are subject to the small purchase procedures in FAR Part 13 must be reserved exclusively for small business concerns unless excepted under FAR 13.105. If acquisitions exceed $25,000, contracting officers are required to set aside an individual acquisition or class of acquisitions for small business when it is determined to be in the interest of (a)  maintaining or mobilizing the Nation's full productive capacity, (b) war or national defense programs or (c) assuring a fair proportion of Government contracts is placed with small business concerns.  If the contracting officer determines that there is no reasonable expectation of receiving two responsible offers from small business concerns at a reasonable price, the acquisition does not have to be set aside.  Program officials may submit information, for the contracting officer's consideration, with the procurement request justifying not setting the acquisition aside if it is considered appropriate.  A decision not to set aside an acquisition exceeding $25,000 must be reviewed and concurred in by the GSA small business technical advisor and the Small Business Administration.
 

7.    Foreign products.
 

  a.   The Buy American Act requires that only domestic end products be acquired for public use, except articles, materials, and supplies (1) for use outside the United States, (2) for which the cost would be unreasonable, (3) for which a determination has been made that domestic preference would be inconsistent with the public interest, or (4) that are not mined, produced, or manufactured in the United States in sufficient and reasonably available commercial quantities, of a satisfactory quality.

  b.   If a program official determines that an exemption to the Buy American Act is necessary, the following information should be submitted with the procurement request:
 

          (1)   Full description of the item;
 

          (2)   Impact on program if the item is not obtained;
 

          (3)  Reasons why domestic item cannot meet program need.
 

  c.   Policies regarding acquisition of foreign products are contained in FAR Part 25 and GSAR Part 525.
 

8.    Required sources of supplies and services.

  a.   There are certain sources of supply which government agencies must use.  If a requirement is available from a mandatory source, the item must be acquired from that source unless one of the exceptions to its use in FAR 8.404-1 apply.
 

  b.    In the case of Federal Supply Schedule Contracts, if the program office determines that the schedule item will not meet its specific needs, but a similar item from another source will, the ordering office must obtain a waiver before acquiring the item from a nonschedule source.  The program office must provide the ordering office with a complete description of the open market item, a comparison of prices and technical differences, identifying as a minimum the inadequacies of the schedule item to perform the required functions, technical, economic or other advantages of the item requested and estimated annual usage or a statement that the requirement is nonrecurrent or unpredictable (FAR 8.404-3).
 

9.   Specifications, standards, and purchase descriptions.

  a.    Plans, drawings, specifications, standards, or purchase descriptions for acquisitions must state only the Government's actual minimum needs and describe the supplies or services in a manner designed to promote full and open competition.
 

  b.   The contracting officer must be able to justify the requirement.  Avoid specifying characteristics that cannot be shown to materially affect the intended end use and which unnecessarily restricts competition.  Also, avoid specifying a characteristic of a brand name product unless it, is essential to
 
the Government's need.
 

  c.   Specifications and standards listed in the Index of Federal Specifications and Standards are mandatory for use by all agencies acquiring supplies or services covered by such specifications and standards, except when the acquisition is:
 

          (1)  Required under an unusual and compelling urgency and using the indexed product description would delay obtaining the requirement.
 

          (2)  Not expected to exceed the small purchase limitation ($25,000).
 

          (3)  For products acquired and used overseas.
 

          (4)  For items, excluding military clothing, acquired for authorized resale.
 

          (5)  For construction or new installations of equipment, where nationally recognized industry or technical source specifications and standards are available.
 

  d.   If an existing specification does not meet the minimum needs of the program office, and the exceptions do not apply, a deviation request may be submitted to the contracting officer.  GSAR 510.007 outlines the responsibilities of the contracting officer and the procedures for obtaining a deviation from a Federal specification.

  e.   When no applicable specification exists, a specification or purchase description describing the minimum needs of the program office must be prepared.  The specification or purchase description may be stated in terms of function, so that a variety of products or services may qualify, performance, including the range of acceptance characteristics or of the minimum acceptable standards, or design requirements.

  f.   The minimum acceptable purchase description is the identification of a requirement by use of brand name followed by the words "or equal".  All brand name products known to be acceptable and of current manufacture must be cited in the purchase description.  Each physical or functional characteristic of the product that is essential to the Government's minimum requirement must be specified.  Failure to do so may result in a defective solicitation and the necessity to resolicit the requirements.  Permissible tolerances should be indicated when describing  essential characteristics.

10.    Procurement of consulting services.  GSA Order, Procurement of Consulting Services (ADM 2800.12C), prescribes procedures for the procurement of consulting services. Program officials are responsible for preparing the request to procure consulting services by contract and obtaining the approvals required by GSA Order ADM 2800.12C. The contracting officer is responsible for determining whether a requested service, regardless of dollar value, is for consulting services (the contracting officer's determination is final) and for submitting the request to enter into a consulting contract for approval.
 


                                                    CHAPTER 5.  PROCUREMENT REQUEST REQUIREMENTS
 

1.    General.
 

  a.   The GSA Form 49, Requisition/Procurement Request for Equipment, Supplies or Services, must be used to transmit a procurement request to the appropriate contracting office.  The procurement request must be typed and include all required administrative approvals, and the appropriate documentation, justifications, or information described herein in order to avoid delays in processing the procurement.  All attachments must be typed on white bond paper (original copy), with the exception of engineering drawings and copies of Government specifications or Federal supply schedules, and listed on the GSA Form 49 or GSA Form 49A, Requisition/Procurement Request for Equipment, Supplies or Services (Continuation).  Contracting offices may authorize submission of handwritten procurement requests when appropriate.
 

  b.  The SF 1164, Claim for Reimbursement for Expenditures on Official Business, or SF 1165, Receipt for Cash - Subvoucher, may serve as the procurement request for purchases made by offices maintaining their own imprest funds.  If the GSA Form 49 is used, it must be endorsed "Payment to be made from imprest fund."
 

  c.   Program offices which have contract and fund certification authority do not have to complete the GSA Form 49 when procuring items to meet their own minimum needs (e.g., Building Manager).  All other documentation or justification requirements must be met.  The contracting officer's signature on the purchasing document will certify that funds are available and that the item or service purchased is to meet the minimum needs of the office.
 

  d.   Procurement requests must be assigned a number for identification purposes.  The Accounting Control Transaction (ACT) number may be used for identification or a procurement request number consisting of the requisitioner's office symbol, fiscal year and a number; e.g., V-88-1, V-88-2, may be assigned.  Numbers  are not required for advance planning procurement requests.
 

2.   Advance planning procurement request.  When a requirement is needed in a short timeframe but the procurement request package is not complete, the program office may send an advance planning procurement request to the contracting office, along with any information available about the requirement and an anticipated date when the official procurement request will be submitted.  The advance request will allow the contracting office to plan its workload and take any appropriate action to prepare for the procurement.  Advance planning requests may be used to request that advance notification be provided to industry of proposed procurements or to determine the availability of commercial sources to provide needed supplies or services.
 

3.   Technical documents.  Technical documents are those documents that outline the essential characteristics, salient features, or functions of an item, service, material, or equipment which meets the minimum needs of the Government; or the definition of effort required for the care, maintenance, construction, repair or alteration of real or installed property.  All of the documents in this category are prepared by the program official initiating the procurement request and must be made a part of the procurement request.  The quality of the product, equipment, material, or service is directly related to and dependent upon the quality of the specifications, purchase descriptions or work statement provided to the contracting officer in the procurement request.

  a.   Purchase description/work statement/specification.  These terms describe the specific requirements to be placed upon the contractor.  Purchase description generally applies to supplies, materials or equipment.  Work statement generally applies to service, research, and consultant type procurements.  Specifications generally apply to construction and repair and alteration procurements. In addition to the general description required in all procurements, certain  specific statements, descriptions, or requirements may need to be included.  Some of the important items for consideration are:
 

          (1)   Federal specifications and standards.  The specifications and standards in the Index or Federal Specifications and Standards are mandatory for use by Federal agencies when acquiring the items covered by the specifications and standards.  See ch. 3-9, FAR Part 10 and GSAR Part 510 for additional information.  Descriptions of the Federal standards prescribed for use by GSA for ADP, telecommunications, and records management, together with requirement statements for use in procurement requests, are included in FIRMR 201-8.

          (2)    National stock number.  A number is assigned to each item of supply in the Federal catalog system to provide a standard identification for the item.  The number consists of the four digit Federal Supply Classification (FSC) code and the nine digit national item identification number and should be included when appropriate.
 

          (3)    Brand name (or equal).  Whenever a brand name is contemplated for use in describing the Government need, all brand name products known to be acceptable must be listed.  If no known substitute exists, this must also be stated.  For additional information, see ch. 3-9, GSAR 510.004 and FAR 10.004.

          (4)    Labor mix.  When specific types or quantities of labor are required; e.g., general, construction, service, supervisory, expert, it must be described in the procurement request.  Service contract requirements must include the comparable Government job title and grade for the class of employees to be employed under the contract.  Program officials may be requested to provide a job description if the job title cannot be identified in the Service Contract Act Directory of Occupations.
 

          (5)    Special provisions.  Any special or unusual situations or consideration prospective contractor should be made aware of must be fully described  in the procurement request.  Special conditions are generally related to types or classes of contracts, e.g., construction, services.
 

          (6)    Special building/tenant considerations.  All special problems involving the performance of the contract, such as restricted work hours, building access difficulties, trash removal, must be fully described in the procurement request.

  b.    Contract drawings.  These may be engineering drawings, line drawings, sketches, blueprints, diagrams, or pictures which furnish sufficient descriptive data to illustrate existing and/or proposed work, equipment, design or the like.  These drawings must be furnished to the contracting officer in sufficient quantity to be sent to all proposed offerors.
 

  c.    Contract specifications.  The program official is responsible for the development of specifications or identification of industry or trade specifications, that describe technical requirements of material, equipment or services that meet the minimum needs of the Government.  This includes testing and inspection requirements.  These specifications should be furnished to the contracting officer in sufficient quantity to be sent to all prospective offerors.  The program office may reimburse the procuring office for reproduction costs.
 

4.    Additional requirements.  The following requirements may be included in the procurement request if appropriate:

  a.    Bid samples.  Bid sample means a sample that the bidder furnishes with the bid to show the characteristics of the product offered in the bid.  Normally, bid samples are not requested unless there are characteristics (color, pattern) that cannot be described adequately in the specification or purchase description.  A written justification stating the reasons why acceptable products cannot be acquired without submission of the bid samples must accompany the procurement request.  The justification is not required if the bid samples are required by Federal  specifications applicable to the purchase (see FAR 14.202-4). If bid samples are required, the number, size, quantity and a list of all characteristics for which the samples will be examined must be provided with the procurement request.
 

  b.   Descriptive literature.  Descriptive literature means information furnished with the bid which shows the characteristics or construction of a product or explains its operation.  Descriptive literature should not be requested unless it is needed to determine whether the products meet the specification or to establish exactly what the bidder proposes to furnish.  A written justification explaining why descriptive literature is required must accompany the procurement request (see FAR 14.202-5).
 

  c.    Bonds. When a contractor bond is desired, the type of bond required; e.g., bid, payment or performance bond, an explanation for the requirement and any other particulars must be defined and included in the procurement request.  Bonds required by law for construction contracts or policy precedented by regional contracting operations need not be addressed.  The contracting officer will make the final decision regarding the need for bonds.
 

  d.    Warranties. The program official must state and fully define (including an  explanation of the need for) any warranties or guarantees to be required of a contractor.
 

  e.    Payment provisions.  Any proposed payment provisions, other than full payment upon delivery or Government acceptance, such as deduction schedules in fixed price contracts, award fee schedules in cost type contracts, or progress payments, must be fully defined by the program official and included in the procurement request.  The definition is to include the amount or percentage of payments and the schedule or basis for payments.  The contracting officer is responsible for deciding whether the proposed payment provisions are proper and applicable.

   f.    Liquidated damages.  When a liquidated damages provision is required, the program official must fully define the need for the provision, including an explanation of the amount, or percentage of contract deductions and the basis for determining the deductions.  The program official is responsible for providing sufficient justification to demonstrate that the Government may reasonably expect to suffer damage if delivery or performance is delinquent and the proposed rate of liquidated damages is reasonable (FAR 12.202). Guidance in this area for ADP requirements is available in the Standard Solicitation Document for ADP Systems and its accompanying guidance document.  Copies of these documents are available on a demand basis from IRMS (KMPP).
 

  g.    Government-furnished property/supplies/services.  All property, supplies, material, equipment, facilities, or services to be supplied by the Government to a contractor, or made available to a contractor, in accomplishing a contract, must be described in the procurement request.  The information will be included in any resultant solicitation and contract.
 

5.    Indefinite-delivery contracts.

  a.   Program officials who cannot specifically identify the exact time of future deliveries and/or quantities but have a need for particular supplies or services may submit a request to the contracting office to establish an indefinite delivery contract.  The procurement request must fully and completely describe the supplies or services and contain a best estimate of the quantity required.  The procurement request may establish a minimum and maximum amount which will be ordered during the life of the contract, and also include a minimum and maximum quantity limitation for each individual order.  A funding certification in an amount equal to any Government minimum order obligation specified for the life of the contract is required.
 

  b.   Program officials requesting delivery orders against indefinite-delivery contracts must submit a procurement request, which references the indefinite-delivery contract number.

  c.   If the minimum order funding certification expires or the minimum quantity has been exhausted, a funding certification in the amount of the individual delivery order will be required.

6.   Delivery or performance time.  The time of delivery or performance must be realistic and meet the requirements of the procurement.  Unrealistic times tend to restrict competition and may result in higher contract prices.
 

  a.   The following factors should be considered when establishing delivery or performance schedules for supplies or services:

          (1)   Urgency of need;

          (2)   Production time;

          (3)   Market conditions;

          (4)   Transportation time;

          (5)   Industry practices;

          (6)   Administrative time for obtaining and evaluating offers and awarding contract;

          (7)   Time for contractor to comply with any conditions to contract performance; and
 

          (8)   Time for Government to perform its obligations under the contract.
 

  b.    The following factors should be considered when establishing the time for completion of a construction contract:

          (1)   The nature and complexity of the project;
 

          (2)   Construction seasons involved;

          (3)   Required completion date;

          (4)   Availability of materials and equipment; and
 

          (5)   Use of multiple completion dates.
 

  c.    The program official must specify the time, place and method of delivery in the procurement request.  If the place or method of delivery is unknown at the time the procurement request is prepared, a statement to that effect must be included in the procurement request.

7.    Government cost estimate.  The Government estimate is an important aid for the contracting officer in determining if proposed prices are fair and reasonable.  The program official is responsible for preparing and submitting the estimate with the procurement request.  Access to information concerning the Government estimate should be limited to Government personnel whose official duties require knowledge of the estimate.
 

  a.   A simple budgetary estimate is generally used for requirements under $25,000.  The contracting officer may request a more detailed estimate for requirements exceeding regulatory wage thresholds, e.g. Davis Bacon Act ($2,000 - construction), Service Contract Act ($2,500 - services).

  b.   A detailed estimate is required for construction, architect-engineer, repair and alteration and building service requirements exceeding $25,000.

          (1)   Service contracts.  Since individual requests for Service Contract Act wage determinations are not submitted to the Department of Labor by the contracting officer until after the procurement request is received, it is difficult for program officials to give their best estimate of a reasonable price.  Therefore, contracting offices may accept a procurement request for services that does not have a detailed Government estimate attached, provided, the request includes one of the following statements:
 

                  (a)   "This is a request for reprocurement of a recurring service currently under contract.  The current contract cost is $____.  A detailed Government cost estimate for  the requested reprocurement will be provided as soon as the contracting officer provides a  copy of the new wage determination."
 

                  (b)   "This is a request for a new service contract.  It is estimated the cost will range from $____  to $____ .   A detailed cost estimate will be provided as soon as the contracting officer provides a copy of the wage determination."
 

Contracting officers should supply the wage determination to the program office upon receipt.  The detailed cost estimate must be received by the contracting officer prior to issuance of the solicitation.

          (2)   Emergency procurements.  Preparation of a detailed Government cost estimate for submission with the procurement request may not be possible because of the urgency in an emergency situation.  Therefore, contracting offices may accept procurement requests in emergency situations that do not have a cost estimate attached, provided, the request includes the following statement:

  "This is a request for an emergency procurement, the urgency of which precludes preparation of a detailed Government cost estimate.  It is estimated that the cost will range from $____ to $____ . A detailed cost estimate will be provided as soon as  practicable, and before the scheduled date for receipt of proposals."
             
 
8.   Evaluation factors for award.  When other factors such as management capability, technical excellence or qualifications are to be considered along with price in selecting the successful contractor in competitively negotiated procurements, the factors to be considered in the evaluation process must be established before the solicitation is issued.  The factors will be included in the solicitation along with their relative importance in making a source selection.

  a.   The program official is responsible for developing the factors for evaluation of proposals and submitting them and their relative importance with the procurement request.  Only factors that will have an impact on the source selection should be submitted; e.g., technical excellence, management capability, personnel qualifications,  experience, past performance.  If minimum requirements apply to particular factors they must be stated.  A description of how the proposals will be evaluated must also be provided as well as the points assigned to each factor if a numerical scoring system is to be used.  The HB, Source Selection Procedures (APD P 2800.2) should be referred to and the contracting officer contacted for guidance and assistance in developing the evaluation factors.  For ADP requirements refer to the Standard Solicitation Document for ADP systems which is available from IRMS (KMPP).

  b.   The quantitative and qualitative standards for the evaluation factors must not be discussed or made known to anyone not actively involved in the evaluation process.
 

9.    Funding approval/certification.

  a.   The program official is responsible for obtaining fund certification and appropriate approvals.  Any procurement request, other than one for advanced planning, received by the contracting office without proper funding certification will be returned, without action, to the program official noting that the funding certification is required.  On building service contracts where funds are available for only the current fiscal year, the following certification statement must be provided:
 

          "Funds in the amount of $____ are available for Fiscal Year ____ and have been budgeted and programmed or the remainder of the contract."
 

Any time funds are not available, the program official must immediately notify the contracting officer and request termination of the services.  Additional certification for projects spanning the end of a fiscal year will not be required.  Procurement requests for no cost contracts, e.g. concession contracts, will not require a fund certification.

  b.    Funds for indefinite quantity contracts will be certified for the guaranteed minimum quantity to be ordered for the contract period.  Once the minimum  quantity has been ordered or if the funds are exhausted, a funding certification in the amount of the individual order will be required.
 

  c.    Any time more than one accounting classification is used to fund a procurement; e.g., consolidation of services for two or more field offices, the program official must separately list the accounting classifications, and amount of funds certified for each accounting classification on the GSA Form 49 or 49A.
 

  d.    If the initial procurement request underestimated the proposed price, the contracting officer must notify the appropriate funding authority and program official who must either certify the increased amount, delete a portion of the original requirement, or request no award be made.  The GSA Form 49 should be used for this purpose.  A contract will not be awarded unless funds are available and properly certified.

   e.    Once a procurement request is submitted to the contracting office with adequate funding certification, the procurement will be processed through to contract award unless the request is canceled by the program official who signed the procurement request, an individual authorized to act on their behalf, or by a higher level program official.


                          CHAPTER 6.  INSTRUCTIONS FOR PREPARING THE PROCUREMENT REQUEST (GSA FORM 49)
 

1.    General.  The GSA Form 49, Requisition/Procurement Request for Equipment, Supplies or Services (fig. 6-1.1
Link), must be used as the basic procurement request form.  GSA Form 49 is not an obligating document.  When procuring supplies, services, or equipment capable of being described simply, use only the GSA Form 49.  However, use the GSA Form 49 in a summary capacity when the procurement requires lengthy descriptions, justifications, or other attachments.  The GSA Form 49 must always be the top document in any procurement request package.  The GSA Form 49 must be completed by the program office that needs to procure supplies, services, (including architect-engineer and other related services), equipment, construction, or to issue construction change orders which exceed the delegated authority of the contracting officer's representative. 

2.    Procurement request identification number.  Procurement requests must be assigned a number for identification purposes.  The number used may be the ACT number (block 3) or a requisition/procurement request number (block 2).
 

3.    Copies.  The program office preparing a procurement request must prepare an original and two copies, unless otherwise specified by the contracting office.  The original and one copy must be forwarded to the appropriate contracting office and one copy will be retained by the program office.  In Central Office staff offices an additional copy may be required for retention by the Executive Director's Budget Division.

4.    Instructions for preparing GSA Form 49.

  a.   Block 1, Page 1 of .  Enter the total number of pages in the procurement request.
 

  b.   Block 2, Requisition/procurement request number.  Enter the number assigned by the requisitioning office.  Procurement request numbers, if assigned must be numbered consecutively by fiscal year, and consist of the requisitioning office  symbol, fiscal year and a number, e.g., V-88-1, V-88-2.  Completion of this block is optional.

  c.   Block 3, ACT number.  Assign an Accounting Control Transaction (ACT) number in accordance with NEAR system procedures.

  d.   Block 4, Date prepared.  Enter the date on which the procurement request is prepared.
 

  e.   Block 5, Job/Project number.  Where appropriate, enter the job/project number (or title if necessary for identification) of the job/project to be charged for the procurement.

  f.    Block 6, To.  Enter the organizational title, office symbol, and location of the appropriate contracting office.

  g.   Block 7, From.  Enter the organizational title, office symbol, location and telephone number of the requisitioning office.
 

  h.   Block 8, For information call.  Enter the name and telephone number of the person who can furnish additional information concerning the procurement request.
 

  i.    Block 9, Receiving Office.  Enter the name, office symbol and telephone number of the office responsible for completing the receiving report.
 

  j.    Block 10, Accounting classification.  Enter the accounting classification against which the procurement request will be charged.  If multiple accounting classifications are required, the information should be entered in blocks 13 through 18 or on the GSA Form 49A, Requisition/Procurement Request for Equipment, Supplies or Services (Continuation) (fig. 6-1.2
Link). 

  k.  Block 11, Ship to.  Enter the address, including room number where applicable, building, and telephone number to which the supplies or services are to be delivered.  Whenever appropriate, use GENERAL SERVICES ADMINISTRATION and an office symbol as the first line of the address.
 

  l.   Block 12, Contract number.  Fill in this block only if the procurement request is requesting the exercise of an option, a contract modification, or an order against an existing contract.  Enter the number of the existing contract.
 

  m.   Block 13, Item No. List one number for each line item requisitioned whether the line item is a single item or a quantity of that item.  Indicate the appropriate stock number, if any.

  n.   Block 14, Description of supplies or services.  If a stock number has been entered in block 13, enter only the noun name of the item being requisitioned otherwise, describe clearly and fully the supplies or services being requisitioned.  Include any special requirements or restrictions and required justifications in this block.  If available, include a list of suggested sources, including the address and telephone number.  If more space is needed, type across the full page in the space available in blocks 13 through 18 or on GSA Form 49A.
 

  o.   Block 15, Quantity.  Enter the quantity of units for each item number.
 

  p.   Block 16, Unit of issue.  Describe the type of unit, e.g., dozen, square foot, manhour.
 

  q.   Block 17, Unit price.  Enter the unit price for each unit described.
 

  r.    Block 18, Amount.  Enter the estimated price for the total number of units requested.
 

  s.   Block 19, Total amount.  Enter the estimated price for ALL supplies or services requisitioned.
 

  t.    Block 20, Fund certifying officer.  Enter the name, title and office symbol of the official who is authorized to certify the availability of funds and the correctness of financial data in block A. The official must sign and enter the date in block B.

  u.   Block 21, Typed name and signature of requisitioner.  Enter the name, title  and office symbol of the originator of the procurement request in Block A.  The named official must sign and enter the date in block B.
 

  v.   Block 22, List attachments.  Briefly list all attachments to the GSA Form 49.
 

  w.  Block 23, Typed name and signature of approving official.  Enter the name, title and office symbol of the official approving the procurement request, as required by office policy, e.g., supervisor, branch chief, director, in block A.  The named official must sign and enter the date in block B.
 

  x.   Blocks 24 through 29.  Not applicable for procurement requests.
 


                                                                          CHAPTER 7.  EMERGENCY PROCEDURES


1.    General.  If a justifiable emergency situation arises, the requirement for a written procurement request to initiate the procurement may be waived.  The program official immediately notifies the appropriate contracting office of the emergency situation and works in close cooperation with the assigned contracting officer.  Contracting officers must not exceed their delegated authority in emergency situations.

2.    Definition.  An emergency situation exists when the procurement of supplies or services is required to relieve a state of emergency declared by the President or the Congress, such as a natural disaster; or immediate protection of personnel, facilities, and property is required and the circumstances will not permit the delay inherent in the normal procurement cycle.
 

3.    Procedure.  Each situation must be handled on a case-by-case basis.  Follow the procedures below:

  a.   The program official immediately notifies the appropriate contracting office and funding official of the emergency before any action is taken and provide the following information:
 

          (1)   The circumstances supporting the emergency;
 

           (2)   The specific supplies or services that are required;
 

          (3)   The funding citations and the amount of funds available for the requirement ;

          (4)   The delivery or completion dates and locations; and
 

          (5)   All other pertinent information.

  b. The program official then proceeds with the course of action indicated by the contracting officer.  The program official must provide the contracting officer with proper documentation of the action taken, within 5 working days after the emergency situation has abated.


                                                              CHAPTER 8.  MISCELLANEOUS PROCEDURES
 

1.    Contract changes/modifications.

  a.   An existing contract may be changed or its terms modified by submitting a properly prepared GSA Form 49 to the contracting officer.  The contract number, the amount of increase or decrease in contract amount, a complete description of the change or modification and the reason for the change or modification must be included in the request.  Requests for changes or modifications which increase the contract amount must include the certification of fund availability.  The funding official must be informed of any increases or decreases in the contract price.

  b.  Public Buildings Service (PBS) contract modifications.  GSA Form 2437, Findings of Fact for Contract Modifications, must be prepared by the program official as supporting justification for PBS construction and repair and alteration change orders and building service contract modifications.  The form should be attached to the procurement request and forwarded to the appropriate contracting officer for contract changes that exceed the delegated authority of the contracting officer's representative.
 

2.    Exercise of contract options.

  a.    Requests for exercise of options under existing contracts must be submitted to the contracting officer on GSA Form 49.  The contract number and the amount of increase in the contract amount must be included in the request.  The certification of fund availability must also be included.
 

  b.    Requests for exercise of options must be submitted in sufficient time for the contracting officer to provide written notice to the contractor within the time period specified in the contract.  In the case of options to extend the term of service contracts, the contractor must be given a preliminary notice of the Government's intent to extend at least 60 days before contract expiration.
 

  c.    Requests from program offices for resolicitation of a requirement in lieu of exercising an option, must be submitted to the contracting office with sufficient lead time to make the new procurement.  The request must be submitted on GSA Form 49 and must include facts to substantiate not exercising the option.
 

3.    Cancellation of procurement requests.

  a.    General. Cancellation of procurement requests should be avoided wherever possible since it is disruptive and can be expensive.  All cancellations will be accomplished by an amended procurement request processed from the program official through the funding official to the contracting officer.  The amended procurement request must be signed by the program official initiating the basic procurement request, an individual authorized to act on their behalf, or a higher level program official.
 

  b.   Whenever a possibility of cancellation develops, even though a firm decision has not been made, the program official should immediately alert the contracting officer by telephone or other timely communication.  When cancellation of a procurement request is required, the program official promptly notifies the contracting officer by telephone and determines whether a contract has been awarded, then proceeds as follows:

          (1)  Cancellation before contract award.  When the contracting officer indicates that a contract has not been awarded, the program official must submit an amended procurement request to the contracting officer stating the complete identification of the basic procurement request, the dollar value and the reason for cancellation.

          (2)   Partial cancellations.  When other than complete cancellation of the procurement request is planned, the program official must specifically state in an amended procurement request to the contracting officer, the portion(s) to be canceled and the reason for cancellation.
 

          (3)   Cancellation after contract award.  If a procurement request is to be canceled but the contract has already been signed, the contracting officer, upon receipt of an amended procurement request from the program official, must initiate the procedures for termination of the contract for the convenience of the Government if it is determined to be in the best interests of the Government.

4.   Contract expiration schedule.  The program official is responsible for maintaining a list of contracts for which they are responsible and for notifying the appropriate contracting office, before the contract expiration date, of any contract which has a recurring need.  The program official is responsible for submitting a complete procurement request to the contracting office in sufficient time to prevent a recurring requirement from lapsing before award of a new contract.  Refer to Ch. 3-1 for procurement lead time.
 

5.   Fiscal year-end procurements.  The average leadtime for processing a procurement request estimated to exceed $25,000 to contract award is from 150 to 210 days, depending upon the method of procurement.  To ensure the processing of all procurement requests and the timely obligation of funds before the end of the fiscal year (September 30), program officials should submit procurement requests which must be awarded before the end of the fiscal year to the appropriate contracting office at least 150 calendar days before the end of the fiscal year (May 1).  Complex requirements which will exceed $100,000 and be competitively negotiated should be submitted 210 calendar days before the end of the fiscal year (Mar 1).  These procurement requests must be annotated with, "procurement must be accomplished not later than the last day of the fiscal year." This will allow efficient allocation of resources and workload planning.  If this timetable cannot be met, such as in an emergency situation, the program official shall promptly notify the contracting office.


                                                                        CHAPTER 9.  RECEIVING REPORT


1.   General.
 

  a.   Once the supplies and/or services have been received, the receiving office is responsible for acknowledging receipt and acceptance by completing a receiving report.  It is important that the date of receipt and acceptance entered in the report is accurate and that the receiving report is forwarded to the appropriate office within the time frames specified.  It is also important that offices designated to receive invoices accurately time-stamp the invoice to indicate the date of receipt.

  b.  The date of receipt and acceptance of supplies and services and the date of receipt of the invoice are used to calculate the due date for payments, discounts and interest on overdue payments.  Failure to perform acceptance, inspections and submit receiving reports on a timely basis will delay payments and may require the payment of interest penalties which will be charged to your appropriation.
 

  c.   If the difference between the receipt date and acceptance date entered on an invoice or receiving report is greater than 5 days and the contract does not specify other terms, an explanation of the difference is required by the Finance Division.  Otherwise, the receipt date will be used in determining the start date for Prompt Payment Act purposes.

2.   Certifying receipt and acceptance.  Certification of receipt and acceptance of supplies or services may be accomplished in the following manner:
 

  a.   Certified invoice procedure (GSAR 513.7001).  Receipt and acceptance of purchases that are $2,000 or less and do not require a GSA Form 300, Order for Supplies and Services, may be certified in the following manner:
 

          (1)   Upon receiving the invoice, the receiving office must time-stamp the invoice to indicate the date of receipt, verify the arithmetic accuracy of the invoiced  amount, and verify that the supplies and/or services have been received and accepted.  The contracting officer or a designated representative must obtain a certification of receipt and acceptance from the individual that actually inspected and accepted the supplies and/or services before certifying the invoice and forwarding to the appropriate Finance Division for payment.

          (2)   Supplies and/or services should be inspected and accepted or rejected within 5 workdays of delivery/completion.  The invoice must be forwarded to the appropriate Finance Division for payment within 5 workdays after receipt of the invoice or acceptance of the supplies and/or services, whichever is later.  Before forwarding the invoice to Finance, the contracting officer must place the following statement on the invoice along with the gummed ACT label and accounting information: (NOTE: In some organizations, the gummed ACT label is affixed by a budget or executive office within the service or staff office.)


  "I certify that these goods and/or services were received on      (Date)     and accepted on      (Date)      .  Oral purchase was authorized and no confirming order has been issued."

                                          ________________________________
 
                                          Signature of Contracting Officer
 

                                          ________________________________
 
                                          Print the Contracting Officer's name
 

                                          ________________________________
 
                                          Date Approved
 

  b.   Certifying receipt and acceptance of procurements requiring a written purchase order (GSA Form 300 or 300-1).

          (1)   When the GSA Form 300 or 300-1 is used to order supplies and/or services, the contracting/ordering office forwards Copy 6, Receiving Report, (fig. 9-1.1
Link) of the GSA Form 300/300-1 to the office designated to receive and accept the supplies and/or services.  When the supplies and/or services are received, the receiving office will certify receipt and acceptance on copy 6, Receiving Report, of the GSA Form 300/300-1.  When multiple deliveries/payments are required, additional  copies of the receiving report (copy 6) may be reproduced or the GSA Form 3025 (fig. 9-1.2 Link) or 3025A, Receiving Report, used to certify receipt and acceptance.  Photocopied signatures will not be accepted on the receiving report.  The receiving report should then be forwarded to the office designated to receive the invoice (Block 24 of GSA Form 300/300-1). 

NOTE: Public Buildings Service procedures require two signatures certifying receipt.  The individual who actually receives the supplies or inspects the services should certify receipt and acceptance on the receiving report or on a packing slip or inspection report which may be attached to the receiving report.  The contracting/ordering officer or a designated representative should also certify receipt and authorize payment by signing the second certification on the receiving report.
 

          (2)   Invoices received by issuing offices or other designated program offices must be time stamped to indicate the date of receipt, checked to verify the arithmetic accuracy of the invoiced amount, and forwarded, within 5 workdays of receipt, to the appropriate Finance Division for payment.  Copy 1 of the GSA Form 300/300-1 and a receiving report (copy 6 of the GSA Form 300/300-1 or GSA Form 3025/3025A, Receiving Report) should be forwarded with the invoice to finance.

          (3)   When invoices are submitted directly to the Finance Division, contracting/ordering offices or other designated program offices certifies receipt and acceptance and authorizes payment for supplies or services by completing copy 6 of GSA Form 300/300-1 or the GSA Form 3025/3025A, Receiving Report, in accordance with subpar. (1) above, and sends it to the appropriate Finance Division within 5 workdays after supplies or services are received and accepted.

  c.   Blanket receiving report procedure for fixed payment recurring service contracts.
 

          (1)   A GSA Form 3025, Receiving Report, will be prepared and forwarded  to the Finance Division in the first month of the contract showing the maximum amount to be paid each month.  The Contracting Officer or designated representative will initiate the initial receiving report.  Thereafter, no receiving report is required until the final month of service is completed.  The final receiving report will verify the total payments for the year.

          (2)   If a contract requires an adjustment to the monthly amount due because of deductions, a receiving report showing the deduction is required for each payment differing from the normal fixed amount.  The contractor does not need to submit an adjusted invoice.  The deduction will be based on the receiving report.  The Finance Division will complete a GSA Form 533, Administrative Difference Statement, and forward it to the contractor with the payment.  If payments due revert to the normal fixed amount, a new receiving report is not required until another deduction is made.

          (3)   All contracts will be processed under separate annual terms.  Exercise of options, modification of price adjustment contracts, and modifications of price due to scope of work changes will be treated identically.  A Standard Form 30, Amendment of Solicitation/Modification of Contract, shall be prepared and forwarded to the Finance Division.  A new receiving report shall be prepared and the procedures in subpars. (1) and (2) above, shall be followed.  The same ACT number will be used for the life of the contract and multiple distribution lines (MDL) used to designate each year.

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