United States Department of Agriculture
Research, Education, and Economics

ARS * CSREES * ERS * NASS
Manual

ARS Field Acquisition Manual 213.2M
Updated July 2002
(Through FAC 2001-18)

    /s/
LARRY R. CULLUMBER
Director
Procurement and Property Division

Table of Contents

ARS Field Acquisition Manual

Topical Index [Adobe/pdf]    [WordPerfect/wpd]

CHAPTER 1 Introduction [Adobe/pdf]    [WordPerfect/wpd]

SECTION 1A: Perspective

• Simplified Acquisitions and Orders From Established Sources Within the Overall Acquisition Context
  • Definition and Comparison of Terms
  • Significance of the Simplified Procedures Authorized for Small
  • Purchases and Ordering from Established Sources
• Applicable Laws and Regulations
  • Acquisition in General
  • Simplified Acquisitions
  • Effect of Common Law on Acquisition

SECTION 1B: Responsibility and Authority of Participants in the Acquisition Process

• Role and Authority of Program Personnel
  • Requisitioning Authority
  • Limits on Authority
• Role and Authority of Purchasing Agents
• ARS Contracting and Simplified Acquisition Authority
• Simplified Acquisition Authority and Authority to Acquire from Established Sources
• Limitations on the Authority to Delegate
• Need for Teamwork
  • Program/Project Personnel
  • Purchasing/Contracting Personnel
  • Procurement Assistance Officers
  • Contracting Personnel
  • Field Acquisition Personnel
• Ratification of Unauthorized Contract Awards
  • Examples
  • Ratification Authority
  • Limitations of Exercise of Authority
  • Procedures
  • Consequences
• Constructive Change
• Exhibit 1B(i): ARS Area Organization
• Exhibit 1B(ii): ARS Contracting and Simplified Acquisition Authority
  
• Exhibit 1B(iii): Delegation of Simplified Acquisition Authority

SECTION 1C: Standards of Conduct

• Basic Principles
• Gifts, Entertainment and Favors
• Employment
• Financial Conflicts of Interest
  • Prohibitions
  • Disqualification
• Contracts with Government Employees or Organizations Owned or Controlled by Them
• Procurement Integrity
  • Source of Policy
  • Government Officials
  • Prohibited Actions

CHAPTER 2 Using the Federal Acquisition Regulation System [Adobe/pdf]    [WordPerfect/wpd]

• The Federal Acquisition Regulations (FAR)
• Purpose
• Finding and Citing FAR and AGAR Subject Matter
  • Structure and Format of the FAR
  • Subject Matter Numbering System
  • Provision and Clause Numbering System and Unique Identification
• Finding Out How and When to Incorporate Provisions and Clauses
  • Prescriptions
  • Prefaces
  • FAR Matrix
  • Incorporating Provisions and Clauses
  • Incorporation on Full Text
  • Identification of Provisions and Clauses
  • Modifying Provisions and Clauses
  • Alterations in Provisions and Clauses
• Forms
• The Agriculture Acquisition Regulation System
  • Purpose and Applicability
  • Arrangement and Numbering of Regulations
• Authority to Deviate from FAR or AGAR
• The Agriculture Research Service Issuances System
  • Introduction
• Exhibit 2(i): Federal Acquisition Regulation
• Exhibit 2(ii): Structure of the FAR to the Subpart Level for Subchapter A&C
• Exhibit 2(iii): Part 13 Simplified Acquisition Procedures
  

CHAPTER 3 Acquisition Planning and Requisition Processing [Adobe/pdf]    [WordPerfect/wpd]

SECTION 3A: Acquisition Planning

• Overall Acquisition Planning in ARS
  • Advance Planning
  • The Annual Resource Management Plan (ARMP)
  • The Procurement Plan (PROP)
  • The Facilities Plan (FP)
  • Distribution and Use of Acquisition Plans
  • Use of Acquisition Plans
  • Program Assistance
  • Workload Scheduling
  • Tracking System
• Purchasing Agent Involvement in Planning for Acquisitions Above $25,000
• Exhibit 3A(i): Purchasing Office Functions and Operating Environment
• Exhibit 3A(ii): Sample Procurement Plan

SECTION 3B: The Requisition Process

• The Purpose of the Requisition and the Role of the Requisitioner
• Timely Submission and Approval of Ready Requisitions
  • Established Requisition Cutoff Dates
  • Approval Procedures
• Preparation and Review of Requisitions
• Key Requirements
  • Checklist for Requisition Review
• Common Problems with Requisitioning Documents
• Purchase Descriptions and Delivery Schedules
• Exhibit 3B(i): Procurement Lead times
• Exhibit 3B(ii): USDA Forms AD-700

SECTION 3C: Other Special Considerations

• Using Exchange/Sale Authority
• What Exchange/Sale Actions are Permitted?
• What Exchange/Sale Actions are Not Permitted?
• What Items Are Ineligible?
• What Procedures Should be Followed in Exchange/Sale On the Open Market?
• Authority to Sell
• Determination to Sell
• Solicitation
• Award
• Administrative and Reporting Requirements
• Making Lease Versus Purchase Determinations
  • Cost Comparison Considerations
  • Factors
  • Methods
  • Required Sources of Supplies and Services
  • Office Copying Machines
• Other Considerations and Steps
  • Lease Terms
  • Documentation of Purchase File
  • Assistance from GSA
• Exhibit 3C(i): Checklist for the Exercise of Exchange/Sale Authority
• Exhibit 3C(ii): Illustration of Lease/Purchase Cost Comparison for Office Copying Machines

CHAPTER 4 Established Sources in the Order of Priority Set by Regulation [Adobe/pdf]    [WordPerfect/wpd]

SECTION 4A: Policy and Sequence to be Followed in Determining

• Appropriate Source of Supply
• Classification of Sources in General Order of Precedence
• Established Sources, Government and Commercial
• Priorities for Supplies and Services
  • Role of GSA
• Open-Market Purchasing for Acquisitions Under the Simplified Acquisition Threshold
• Open-Market Purchasing for Acquisitions Above the Simplified Acquisition Threshold
• Requirements for Special Handling of "Distinctive Items"
• Exhibit 4A(i): Priorities for the Use of Sources-Supplies and Services

SECTION 4B: Factors to be Considered in Determining Whether an Established Source Must Be Used

• Does the Item Serve the Government's Needs?
• Is Use of the Source Mandatory or Optional?
• Are There Applicable Exceptions to Mandatory Use?
• Is a Waiver Required?
• Does the Acquisition Afford an Opportunity to Implement Social and Economic Policy?
• The Source of Supply Decision
• Exhibit 4B(i): Sources of Supply Decision Chart

CHAPTER 5 Ordering from Established Government Sources [Adobe/pdf]    [WordPerfect/wpd]

SECTION 5A: Activity Inventory

• ARS Stocking Facilities
• USDA Central Supply
• Consolidated Forms and Publications Distribution Center
  • Ordering Procedures
• Exhibit 5A(i): CFPDC-1 Request for Forms and Publications

SECTION 5B: Excess Personal Property

• Requisitioning Procedures

SECTION 5C: Federal Prison Industries, Inc.

• FPI Customer Services
  • Customer Service Center
  • Electronic Commerce/Electronic Data Interchange (EC/EDI)
  • Governmentwide Commercial Purchase Card Ordering
• Requirements for Use
  • When to Order from FPI
  • FPI Items Available Through GSA
  • Need to Obtain a Clearance from FPI
• Ordering Procedures
  • Finding What Is Needed
  • Ordering Instructions for Purchasing Agents
• Follow-Up and Payment
  • Fair Prices
  • Disputes
• Exhibit 5C(i) FPI Schedule of Products

SECTION 5D: Committee for Purchase from People Who Are Blind or Severely Disabled

• Requirements for Use
• When to Order from the Workshops
  • Obtaining a Purchase Exception
  • Ordering Procedures
• How to Order
  • Instructions for Preparing a Letter Request for Allocation
  • Ordering Instructions for Purchasing Agents
  • Cancellation of an Order
• Follow-Up and Payment
• Exhibit 5D(i): Sample Letter Request for Allocation

SECTION 5E: GSA Federal Supply Service Stock Program Overview

• The National Stock Number System
• Prices
• Shelf-Life Items
• GSA Stock Program Components and Their Use
  • Customer Supply Centers
• GSA Supply Catalog
  • When to Order from the Supply Catalog
  • Obtaining a Waiver from GSA
• GSA Advantage
• FEDSTRIP Ordering Procedures
  • Basic Steps in the FEDSTRIP Process
  • Preparation of FEDSTRIP Requisition (AD-633)
• GSA Response
  • Status of the Requisition
  • Status of Shipment
  • Out-of-Stock Items
  • Substitutions
• Follow-Up Procedures
  • Requisition Status
  • Discrepancies or Deficiencies
  • National Customer Service Center
  • Canceling a FEDSTRIP Requisition
  • Fiscal Year of Expenditure
• Multi-Use File for Interagency News (MUFFIN)
  • MUFFIN Features
  • How to Access MUFFIN 8
  • Special Notes on MUFFIN Requisitioning
• Exhibit 5E(i): GSA Supply Catalog Sample Alphabetical Index
• Exhibit 5E(ii): GSA Supply Catalog Sample Item Description
• Exhibit 5E(iii): GSA Supply Catalog Sample NSN Index
• Exhibit 5E(iv): USDA Form AD-633, (Basic Instructions) for Preparing AD-633, Multiuse Standard Requisitioning and Issue System Document
• Exhibit 5E(v): GSA Form 1348M
• Exhibit 5E(vi): Common FEDSTRIP Status Codes

SECTION 5F: National Supply System Sources

• Defense Logistics Agency (DLA)
  • Basic Ordering Procedures
  • Function of the Federal Logistics Information System (FLIS)
  • Non-Catalog Items (Defense Contract Bulletin Items)
  • Packaged Petroleum Products
• Minimum Quantities: DFSC Defense Contract Bulletins
• Department of Veterans Affairs (VA)
  • Function of the VA Supply Catalog
  • Basic Procedures for Ordering From the Catalog
  • Non-FEDSTRIP Items
  • VA Medical Supply Centers and Decentralized Schedules
• Exhibit 5F(i): Addresses and Identifier Codes for DSCs
• Exhibit 5F(ii): FED LOG Distribution Contact Points
• Exhibit 5F(iii): Sample Memorandum for Ground Fuel
• Exhibit 5F(v): VA Area Map
• Exhibit 5F(vi): Sample Page: VA Supply Catalog

SECTION 5G: Government Sources for Printing and Printed Items

• Government Printing Office
  • Requirements for Printing, Binding, and Copying
  • Requirements for Government Publications
  • Requirements for Printed Matter or Printing Services
  • Special Requirements
• National Technical Information Service (NTIS)
• Exhibit 5G(i): GPO Form 3641
• Exhibit 5G(ii): NTIS Order Form

CHAPTER 6 Ordering from Federal Supply Schedules [Adobe/pdf]    [WordPerfect/wpd]

SECTION 6A: The Federal Supply Schedule Program

• Introduction
• Types of Schedules
• Single-Award Schedules
• Multiple-Award Schedules
• New Item Introductory Schedule
• Maintenance and Repair Schedules
• Other Governmentwide Service Contracts
• Sources of Federal Supply Schedule Information
  • GSA Advantage
  • GSA's Electronic Acquisition Resource (GEAR)
  • Federal Supply Schedule Information Center
• Composition of Schedules
• Exhibit 6A(i): Sample Multiple Award Schedule
• Exhibit 6A(ii): Sample Single Award Schedule (Excerpts)

SECTION 6B: Requirements for Use Mandatory Vs. Nonmandatory Use

• Exceptions to Mandatory Use
  • Urgent Requirements
  • Small Requirements
  • Large Requirements
  • Geographic Location
  • Lower Price for an Identical Item
• Waivers
• Optional Use
• Exhibit 6B(i): Sample Request for a Waiver from Mandatory Use of a Federal Supply Schedule

SECTION 6C: Ordering Procedures Locating Items/Services

• Finding the Item in the Schedule
• Finding Incidental Items
• Contractor Publications
• Ordering Procedures for Single-Award Schedules
  • How to Place a Delivery Order
• Ordering Procedures for Multiple-Award Schedules
  • Schedule Provisions to Check
  • Steps in Determining Which Contractor to Use
  • Determine Minimum Requirements
  • Obtain Information
  • Prepare a Salient Characteristics Matrix
  • Select the Contractor for Award
  • Optional Use Schedules (FAR 8.404 (b))
  • Mandatory Use Schedules (8.404 (c))
  • Preference for Small Business Concerns
  • Application of Buy American Price Differential for Foreign Items
• Delivery Options
  • How to Place a Delivery Order
• Administration of Federal Supply Schedule Contract Orders
• Exhibit 6C(i): Sample Salient Characteristics Matrix Format
• Exhibit 6C(ii): Sample FSS Schedule Matrix

SECTION 6D: Preparing the AD-838 as a Delivery Order Policy

• Procedures
• Form Description
• Transaction Types
  • Transaction Type Code 40
  • Transaction Type Code 41
  • Transaction Type Code 42
  • Transaction Type Code 43
  • Transaction Type Code 45
• Placement and Preparation of the Delivery Order
  • Placement.
  • Preparation
• Exhibit 6D(i): Transaction Type Criteria
• Exhibit 6D(ii): Preparing the AD-838 as a Delivery Order
• Exhibit 6D(iii): Procurement Source Codes
• Exhibit 6D(iv): Delivery/Purchase Order Number
• Exhibit 6D(v): Purchase Order Action Codes
• Exhibit 6D(vi): Budget Object Classification Codes
• Exhibit 6D(vii): Commodity/Payment Code

CHAPTER 7 Simplified Acquisition Policy and Procedures [Adobe/pdf]    [WordPerfect/wpd]

SECTION 7A: Introduction to Open Market Contracting Using Simplified Acquisition Procedures

• Use of Open Market Vs. Established Sources
• Elements Essential to a Contract
• Lawful Purpose
• Offer and Acceptance
• Mutuality of Consideration
• Competent Parties

SECTION 7B: Introduction to Simplified Acquisition Policy and Procedure

• Policy on Using Simplified Acquisition Procedures
  • When to Use Simplified Acquisition Procedures
  • Computation of Aggregate Dollar Amount 7-7
  • Prohibition Against Splitting Orders to Get Under the Simplified
  • Acquisition Threshold
  • Higher Price
  • Delayed Delivery
  • Minimum Order/Minimum Bill
  • Increased Administrative Time and Effort
• Choosing the Appropriate Simplified Acquisition Method
• When Not to Use Simplified Acquisition Procedures
  • Restrictions
  • Purchases Requiring Special Consideration
• Micropurchases
  • Definitions
  • Policy
• Purchase of Commercial Items
  • Policy
  • Definitions

SECTION 7C: Obtaining Maximum Practicable Competition

• Guidelines for Obtaining Adequate Competition
  • What You Know from Recent Purchases of the Same or a Similar Item 1
  • Urgency
  • Dollar Value
  • $2,500 or Less (Micro-Purchases)
  • Over $2,500
• Handling of an Urgent Purchase
• Other Than Full and Open Competition
• Circumstances Permitting Other than Full and Open Competition
  • Only One Responsible Source
  • Unusual and Compelling Urgency
  • Authorized or Required by Statute
• Justification Requirements and Approval Authority
• Content of the Justification
• Availability of the Justification
• The Market Survey
• Competition Under GSA Schedule Contracts
• Summary
• Exhibit 7C(i): Levels of Competition and Means for Obtaining It
• Exhibit 7C(ii): Justification for Other Than Full and Open Competition Checklist

SECTION 7D: Soliciting Sources

• Deciding Whether Oral or Written Solicitation Is Appropriate
• Issuing Standard Form 18, Request for Quotations
• Preparation of SF 18, Request for Quotations (RFQ)
  • Necessary Elements
  • Necessary Provisions and Clauses
  • Special Provisions
• Handling Quotations
  • Recording Oral Quotations
  • Recording Written Quotations
  • Amending a Solicitation
  • Notice Regarding Requirement for Written Acceptance
  • Handling Late Quotations
• Locating Potential Sources
  • Format
  • Contents
  • Use
• Public Notice of Proposed Acquisitions Expected to Exceed $10,000
• Exhibit 7D(i): Sample Standard Form 18, Request for Quotations
• Exhibit 7D(ii): Amendment of Request for Quotations

SECTION 7E: Evaluating Quotations

• How to Evaluate Quotations
• Evaluation of Price
  • The Purchasing Agent's Task
  • Methods of Price Analysis
  • Competitive Quotations
  • Prices Paid in the Past
  • Catalog or List Prices
  • Market Prices
  • Prices for Similar Items
  • Activity Cost Estimates
  • Value Analysis
  • Visual Analysis
  • Summary
  • Analysis of Purchases on an All-Or-None Basis
  • Consideration of Prompt Payment Discounts
  • Transportation Charges
  • Buy-American Differential
  • Standards Implemented in FAR Subpart 25.2
  • Steps for Implementation
• Determination of Vendor's Responsibility
  • Determination in the Case of a Small Business
  • Special Standards
• Exhibit 7E(i): Checklist for Evaluating Simplified Acquisition Quotations
• Exhibit 7E(ii): Sample Schase Acquisition Abstract Format
• Exhibit 7E(iii): GSA Simplified Acquisition Tabulation
• Exhibit 7E(iv): Small Business Administration Regional Offices

SECTION 7F: Negotiating the Purchase, Handling Other Communications with Vendors, and Documenting the Transaction

• Negotiating with Suppliers
• Guidelines for Effective Negotiation
  • Points to Remember
• Disclosing Purchasing Information
• Documenting the Transaction
  • Extent and Method
  • Use of Pricing Memoranda
  • Maintenance of Activity Records
• Debriefing Unsuccessful Quoters
• Exhibit 7F(i): Documentation Checklist
• Exhibit 7F(ii): Simplified Acquisition Records and Record-Keeping Process
• Exhibit 7F(iii): Determination of Reasonableness of Price

SECTION 7G: Small Business Programs

• Small Business Set-Asides
  • Circumstances
  • What is "Small"?
  • Selecting the Size Standard
  • Notice of Set-Aside
  • Small Business Representation
  • Encouraging Response
  • Cancelling a Set-Aside
• 8(A) Program Acquisitions
  • Implementation of the Program
  • Contracting Procedures
• Small Business Competitiveness Demonstration Program
  • Purpose
  • Designated Industry Groups
  • Targeted Industry Categories (TICS)
  • Acquisition of Items in the Designated Industry Groups
  • Emerging Small Business Set-Asides
  • USDA Implementation for Targeted Industry Categories
• Historically Underutilized Business Zone (HUBZone) Program
  • Purpose
  • HUBZone Set-Aside Procedures
  • HUBZone Sole Source Awards
  • Reporting Awards

SECTION 7H: Protests Against Awards

• Introduction
• Protests to the Agency
  • Pre-Award Protests
  • Post-Award Protests
• Guidelines for ARS Purchasing Agents

SECTION 7I: Contract Reporting

• Introduction
• Data Collected
• The Individual Contract Action Report
  • What to Report
  • When to Report
  • Where to Report
  • Who Reports
  • How to Prepare the Report
• The Summary Contract Action Report
  • What to Report
  • What Not to Report 7-74
  • When to Report 7-74
  • Where to Report 7-74
  • Preparing the AD-838 Purchase Order 7-75
• Exhibit 7I(i): Standard Form 279 7-76
• Exhibit 7I(ii): Standard Form 281 7-78

CHAPTER 8 Simplified Acquisition Methods [Adobe/pdf]    [WordPerfect/wpd]

SECTION 8A: Simplified Acquisition Methods Authorized for Use by ARS Purchasing Agents

• Authorized Simplified Acquisition Methods

SECTION 8B: Purchase Order AD-838

• The Purchase Order Process
  • Legal Nature of a Purchase Order
  • Solicitation, Offer, and Acceptance
  • Requiring a Written Acceptance Notice
  • Rejecting a Counteroffer
• Special Considerations and Procedures
  • Handling of Unpriced Purchase Orders
  • Handling of Lost and Duplicate Orders
  • Terms and Conditions
• Preparing the AD-838 as a Purchase Order
  • Description
  • Guidelines for Preparation
  • Definition of "Who" Qualifies for a Form 1099-Misc
  • Definition of Entity Identification
  • Guidelines for Distribution
• Exhibit 8B(i): USDA Form AD-838

SECTION 8C: Blanket Purchase Agreement (BPA)

• Guidelines for the Use of BPAs
  • Appropriate Use of BPAs
  • Alternative Methods for Recurring Requirements
  • Multiple BPAs
• Legal Nature of BPAS
  • Ceilings
  • Policy and Procedure to Be Followed
• Establishment of a BPA
  • Format and Content
  • Reviews
• Placement of Orders
  • Numbering
  • Information to be Provided
  • Record-Keeping
  • Control
• Acceptance and Payment
  • Time of Delivery
  • End of Billing Period
• BPAS with Federal Supply Schedule Contractors
• Exhibit 8C(i): Sample Form AD-838, Purchase Order, Type 45 Transactions Illustrating Required Entries
• Exhibit 8C(i): Sample Form AD-838, Purchase Order, Type 45 Transactions Illustrating Optional and Required Entries
  • Sample Form AD-838, Purchase Order, Illustrating Omission of Line Items With Accounting Included
• Exhibit 8C(i): Completion Instructions - Form AD-838
• Exhibit 8C(ii): BPA Preparation Guide
• Exhibit 8C(iii): Sample Form AD-838, BPA - Invoice - Receipt Certification
• Exhibit 8C(iv): AD-757, Miscellaneous Payments System

SECTION 8D: Imprest Fund

• Requirements for Use
  • Dollar Limits
  • Conditions for Use
  • Allowable, Restricted, and Prohibited Payments
  • Policy and Procedure That Must Be Followed
• Ways of Effecting Imprest Fund Purchases
  • C.O.D. Basis
  • Advance of Funds
• Establishment and Operation of the Fund
  • Appointment of Imprest Fund Cashier
  • Amount of Fund
  • Appropriateness of Use
  • Safeguards
  • Reimbursement of the Fund
  • Recordkeeping
  • Inspection and Verification
• Exhibit 8D(i): Allowable, Restricted, and Prohibited Payments
• Exhibit 8D(ii): AD-700 for "Bulk Funded" Imprest Fund Purchases
• Exhibit 8D(iii): AD-700 for Individual Imprest Fund Purchase
• Exhibit 8D(iv): Delegations of Authority to Approve Imprest Fund Payments
• Exhibit 8D(v): Standard Form 1165 Receipt for Cash - Subvoucher
• Exhibit 8D(vi): Standard Form 1129 Reimbursement Voucher

SECTION 8E: Governmentwide Commercial Purchase Card and Convenience Check

• Persons Authorized to Use the Purchase Card/Convenience Check
  • Conditions
  • Training
• Purchase Card Management
  • Agency Program Coordinator (APC)
  • Area Agency Program Coordinator (AAPC)
  • Local Agency Program Coordinator (LAPC)
  • Billing Office Contact (BOC)
  • Managers
  • Finance Contacts
  • Information Technology Support
• Limits on Use of the Purchase Card/Convenience Check
• Limits on Individual Delegations of Authority
  • Single Purchase Limit
  • Purchase Limit
  • Merchant Category Code Limitations
• Documentation, Reconciliation, Payment, and Retention Procedures
  • Transaction Flow
  • Documenting Proof of Purchase
  • Over-the-Counter Purchases
  • Telephonic Purchases
  • Electronic Purchases
  • Reconciliation and Payment
  • Retention
  • Disputed Transactions
  • Defective Items
  • Convenience Checks
  • Safeguarding the Card
  • Unauthorized Purchases or Careless Use of the Purchase Card
• Exhibit 8E(i): Purchase Card Log
• Exhibit 8E(ii): Cardholder Checklist
  

CHAPTER 9 Obtaining Services through Simplified Acquisition Procedures [Adobe/pdf]    [WordPerfect/wpd]

SECTION 9A: Introduction

• Common Service Contract Areas

SECTION 9B: Complying with the Prohibition Against Purchasing Personal Services and with Other Service Contracting Policies

• Prohibition Against Personal Service Contracts
• Personal Service Contracts Within USDA
• Criteria for Recognizing Personal Services Situations
  • The Issue of Supervision
  • ARS Policy
  • Support Services
  • Examples of Personal versus Nonpersonal Services
• Guidelines
• Other Policies to be Observed
  • Requirement for Competition
  • Organizational Conflict of Interest in Service Contracting
  • Prohibition Against Contracts with Detective Agencies
  • Prohibition Against Contracts with Government Employees
  • Use of Private Sector Temporaries
• Exhibit 9B(i): Criteria for Recognizing Personal Services
• Exhibit 9B(ii): Personal versus Nonpersonal Service Contracts

SECTION 9C: Complying with Requirements of the Service Contract Act

• Coverage of the Act
  • Definition of Service Employee
  • Types of Service Contracts Covered and Exempted
• Provisions of the Act
• Steps Required of Purchasing Agents
  • Department of Labor Regulations
  • Online Access to SCA Wage Determinations
• Clauses for RFQS and Purchase Orders
  • Clauses for Contracts Over $2,500
  • Statement of Equivalent Federal Wage Rates
  • Other Related Provisions and Clauses
  • Contract Modification to Incorporate a Wage Determination
  • Provision of Department of Labor WH Publication 1313
  • Inquiries Concerning the Service Contract Act
  • Overview
• Exhibit 9C(i): Definitions of "Bona Fide Executive, Administrative, and Professional Personnel"
• Exhibit 9C(ii): Service Contract Areas Covered and Not Covered by the Service Contract Act
• Exhibit 9C(iii): Standard Form 98
• Exhibit 9C(iv): Standard Form 98a
• Exhibit 9C(v): Notice to Employees Working on Government Contracts
• Exhibit 9C(vi): Service Contracts Checklist

SECTION 9D: Acquiring Advisory and Assistance Services

• Definition of Advisory and Assistance Services
• FAR Policy
  • Types of Advisory and Assistance Services
  • Implementation
• Summary
• Exhibit 9D(i): Examples of Services Included in or Excluded from the Definition of Advisory and Assistance Services
• Exhibit 9D(ii): Information to be Provided by the Fundholder

SECTION 9E: Acquiring Services of Private Sector Temporaries (PST)

• Introduction
• Conditions for Use of Private Sector Temporaries (PST)
  • Short-Term Situations
  • Need Cannot be Satisfied by Government Employees
• Limitations/Exclusions
  • General Limitations
  • Individual Employment Limitations
  • Work Day Limitations
• Procedures
  • Requesting Office
  • Purchasing Agent
• Exhibit 9E(i): Definitions

CHAPTER 10 Obtaining Construction, Alteration, and Repair Work [Adobe/pdf]    [WordPerfect/wpd]

SECTION 10A: Introduction

• Authorization to Use Simplified Acquisition Procedures
• ARS Delegations of Authority

SECTION 10B: Describing the Requirement

• Introduction
• Performance Specifications
• Industrial and Government Specifications
• In-House Engineering Specifications
• As-Built Drawings
• Brand Name or Equal Descriptions
• A-E Design
• Specification Development for Small Construction

SECTION 10C: Deciding on the Best Method of Acquisition

• Use of Simplified Acquisition Procedures
  • Requirements
• Simplified Acquisition Methods Available
  • Imprest Fund
  • AD-838, Purchase Order
  • SF-1442, Solicitation, Offer and Award
• Methods Available for Recurring Requirements
  • Blanket Purchase Agreement (BPA)
  • Indefinite Quantity Contracts

SECTION 10D: Requirements for Solicitation

• Oral Solicitation
• Written Solicitation
  • Preparation of SF-1442, Solicitation, Offer and Award
  • Standard Form 18, Request for Quotations
• Davis-Bacon Requirements
  • Types of Wage Determinations
  • General Wage Determinations
  • Project Wage Determinations
  • General Requirements
  • Procedures for Requesting Wage Determinations
  • Solicitations Issued Without Wage Determinations
• Performance and Payment Bonds
  • Payment Bond or Alternative Protection Amounts
• Statement of Magnitude
• Determining Responsibility and Responsiveness
  • Responsibility
  • Responsiveness
  • Evaluation of Responses
  • Selection for Award Based Upon Price
• Issuance of Purchase Orders/SF-1442 Award
  • Purchase Order
  • SF-1442 Award
• Exhibit 10D(i): SF-1442, Solicitation, Offer and Award
• Exhibit 10D(ii): WH-347 Payroll Form
• Exhibit 10D(iii): Posters
• Exhibit 10D(iv): Sample RFQ for Construction Service
• Exhibit 10D(v): Standard Form 308
• Exhibit 10D(vi): Sample Wage Determination
• Exhibit 10D(vii): Sample AD-838 For Construction

SECTION 10E: Acquisition Under the 8(A) Program

• Suitability of Requirement for 8(a) Award
• Simplified Procedures for 8(a) Acquisitions Under MOU between SBA and USDA
• Offering Letter
• Preparing the Contract
  

PART II Specialized Acquisitions and Contract Administration

CHAPTER 11 Indefinite-Delivery Contracts [Adobe/pdf]    [WordPerfect/wpd]

• Introduction
• Types of Indefinite-Delivery Contracts
  • Definite-Quantity Contracts
  • Requirements Contracts
  • Government Estimate
  • Maximum Order Limitation
  • Indefinite-Quantity Contracts
  • Examples
• Policy for the Use of Indefinite-Delivery Contracts
  • Authority to Establish Indefinite-Delivery Contracts
  • Competition in the Use of Indefinite Delivery Contracts
• Ordering Under an Indefinite-Delivery Contract
  • Indefinite-Delivery Contract Provisions
  • Overview of the Indefinite-Delivery Contract Process
  • Delivery Order Content
• Indefinite-Delivery Contracts Arranged for All Departments and
  • Agencies: Examples
• Property Rehabilitation Services and Sources
  • Request for Waivers
  • Contract Administration
• USDA Indefinite-Delivery Contracts
• ARS Indefinite-Delivery Contracts
• Other Government Agencies
• Exhibit 11(i): Indefinite-Delivery Contract Checklist
  

CHAPTER 12 - Reserved

CHAPTER 13 Administration of Purchase and Delivery Orders for Supplies and Services [Adobe/pdf]    [WordPerfect/wpd]

SECTION 13A: Administration in Accordance with Standard Terms and Conditions

• Introduction
• Clauses Incorporated by Reference on the AD-838 Purchase Order
• Other Standard Clauses Which May Be Used
• Inspection and Acceptance Clauses

SECTION 13B: Modification, Cancellation, and Termination

• Modification
  • Modification That May Be Necessary
  • How to Modify a Written Order
  • Need for Contractor Acceptance
  • Distribution
• Cancellation
  
  • Situations in Which Cancellation May be Necessary, and Steps to be Taken
  • Vendor Refusal of an Order
  • Who Can Cancel a Purchase Order
  • How to Cancel a Purchase Order
  • Distribution
• Termination for Convenience
• Termination for Default
  • Cure Notice
  • Show Cause Notice

SECTION 13C: Follow-Up Procedures for Ensuring Timeliness and Adequacy of Delivery or Performance

• Follow-Up Procedures
  • Appropriate Level of Follow-Up
  • Steps to Take
  • Standard Follow-Up Letters
  • Lost Orders
  • Orders Placed F.O.B. Shipping Point
• Receiving, Inspection, and Acceptance or Rejection
  • Receiving and Inspection
  • Routine Receipt and Inspection for Supplies
  • Detailed Technical Inspection
  • "Inspection" for Services
  • Acceptance or Rejection 3 Deviation or Substitution
  • Rejection for Nonconformance
• ARS Guidelines on Receiving and Inspecting Shipments
  • Discrepancies in and/or Damaged Shipments from GSA
  • Discrepancies in Shipments from Supply Sources Other Than GSA
  • Damaged Shipments from Supply Sources Other Than GSA
  • Shipments Not Meeting the Specifications from Supply Sources Other Than GSA
• Disputes
• End User Feedback System
• Suggested Procedures for End User Feedback System
• Exhibit 13C(i): Sample Text for Body of a Follow-Up Letter

SECTION 13D: Payment and Closeout

• Processing of Payments
  • Basic Procedure
  • Problem-Solving Measures
• Closeout
• Exhibit 13D(i): Sample Notice for Inclusion in Purchase Orders

SECTION 13E: Special Procedures for the Administration of Delivery Orders Placed with Federal Supply Schedule Contractors

• Fundamental Rights and Responsibilities
  • Inspection Prior to Acceptance
  • Delinquent Performance
  • Termination for Default
• Follow-Up Action
  

CHAPTER 14 Administration of Contracts for Construction, Alteration, and Repair Work [Adobe/pdf]    [WordPerfect/wpd]

SECTION 14A: Post Award Activities

• Introduction
• Pre-Construction Conference
• Notice to Proceed
• Role of the Purchasing Agent's Representative (COR)
  • Limitations on the COR's Authority
  • Duties of the COR
• Reviewing the Contract Requirements
• Preparing a Contract Administration Checklist
  • Required Work
  • Deadlines or Time Frames
  • Administration Duties and Persons Responsible
  • Inspection of Quality Assurance Requirements
  • Obligations of the Government
  • Payment Provisions
• Preparing a Contract Administration File
• Exhibit 14A(i): Sample COR Letter of Appointment and Assignment of Duties
• Exhibit 14A(ii): Sample Contract Administration File Plan

SECTION 14B: Day-to-Day Contract Administration

• Introduction
• Specification Interpretation
  • Performance Versus Design Specifications
  • Problems in Interpretation
• Change Orders
  • Scope of Work
  • The Implications of Changes
  • Change Order Versus Supplemental Agreement
  • Change Order Versus New Contract
• Inspection
• Site Availability
• Compliance with Federal, State, and Local Code Requirements
• Acceptance
• Warranties and Defects
• Equitable Adjustments
• Proposal Submission

SECTION 14C: Problem Solving and Extraordinary Actions

• Introduction
• Constructive Changes
  • Quantity of Work
  • Defective Specifications
  • Excessive Changes
• Negotiating Equitable Adjustments
  • Need to Evaluate Cost/Benefit
  • Unchanged Work
  • Estimating the Cost of a Change
  • Adjustments Based on Costs
  • Single Orders Making Two Changes
  • Reasonableness and Equity
  • Correction of Deficiencies
  • Adjusting Pricing after Work Completion
  • Documentation
  • Summary
• Suspension of Work
• Acceleration
• Differing Site Conditions
• Excusable Delays and Time Extensions
  • Excusable Delays
  • Time Extensions
• Strikes and Labor Relations
• Insurance Claims
• Claims, Disputes, and Appeals
  • The Role of the Purchasing Agent in Settling Claims
  • Disputes
  • Appeals Processed by the Board
• Performance Remedies
  • Remedies Short of Termination
  • Damages
  • Withholding of Contract Payments
• Termination for Default
  • Exercise of Discretion
  • Terminating Construction Contracts for Default
  • Using Cure and Show Cause Notices
  • Notice of Termination
  • Reprocurement
  • Conversion to Termination for Convenience
• Termination for Convenience
  • Notice of Termination
  • Contractor Responsibility
  • The Purchasing Agent's Responsibilities
  • Settlement of Fixed-Price Contracts
  • Termination Profit
  • Termination Loss
  • Termination Negotiation Memorandum
• Exhibit 14C(i): Sample "Cure Notice" Format
• Exhibit 14C(ii): Sample "Show Cause Notice" Format

SECTION 14D: Administration of Labor Standards Provisions

• Davis-Bacon Act
  • Provisions of the Act
• Verification of Contractor Compliance
  • Persons Covered by the Davis-Bacon Act
  • Employees
  • Apprentices and Trainees
• Contractor's Responsibility
• Purchasing Agent's Responsibility
  • Preconstruction Conference
  • On-Site Compliance Checks
  • On-Site Interviews
  • Investigations
  • Additional Classifications
  • Subcontracts
• Payrolls and Statements of Compliance
  • Submission of Payrolls and Statements of Compliance
  • Examination of Payrolls and Statements of Compliance
  • Correction of Payrolls
  • Retention of Payrolls and Statements of Compliance
• Suspensions and Deductions of Contract Payments
  • Processing Funds for Payment to Employees
  • Notification of Claims Division, General Accounting Office
  • Reports
  • Contract Terminations
• The Copeland Act
  • Authorized Payroll Deductions
  • Copeland Act Compliance
• Equal Employment Opportunity
• Exhibit 14D(i): Payroll and Statement of Compliance (WH-347)

APPENDICES

1. Field Acquisition Reference Materials and How to Obtain Them [Adobe/pdf]    [WordPerfect/wpd]
2. A Guide to Requirements Documents (Specifications, Purchase Descriptions, and Statement of Work) [Adobe/pdf]    [WordPerfect/wpd]
3. Distinctive Items Requiring Special Handling and Special Policy and Procedure [Adobe/pdf]    [WordPerfect/wpd]