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(d) When deliveries are made, the receiving activity will retain one copy of the related delivery ticket and return the remaining copies to the supplier, one copy of which is to be signed. Each delivery ticket must contain the following information: Blanket purchase arrangement identification; requisition number, if any; the name of person placing the call; an itemized listing of the materials furnished; and the quantity, price, and extension of each item.
(e) Since payments are made on the basis of vendors' invoices, accompanied by signed delivery tickets, receiving reports ordinarily need not be prepared. Arrangements should be made, whenever possible, to utilize the retained copy of the delivery ticket, in lieu of preparing a receiving report, for inventory accounting purposes. § 5–3.606–50 Oral purchases.
(a) When advantageous to the Government, personal property or nonpersonal services may be procured orally from local suppliers at site of work or use point, or by a supply distribution facility when authorized, using vendors' invoices in lieu of purchase orders pursuant to
the provisions of this $ 5–3.606–50.
(b) Oral purchases shall be effected only by persons duly authorized or designated and in accordance with applicable laws and regulations subject to the following:
(1) The amount of any one purchase is $250 or less;
(2) A purchase order is not required by either the supplier or the Government; and
(3) Appropriate invoices are obtainable from the supplier.
(c) Each ordering office using this purchasing technique shall require the supplier to submit invoices immediately, properly prepared and itemizing the property or services furnished, to such office.
(d) Invoices shall be endorsed by an authorized Government representative as to the proper receipt of the property or services covered thereon.
(e) Such informal records as may be necessary (including identification of the person placing the order) to assure that the personal property or nonpersonal services ordered are actually received shall be maintained by the ordering office. (See also $ 1-3.603.)
(f) In order to facilitate payment of invoices, ordering offices should advise the paying office when arrangements as authorized by this $ 5–3.606–50 are used. $ 5–3.607 Interagency use of local term
contracts. The provisions of this $ 5–3.607 are designed to cover the procurement by GSA Services and staff offices of requirements for their own use. They are applicable to service contracting programs designed to provide supply service to agencies generally only to the extent they are not inconsistent with specific program instructions otherwise promulgated.
(a) When a local term contract entered into by another agency is known to exist, it shall be used as a local source of supply to the extent practicable, administrative expense and price advantage considered.
(b) When another agency has entered into a local term contract covering the requirements of GSA in the same community, it shall be used as a local source of supply.
(c) GSA shall participate with other agencies in the same community in developing local term contracts for use by GSA and the other agencies.
(d) When called upon by agency field offices, or when it is determined that so doing will facilitate interagency use of local term contracts, regional offices shall furnish other agencies information as to the types of local contracts in effect and susceptible of use by more than the contracting agency.
(e) Regional offices shall promote the interagency use of local term contracts by encouraging (through normal day-today contacts, other liaison contacts, and through contracting and procurement officers organizations):
(1) The making of contracts susceptible of use by more than the contracting office;
(2) The consolidation of requirements of several offices in the same community for inclusion in a single contract;
(3) The collaboration between agencies in the same community to determine the agency office which should assume the responsibility for contracting for the requirements of the group; and
(4) The use by an agency of a local term contract entered into by another agency, to the extent practicable, when
approved by the contracting office and (c) It is impractical to obtain pricing when the contract permits.
in advance of issuance of the purchase § 5-3.650 Local term contracts.
order; and The provisions of this $ 5–3.650 are de
(d) The procurement is for: signed to cover the procurement by GSA
(1) Repairs to equipment requiring services and staff offices of requirements
disassembly to determine the nature and for their own use. They are applicable
extent of such repairs;
(2) Sole sourc material not curto service contracting programs designed to provide supply service to agencies gen
rently in production and on which the erally only to the extent they are not
cost cannot be readily established; or inconsistent with specific program in
(3) Supplies or services not in exstructions otherwise promulgated.
cess of $250 where prices are known to (a) Local term contracts should be
be competitive but exact prices are not
known. established whenever practical in order to eliminate the need for obtaining and considering individual price quotations $ 5–3.651-2 Procurement and payment. for each small requirement purchased
(a) An authorized purchase order repetitively from the same source. (b) The establishment of local term
form shall be used to issue unpriced pur
chase orders. contracts usually will be found advan
(b) A realistic monetary limitation tageous under the following circum
shall be placed on the unpriced purchase stances:
order which shall be an obligation sub(1) When day-to-day requirements
ject to adjustment when the firm price are continuing and recurring;
is established. (2) When total requirements can
(c) The supplier shall be notified that only be estimated and it is expedient and
where the estimated monetary limitation economical to have a source of supply
is sufficient to cover the procurement, the and price determined in advance of the
supplier is expected to make delivery or individual instances of actual need; and (3) When this method best meets
perform and be reimbursed therefor.
(d) The supplier shall be notified that the needs for providing using offices with
where the total price will exceed the esa ready means of supply which eliminates
timated monetary limitation, or if mathe delay and administrative expense in
terial or services cannot be furnished in volved incident to making separate con
exact accordance with the description set tracts.
forth, the contracting officer shall be (c) Examples of items which can often
notified and performance shall be withbe advantageously covered by local term
held pending advice from the ordering contracts are repair parts for specific
officer. equipment or items of plumbing, hard
(e) The supplier shall be advised to ware, or electrical supplies recurrently
submit his invoice to the ordering officer needed but not available from GSA sup
for approval as to the fairness and reaply distribution facilities. A logical price basis for such a contract would be the
sonableness of the price.
(f) The ordering officer shall, after contractor's price lists with established discounts. Provisions shall be made in
approval, endorse the invoice as to the
proper receipt of the property or services the term contracts for consolidated bill
covered thereon. ing whenever practicable.
(g) The following clause shall be in8 5–3.651 Unpriced purchase order. cluded in each unpriced purchase order: An unpriced purchase order is a pur
NOTICE TO SUPPLIER chase order for supplies or services for
This is a firm order if the price is which the price is not established at the or less. Make delivery or perform as soon time of issuance of the order.
as possible and submit invoice to the order
ing officer of the purchase office named $ 5–3.651-1 Conditions for use.
herein. An unpriced purchase order may be If total price of this order will exceed the used only when all of the following con
above amount or if you cannot furnish ma
terial or services in exact accordance with ditions are present:
the description set forth herein, notify the (a) The transaction will not exceed
undersigned ordering officer immediately, $2,500;
giving your quotation or proposed substi(b) Only one delivery and one pay- tution changes, and withhold
perment will be made;
formance pending reply.
gional Financial Management, on the basis of the determinations required in $ 5–3.652–1, will process the necessary documents to accomplish the designation of cashiers.
§ 5-3.652–3 Safeguarding of cash.
Cashiers shall be provided with appropriate physical facilities and safeguards for the protection of cash advanced in accordance with individual circumstances. This applies to the particular office of the cashier and relates to the safekeeping of the fund when the cashier is absent from his desk and for overnight storage facilities. If safes are not available, bar-locked and insulated filing cabinets should be used. Imprest funds may not be deposited in any bank.
$ 5–3.651-3 Record of status.
Suitable records and controls of outstanding unpriced purchase orders shall be maintained to insure regular followup with suppliers until the order is priced. $ 5–3.652 Establishment and control of
This $ 5–3.652 provides for the establishment and control of imprest funds, as prescribed by $ 1-3.604. § 5-3.652-1 Establishment of funds.
Imprest funds should be established at those locations where authority to make small purchases has been delegated. A periodic review shall be made of cash balances of individual cashiers and if, on the basis of experience or because of changed conditions, an excessive amount of cash is being maintained or the need no longer exists for the fund, the fund shall be reduced to a level commensurate with operating needs.
(a) Regional offices. The Head of the Service or Staff Office in the regional offices shall designate, in writing, with the approval of the Regional Administrator, if desired, the locations at which imprest funds are required. When designating, in writing, the locations at which imprest funds are required, the following should be specified:
(1) Name, title, and stations of the employee recommended;
(2) Class of cashier desired;
(3) Additional types of payments desired not covered under paragraph 6-b of Treasury Department Circular 1030 and § 1-3.604-4;
(4) Maximum authorized imprest fund requested; and
(5) Amount of funds to be advanced and denominations of checks desired.
(b) Central Office. The Director of Financial Management, in collaboration with the Heads of Services and Staff Offices, will determine the locations at which imprest funds should be established for Central Office operations. The Director of Financial Management shall be furnished the information required in (a), above.
§ 5–3.652–4 Responsibility in doubtful
transactions. The cashier is authorized, when doubt exists as to the propriety of any transaction, to require written acceptance of responsibility for such transaction from the authorizing official to provide the cashier with recourse to that official if the transaction is later disallowed. The cashier may also request an advance written opinion from the certifying officer, or disbursing officer when applicable, with respect to doubtful transactions.
§ 5-3.652–5 Reimbursement to imprest
funds. Each cashier shall obtain reimbursement to his fund in accordance with procedures established by the appropriate Office of Financial Management. & 5–3.652–6 Use of U.S. Postal Money
Orders. In general, the use of imprest funds is restricted to
over-the-counter cash transactions. However, when a properly authorized expenditure has been made on an out-of-pocket basis by a postmaster or other postal employee, reimbursement may be made by U.S. Postal Money Order by a cashier who has been authorized to use this method of reimbursement. For instance, this method may be used to reimburse a postmaster in another city for an expenditure properly payable from imprest funds. The money order cost will be charged to the same funds as the prime expenditure.
$ 5–3.652-2 Designation of cashiers.
The Director of Financial Management, or the appropriate Director of Re
Subpart 5-3.8—Price Negotiation
Policies and Techniques SOURCE: The provisions of this Subpart 5–3.8 appear at 27 F.R. 8117, Aug. 15, 1962.
§ 5–3.802 Preparation for negotiation.
(a) Except as provided in (d), below, in cases of public exigency, and in procurements pursuant to $ 5–3.450, all solicitations and offers in connection with proposed purchases in excess of $2,500 shall be in writing. Forms authorized by $ 5-3.852 may be used when soliciting requests for proposals for negotiated contracts.
(b) When using Standard Form 33, Invitation, Bid, and Award (Supply Contract), the following modifications shall be made:
(1) Delete the phrase "and at that time publicly opened" from the face of the form in the “Invitation for Bids" column.
(2) Include the following clause (For instructions regarding paragraph (a) of the clause, see § 1-3.805(b). In connection with paragraph (b) of the clause, if a different time will be required for evaluation of proposals and negotiations, change the number of days accordingly) :
ACCEPTANCE OF PROPOSALS (a) If it is determined by the Government that the most favorable proposal received in response to this request for proposals is fair and reasonably priced, award may be made to the concern submitting such proposal without further negotiation. Accordingly, proposals should be submitted on the most favorable terms from a price and technical standpoint which the offeror can initially submit to the Government.
(b) Offerors shall indicate in the Space provided on Standard Form 33 the period of time their proposals will be subject to acceptance. If no time is stated it will be assumed that 60 days is intended.
(3) Include the following clause:
Paragraph 4 of the reverse of Standard Form 33, Invitation, Bid, and Award (Supply Contract), is inapplicable and the following substituted therefor. The Government reserves the right to consider offers or modifications thereof received after the date indicated for such purpose, but before award is made, should such action be in the interest of the Government.
(c) When requests for proposals provide for submission of bid or performance bonds, or like guarantees, see $ 5–2.402(h).
(d) In unusual cases, where time does not permit the use of written solicitations, telegraphic or telephonic requests for proposals may be used, provided all other requirements of Parts 1-3 and 5-3 are fulfilled. · Telegraphic and telephonic requests must make specific refer. ence to all terms and conditions which will apply. Information as to the reasons for the use of telegraphic or telephonic requests shall be retained in the file.
(e) All requests for proposals should provide a fixed time for receipt of offers, prior to which no award shall be made. However, this requirement is not intended to preclude further negotiations or considerations of offers or modifications of offers received after such fixed time but before any award is made. The necessary precautions shall be taken to assure that the procedure followed does not operate to the prejudice of any offeror, as would be the case, for example, where the offer of one person is disclosed to another, thus providing the latter an unfair competitive advantage.
(f) Each offer received in response to a solicitation shall be stamped or otherwise annotated to show the date and hour of receipt. In addition, a separate list of offerors shall be maintained for each solicitation, showing the date of receipt of each offer. The same forms used for recording bids under formal advertising may be used for this purpose.
(g) Offers, or modifications thereof, received after the time fixed for receipt, may be considered provided no award has been made and the contracting of ficer determines that such action would be in the interest of the Government. Normally, only late offers lower in price or offering other more favorable factors than responsive offers from responsible bidders, received on time, should be considered. The contracting officer shall also carefully investigate the circumstances under which the offer was submitted to assure that the firm submitting the late offer has not received an unfair competitive advantage. (See (e), above.)
(h) In any case where the contracting officer determines that an award is to be made based on a late offer or that a late offer that is otherwise low as to price is not for consideration due to the time of its receipt, the determination shall be included in the file.
§ 5–3.852 Forms to be used.
(a) When preparing written requests for proposals for contracts, procuring activities may use:
(1) Standard Form 32, General Provisions (Supply Contract);
(2) Standard Form 33, Invitation, Bid, and Award (Supply Contract); which incorporates therein by reference Standard Form 32, General Provisions (Supply Contract);
(3) When needed, Standard Form 36, Continuation Sheet (Supply Contract), used with Standard Form 33; and
(4) GSA Form 1424, Supplemental Provisions (Supply Contract), when appropriate.
§ 5–3.809 Audit as a pricing aid.
The Audit Division, OFA, and the Area Audit Officers perform audits as a pricing aid upon request of a contracting officer. Such requests shall be in writing, directed to the appropriate audit office, and shall describe the problem and specify the purpose to be served by the audit. § 5-3.850 Negotiation when authority
has not been delegated to Regional
Administrators. In the event that circumstances arise under which it is deemed necessary to make purchases by negotiation pursuant to Subpart 1-3.2, but authority has not been delegated to Regional Administrators, a full description of the circumstances and justification for such proposed negotiation shall be forwarded to the Head of the procuring Service or Staff Office for decision, prior to taking any action. When required, determinations and findings shall be prepared in accordance with $ 5-3.302. $ 5–3.851 Citation of authority to ne
gotiate. Contracts or purchases made by negotiation shall cite the authority under which each purchase or contract is negotiated. If the authority is the Federal Property and Administrative Services Act, the citation shall be as follows: “41 U.S.C. 252(c)(*)” (*insert applicable paragraph number under which action is taken).
(b) Copies of Standard Form 32 ordinarily shall not be distributed with requests for proposals when Standard Form 33 is used. However, in special situations where some or all of the firms to be solicited may not have received a copy, arrangements should be made to include single copies of Standard Form 32 with request for proposal sets.
(c) GSA Form 1424 may be incorporated by reference in requests for proposals by using the following provision in the invitation:
GSA Form 1424, Supplemental Provisions (Supply Contract) Nov. 1957 Edition, receipt of which is acknowledged by the offeror, is hereby incorporated by reference. A copy of GSA Form 1424 is available upon request.