with Departmental security instructions and procedures.

[30 F.R. 5767, Apr. 29, 1965]

§ 1.1002-2 Limited availability of certain specifications, plans, and drawings.

Where the purchasing acitivity is not in possession of complete sets of specifications, plans, and drawings (as in some procurements of airframes, shipbuilding, or major weapons systems), or the drawings and specifications are classified, or are so voluminous that display and distribution in accordance with §§ 1.1002 through 1.1002-6 is impracticable, the solicitation shall contain notice of this fact and of the locations at which the specifications, plans, or drawings may be examined (see § 1.1203). [28 F.R. 12547, Nov. 23, 1963] § 1.1002-4

Displaying in public place.

A copy of each solicitation for an unclassified procurement in excess of $2,500 shall be displayed at the contracting office, and, if appropriate, at some additional public place from the date issued until seven days after bids or proposals have been opened.

[31 F.R. 1040, Jan. 27, 1966]

§ 1.1002-5 Information releases to newspapers and trade journals.

A brief announcement of the proposed purchase may be made available to newspapers, trade journals, and magazines for publication without cost to the Government.

[28 F.R. 12547, Nov. 23, 1963]

§ 1.1002-6 Paid advertisements in newspapers and trade journals.

(a) Scope. This section implements 5 U.S.C. 22a; 44 U.S.C. 321, 322, and 324; and Title 7, Chapter 5200, General Accounting Office Policy and Procedures Manual for Guidance of Federal Agencies.

(b) Definition. As used in this paragraph 1-1002.6, "newspaper" means a publication printed and distributed at stated intervals to convey news and inIcludes trade journals which carry news in addition to technical matter.

(c) General. Generally, paid advertisements in newspapers shall not be used. However, when time will permit, the publication of essential details of invitations for bids in newspapers as paid advertisements may be authorized, as indicated below, when necessary to

secure effective competition, provided written authority to advertise has been obtained in advance.

(d) Limitation. No advertisement of a proposed procurement shall be published in any newspaper published and printed in the District of Columbia unless the supplies are to be furnished for use, or the labor is to be performed, in the District of Columbia or in the adjoining counties of Maryland or Virginia.

(e) Authority and delegation. Authority to approve the publication of paid advertisements in newspapers is vested by statute in the Secretary of each Department. This authority may be delegated by the Secretary in writing, by position designation, to subordinates within his Department. The delegation shall specify the limitations, if any, of the authority granted. Administrative duties involved in accomplishing the advertising may be assigned by the delegate to subordinates, by name or position, by suitable instruments in writing, personally signed by the delegate, setting forth the extent of the administrative duties involved. A copy of the instrument delegating authority to advertise and a copy of the instrument assigning administrative duties thereunder will either be attached to the first voucher submitted for payment or shall be forwarded immediately upon issuance of the General Accounting Office address to which records of the Department are submitted for audit purposes. Copies of such instruments shall also be attached to the duplicate voucher submitted to the paying office pursuant to paragraph (1) of this section.

(f) Request for authority to place advertisement. (1) Special or general authority to place advertisements in newspapers must be secured in advance by the use of DD Form 1535, Request/Approval for Authority to Advertise (see § 16.504 of this chapter). Special authority permits the publication of a given advertisment of a specified number of times in a designated newspaper or newspapers. General authority permits the publication during a fiscal year, as designated, of such advertisements for bids as may be required by the duties of officers engaged in making frequent purchases or contracts.

(2) Requests for authority to place advertisements shall be submitted through channels to the Secretary or his designee.

(3) Consideration shall be given to an equitable distribution of advertising to suitable publications.

(g) Preparation of advertisement. 1) Except as provided in subparagraph £ (2) of this paragraph, all advertisements shall be set solid, without paragraphing. A sample is shown on Standard Form 1143 (Advertising Order) (see § 16.504 of this chapter).

▲ (2) When advertising to be set other than solid is purchased, the specifications for such advertising must be defiI nite, clear, and specific. No allowance I shall be made for paragraphing, for display leaded or prominent headings, unless specifically ordered, or for additional Espace required by the use of type other than that specified. Specifications for advertising other than solid will accoma pany the advertisement copy submitted to the publisher with the advertising 2 order, and copies of both documents will be transmitted to the General Accounting Office with the voucher.

(h) Insertion—(1) Number of insertions. No greater number of newspapers For insertions shall be used in any case than is necessary to give proper and sufficient public notice. Ordinarily, advertisements will be given six insertions Ein daily or four insertions in weekly `papers. Such insertions shall be placed in sufficient time prior to the date of opening of bids to allow interested bidders to obtain plans and specifications and prepare bids. In case of emergency, advertisements may be inserted one or more times, as time and circumstances permit.

• (2) Limitations on time of publications. No authorization will be given for the publication of an advertisement beyond the morning of the day on which the opening of bids is to occur, and no payments will be made for continuing such publication beyond the period - authorized.

(i) Rates. Advertising may be paid for at rates not to exceed the commercial rates charged to private individuals, with the usual discounts.

(2) Copies of publications (or tear sheets), or affidavits in lieu thereof, submitted as proof of publication shall be retained in the paying officer's files until settlement of his account by the General Accounting Office, after which they may be disposed of.

(k) Forms. (1) Standard Form 1143 (Advertising Order) shall be signed by the person to whom authority to advertise has been delegated, or by the person to whom administrative authority to place the advertising has been assigned (see paragraph (e) of this section). In the latter case, the date and number of such instrument of assignment shall be put in the box on the standard form to the left of the signature. The date and number of the instrument delegating authority to advertise shall be put in the box in the upper right hand corner of the form. See paragraph (g) of this section, with reference to the composition of the advertising copy, in connection with the preparation of this form.

(2) The public voucher will be prepared by publishers to bill their charges against the Department for advertising published in accordance with the advertising order (Standard Form 1143). The Public Voucher for Advertising (original) is printed on the reverse of the original advertising order (Standard Form 1143). The Public Voucher for Advertising (memorandum) printed on the reverse of the memorandum advertising order (Standard Form 1143a). Separate instruments shall not be used for ordering advertising and the payment therefor. The instructions in paragraph (j) of this section apply when this form is used.

is

(1) Payment. Upon receipt of the public voucher, supported by proof of publication, from a publisher, the officer placing the advertisement will assemble and attach appropriate supporting documents (see paragraph (e) of this section), sign the second certificate on the reverse of Standard Form 1143, and submit the account in duplicate to the proper paying office for payment.

[28 F.R. 12547, Nov. 23, 1963, as amended at 30 F.R. 14076, Nov. 9, 1965]

§ 1.1003 Synopses of proposed procure

ments.

[25 F.R. 14102, Dec. 31, 1960]

(a) Except for procurements described in paragraphs (b) and (c) of this section, every proposed advertised or negotiated procurement, including modifications to existing contracts when new funds are obligated for additional supplies and services, made in the United States, its possessions, and Puerto Rico which may result in an award in excess of $10,000 shall be publicized promptly in the Commerce Business Daily "Synopsis of U.S. Government

Proposed Procurement, Sales and Contract Awards". Modifications to an existing contract resulting from price changes, engineering changes, overruns, definitization of letter contracts, and other similar transactions need not be publicized in the Commerce Business Daily.

(b) Classified procurements, where the information necessary to be included in the Synopsis would disclose classified information or where the mere disclosure of the Government's interest in the area of the proposed procurement would violate security requirements, shall not be publicized in the Synopsis. All other classified procurements shall be publicized in the Synopsis, even though access to classified matter might be necessary in order to submit a proposal or to perform the contract (see § 1.1003-9 (e) (3)). The intent of the exception for classified procurement in the synopsis requirements of Public Law 87-305 is not to exempt every classified procurement from publicizing, but to provide a safeguard against violating security requirements.

(c) The following need not be publicized in the Synopsis (Exceptions 1 through 9-Item 13 of the DD Form 350):

(1) See paragraph (b) of this section. (2) Procurement of perishable subsistence.

(3) Procurement of electric power or energy, gas (natural or manufactured), water, or other utility services.

(4) Procurement (whether advertised or negotiated) which is of such urgency that the Government would be seriously injured by the delay involved in permitting the date set for receipt of bids, proposals, or quotations to be more than 15 calendar days from the date of transmittal of the synopsis or the date of issuance of the solicitation, whichever is earlier.

(5) Procurement to be made by an order placed under an existing contract.

(6) Procurement to be made from or through another Government department or agency, or a mandatory source of supply such as an agency for the blind under the blind-made products program.

(7) Procurement of personal or professional services.

(8) Procurement from educational institutions to be negotiated under § 3.205 of this chapter.

(9) Procurement in which only foreign sources are to be solicited.

[29 F.R. 6912, May 27, 1964, as amended at 30 F.R. 6966, May 25, 1965]

§ 1.1003-2 Time of publicizing.

To allow concerns which are not on current bidders lists ample time to prepare bids, proposals or quotations, purchasing offices should, when feasible, synopsize proposed procurements at least ten days before the issuance of solicitations, in accordance with § 1.1003-9 (b) (8).

[28 F.R. 12548, Nov. 23, 1963]

§ 1.1003-3 Preinvitation notices.

Where preinvitation notices (see § 2.205-6 of this chapter) are used, the preinvitation information shall be included in the synopsis. This information need not be republished in the synopsis when the invitation for bids is issued. However, if the preinvitation notice contains a set-aside provision which is later cancelled (e.g., because of a lack of small business response) then, the procurement shall be synopsized the second time at the time the solicitation is issued.

[30 F.R. 6966, May 25, 1965]

§ 1.1003-4 Advance notice for research and development.

In order that potential sources may learn of research and development programs, advance notices of the Government's interest in a specific research and development field shall be published in the Commerce Business Daily in accordance with § 1.1003-9 (d) so as to give such sources adequate opportunity to submit information for evaluation of their research and development capabilities, except where security considerations prohibit such publication. specific procurement of research and development projects shall be publicized in the Commerce Business Daily unless one of the exceptions in § 1.1003-1 is applicable or unless an advance notice of the Government's requirements in the par

Each

1.1003-5

Publication of procurements of less than $10,000.

When recommended by procurement ersonnel or the small business specialst, and approved by the contracting offier, proposed procurements of less than 10,000 may be publicized in the Comnerce Business Daily.

27 F.R. 8870, Sept. 6, 1962]

1.1003-6 Synopses of subcontract opportunities.

(a) By contracting officers. (1) In order to broaden the opportunity in neKotiated procurement for subcontracting y small business concerns and others, contracting officers shall, unless not in he Government's interest or subconracting opportunities do not exist, pubish in the Commerce Business Daily the ames and addresses of firms to whom requests for proposals are to be issued. This procedure will offer opportunity to mall business concerns and others inperested in subcontracting to make direct contract with prospective prime conractors at an early stage in the procurenent. An addition to the regular synopsis prepared in accordance with 1.1003-9 shall be made as set forth in 1.1003-9 (f).

(2) Contracting officers shall, unless not in the Government's interest or subcontracting opportunities do not exist, Dublish in the Commerce Business Daily he names and addresses of firms which have submitted acceptable technical proposals in the first step of two-step formal advertising and will therefore be ssued invitations for bids in the second step (see § 2.503 of this chapter). Such lists should be followed by a statement substantially as follows:

It is suggested that small business firms or others interested in subcontracting opportunities in connection with this procurement make direct contact with the above firms.

(b) By prime contractors and subcontractors. Prime contractors and subcontractors should be encouraged to use the Commerce Business Daily to publi

cize opportunities in the field of subcontracting stemming from their defense business. Prime contractors and their subcontractors will be advised to mail subcontract information directly to the U.S. Department of Commerce, Commerce Business Daily, Post Office Box 5999, Chicago, Ill., 60680, under the heading "Subcontracting Assistance Wanted" and in the form of the following example.

XYZ Co., Attention John Z. Smith, Tele. No. Randolph 6-1111, 102 First Avenue, Chicago, Ill., 60607, seeks Subcontractor on items to be used in connection with Contract No. awarded

[28 F.R. 12459, Nov. 23, 1963, as amended at 30 F.R. 14888, Dec. 2, 1965]

§ 1.1003-7 Availability of specifications, plans, and drawings.

(a) Where distribution of applicable specifications, plans, or drawings with the solicitation is impracticable, the Synopsis shall contain notice of this fact and of the locations at which the specifications, plans, or drawings may be examined or obtained. (See § 1.1203 of this part.)

(b) Where the specifications, plans, and drawings available do not fully provide manufacturing or construction details necessary to describe a requirement the Synopsis shall contain notice of this fact.

(c) Notices of the situations in paragraph (a) and (b) of this section shall be prepared in accordance with § 1.10039(f).

[25 F.R. 14103, Dec. 31, 1960] § 1.1003-8

Responsibility of small busi

ness specialists.

Small business specialists in each purchasing office are responsible for screening all proposed procurements and for recommending action to be taken with respect to publicizing such procurements in accordance with the requirements of this paragraph §§ 1.1003 through 1.1003-9. In those offices where no small business specialist is assigned, the contracting officer or other designated rep

resentative shall accomplish the foregoing.

[28 F.R. 12549, Nov. 28, 1963]

§ 1.1003-9

Preparation and transmittal.

(a) Each purchasing office shall transmit a synopsis of proposed procurements as follows:

(1) When teletypewriter service is available and time or other considerations indicate that mail service should not be used, all synopses shall be forwarded daily as soon as practical via teletypewriter covering invitations for bids, requests for proposals or quotations issued on that day, or at the earliest practical time prior to issuance of the invitation for bids, requests for proposals or quotations, as is deemed appropriate, to the following address.

Synopsis, Commerce Department,
Field Services,
Chicago, Illinois.

(2) When the use of mail service does not interfere with the intent of allowing interested firms ample time to submit bids, proposals or quotations, or when teletypewriter service is not available, synopses shall be dispatched by airmail or ordinary mail, whichever is considered most expeditious, addressed as follows: U.S. Department of Commerce, Commerce Business Daily, Post Office Box 5999, Chicago, Ill., 60680.

(b) Each synopsis shall be prepared as described below:

(1) Lines in the text commencing flush with left margin will not exceed 69 typewritten spaces. Double spaced lines will be used to describe each procurement action. Descriptions of different procurement actions will be distinguished by indenting the first line 5 spaces.

(2) The first line of the text of the message will state the number of the synopsis being sent. Synopses will be numbered consecutively by the purchasing office during the calendar year. New numerical series beginning with number one will start as of the first working day of January of each year. Double space between this line and the next line.

(3) The second line of the text of the message will state name and location of the purchasing office straight across the page, not to exceed 69 typewritten spaces. No abbreviations are to be used except for name of State. If more than one line is required for name and location of purchasing office, double space and continue on subsequent line or lines if necessary, double spacing between each line. The address may include an attention phrase directed to an official by name or title.

(4) Four spaces below the preceding li entry (name and address of purchasir office), indent 5 spaces. Using the Depar ment of Defense Procurement Coding Mar ual, Section I of Volume I, Commodities ar Services Reported on DD Form 350, seler code applicable to procurement action an insert as appropriate:

(1) "RDTE," for any procurement class fied under Part A;

(ii) The single letter code for procuremer actions classified under Part B (use "X" fc services which do not fall within the categor ies cited in Part B); or

(iii) The first two digits of the 4-digi code for procurement actions classified unde Part C of the Manual.

If more than one classification is applicabl to the procurement action, enter the cod accounting for the largest dollar volume o the procurement. Two hyphens will be in serted after the code followed by a descrip tion of the supplies or services being procure stated in narrative paragraph form, doubl spaced, with each line commencing flush with the left margin. The length of the lines i the description will not exceed 69 typewritter spaces. The description will be clear, concise, and with a minimum number of word but sufficient for understanding by interested parties. It will include, as appropriate commonly used names of supply items, basic materials from which fabricated, general size or dimensions, citations of specification or drawing numbers, or other data. If the material being procured is covered by one or more specifications requiring qualification testing and approval and such requirement has not been waived by competent authority. the notation “(QPL)" shall be inserted immediately following the specification number. The Federal stock number will also be included where one has been assigned. In the absence of a Federal stock number, the service stock number will be included where one has been assigned. However, where more than six items are listed in the synopsis, stock numbers will be listed only for the six items of highest value. No abbreviations will be used in describing supplies or services. although standard abbreviations may be used in listing the quantity purchase reference numbers, specifications and bid opening date. Punctuation symbols will be used as in normal correspondence. Fractions on typewriter keys will not be used but fractions may be expressed by (number)/(number) e.g., 11/16, 1/4, 1/2. The symbols # or @ or • may not be used since they are not used in teletypewriter operation.

(5) Following the complete description of the supplies or services which will end with a period, two hyphens will be used to set off the quantity to be procured. The quantity usually will be stated in numerals followed by the unit (abbreviations of units are permissible, e.g., lbs., ea., doz.). Whenever it is necessary to use "Indefinite Quantity," the description should include a state