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'laces of delivery should be stated specifically when there are not more than three destinaions. When delivery points are more nuaerous, they will be grouped, if practicable. o show the general geographic area, e.g., West Coast", "East Coast", or other apropriate regional description. Otherwise, he places of delivery will be stated as "Varius Destinations" or "Destination(s) to be urnished".

(7) The places of delivery will be followed y two hyphens before commencing with the nvitation for bids number or other purchase eference number, which may consist of leters, numerals, or abbreviations separated y hyphens or spaces. Invitation for bids umbers shall be identified and followed by he letter "B"; request for proposals and request for quotations numbers shall be folowed by the letter "Q." Purchase reference umbers should not be broken or appear on ne line carried over on the subsequent line, s the insertion of a hyphen for the carryver would change the reference number. (8) Two hyphens will be used following he invitation for bids number or purchase eference number to set off the bid opening tate or the advance notification date. The late should be stated in military style (date, nonth and year, e.g., 1 Aug 63). If the ynopsis is published prior to issuance of he invitation for bids or request for proosals or quotations, the synopsis shall inlude a statement to the effect that requests for such invitations, proposals or quotations hould be received not later than 10 days rom the date of publication of such synopsis n order to enable the purchasing office to nail such invitation for bids, request for roposals, or request for quotations directly o the inquirer at the time of issuance thereof.

(9) On the last page of each issue the Commerce Business Daily publishes footnote nformation identified as "notes" which applies to specific procurement situations and which is used in repetitive instances in cerMain synopses appearing in the publication. Some existing "notes" are similar to the eximples stated in paragraph (e) of this section. Where existing "notes" include exact wordage applicable to a given synopsis, purchasing offices may incorporate into the body of the letter or teletypewriter transmittal a reference "See Notes No.

on

the last page of this issue* * *", in lieu of typing out the specific text of the particular entry. Any reference in the transmittal to certain standard "boilerplate" notices in the Commerce Business Daily will be made by title, e.g., "Research and Development Sources Sought," when applicable. When the procurement situation of a given synopsis deviates from the standard "boilerplate"

language, appropriate emphasis should be made in the text of the transmitted synopses.

NOTE: The purpose of using "notes" is to reduce the costs of preparing, transmitting, and printing synopses. In order to promote cost reduction, contracting officers are urged to use references to "notes" in preparing synopses, when applicable. If an existing "note" does not cover a frequently recurring situation, contracting officers of each Department may request the Commerce Business Daily to establish a new "note." Requests shall be addressed to:

U.S. Department of Commerce, Commerce Business Daily, Post Office Box 5999, Chicago, Ill. 60680.

From time to time a list of currently existing "notes" will be published in a U.S. Department of Commerce Bulletin.

(c) In addition to the foregoing, where the proposed procurement is to be effected in accordance with a small business set-aside (see § 1.706 of this part) or labor surplus area set-aside (see § 1.804 of this part), the synopsis shall (1) where there is a 100 percent small business set-aside, state that "The proposed procurement (s) listed herein is (are) under 100 percent small business set-aside," or (2) where there is a partial small business or labor surplus area setaside, state that "An additional quantity of is being reserved for (insert "small business" or "labor surplus area" as appropirate) under a partial determination."

NOTE: To avoid confusion, separate messages should be sent covering proposed procurements which are under 100 percent small business set-aside so that they will be placed in the Department of Commerce's Notice to Small Firm Section.

(d) (1) Notices which invite the submission of information as to research and development capabilities in specific fields of interest shall be headed "Research and Development Sources Sought." This shall be followed by a statement similar to the following: "Firms having research and development capabilities in the field of . and whose facilities

(Be specific) and personnel include

(Describe in substantial detail minimum facilities and personnel required)

are invited to submit complete information to the purchasing office listed above. Information furnished should include the total number of employees and professional qualifications of scientists, engi

neers, and technical personnel; a description of general and special facilities; an outline of previous projects; a statement regarding industrial security clearance, if previously granted; and other available descriptive literature. This is not a request for a proposal."

(2) Notices of specific procurements of research and development projects may state that only those sources which have been technically evaluated will be requested to submit proposals. When it is intended to award a contract based on earlier unsolicited proposals for research and development work, the notice shall so state. The name of the proposed contractor shall be given and a brief description of the work proposed, provided that information submitted in confidence is not revealed. The notice may state that a contract is in progress of being awarded and therefore, other proposals cannot be considered for this procurement.

(e) Certain procurements involve demands on the contractor which may make it virtually impossible for concerns not having special capabilities or qualifications to compete realistically for the contract. So as to alert such concerns to the need for special capabilities or qualifications and thus permit them to avoid improvident expenditures for bid preparation and the like, procurements for which (1) it is impracticable to distribute plans, drawings or specifications, (2) adequate plans, drawings or specifications to describe requirements are not available, (3) security clearance is required, or (4) other circumstances exist which should be brought to the attention of prospective sources for consideration in order to clearly indicate those qualifying factors affecting the procurement, should be so identified in the synopsis. Appropriate notations for inclusion in the synopsis, such as set forth below, should be devised to meet the needs of specific situations.

(1) Availability of Specifications, Plans or Drawings:

It will be impracticable to distribute the applicable

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(Insert "specifications,” “plans,” “drawings” or other appropriate words) with the solicitation. This data may be examined or obtained at...-

(Be specific)

(2) Complete Data Not Available: Available specifications, plans, or drawings, relating to the procurement described below

do not fully provide all necessary manufacturing and construction details.

(3) Security Requirements:

Security clearance will be required of all bidders or offerors (or of the successful bidder or offeror).

(4) Availability of Background Research Report:

This procurement of basic research is a continuation of an effort conducted for the A research report

past

(Insert period) containing findings to date is not available to the Government.

(5) Production Requirements:

The production of the supplies listed requires a substantial initial investment or an extended period of preparation for manufacture.

(6) Standardization requirements: This procurement is for technical equipment. A determination has been made in accordance with 10 U.S.C. 2304 (a) (13) that standardization and interchangeability of parts are necessary in the public interest. Therefore, to achieve standardization, it is proposed that Requests for Proposals need be issued only to the following firms:

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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.

(g) Each reporting office will discuss the instructions contained in this section with its communications office so that the manner in which the message is to be transmitted is understood by the office preparing the message and the communications office.

[25 F.R. 14103, Dec. 31, 1960, as amended at 27 FR. 1692, Feb. 22, 1962; 27 F.R. 3445, Apr. 11, 1962; 29 F.R. 9748, July 21, 1964; 30 F.R. 6966, May 25, 1965; 30 F.R. 14888, Dec. 2, 1965; 31 F.R. 9852, July 21, 1966]

§ 1.1004 Disclosure of information prior to award.

(a) A high level of business security must be maintained in order to preserve the integrity of the procurement process. Occasionally, it is necessary to contact potential contractors and others outside

the Department of Defense to obtain information regarding wage rates, material costs, and the like, in order to prepare Government estimates in connection with proposed procurements; however, these estimates and other details regarding such proposed procurements shall not be publicized nor discussed with prospective contractors.

(b) Maximum information may be made available to the public except (1) advance information on proposed plans regarding procurements, which information would provide undue or discriminatory advantage to private or personal interests, (2) information which is received in confidence, (3) information To which requires protection in the public interest or (4) information as to referrals (for technical review, contracting authority, or other reasons) or recommendations made with respect thereto in connection with any given procurement. This policy applies to all Government personnel who participate directly or indirectly in any stage of the procurement cycle (see §§ 1.1006, 2.211, 3.507, 3.508, and 3.804 of this chapter). Information submitted by the bidder or offeror in confidence, and information which might jeopardize, the position of the Government or any prospective contractor shall not be released, except as I provided in §§ 1.1006 and 3.508 of this chapter. (See § 1.705-3 as to information to be released to the SBA, and § 1.1007 for procedures for publicizing long-range procurement estimates.)

[30 F.R. 6966, May 25, 1965, as amended at 30 F.R. 14077, Nov. 9, 1965]

§1.1005 Publicizing award information. [28 F.R. 12550, Nov. 23, 1963]

§ 1.1005-1 Synopsis of contract awards. (a) General. Awards of all unclassified contracts to be performed in whole or in part within the United States, exdceeding $25,000 in amount, shall be published in the Commerce Business Daily "Synopsis of U.S. Government Proposed Procurement, Sales and Contract Awards."

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U.S. Department of Commerce, Commerce Business Daily, Post Office Box 5999, Chicago, Ill., 60680.

(2) The synopsis of contract awards shall contain the following information: (i) The name and address of purchasing office;

(ii) The classification code applicable to the procurement action;

(iii) A clear and concise description of the supplies or services being procured, such description to be followed by the contract number and date and, in parentheses, by the applicable number of the invitation for bids or request for proposals;

(iv) The quantity of each item;

(v) The dollar amount of the award; (vi) The name and full address of the contractor;

(vii) For FOB destination procurement when total shipments from a point of origin to a point of destination will exceed 200,000 pounds and destinations are firm

(a) Origin point of shipment when different from subdivision (vi) of this subparagraph;

(b) CONUS destination of shipment (see § 1.1003–9(b)(6)); and

(c) Scheduled delivery period (beginning and ending dates); and

(viii) When requested by the prime contractor, a statement of the industries, crafts, processes, or component items in or for which subcontracts are available and subcontractors are desired, together with the general area, if any, indicated by the prime contractor, such as Southeast States, West Coast, New England.

[28 F.R. 1255, Nov. 23, 1963, as amended at 30 F.R. 14889, Dec. 2, 1965]

§ 1.1005-2 Other publication of award

information.

In addition to the Synopsis required above, contract awards may be the subject of press releases or other public announcements. When such press releases or public announcements are made, for procurements of $10,000 or more, they shall include the following information:

(a) For awards after formal advertising, state that the contract was awarded after competition by formal advertising and include the number of bids solicited and the number received, and state in general terms the basis for selection, e.g., the lowest responsible bidder.

records; and lists of tools, equipment, and facilities; written statements or commitments concerning financial assistance and subcontracting arrangements; and analyses of operational control procedures. Where it is considered necessary by the contracting officer to prevent practices prejudicial to fair and open competition or for other reasons, prospective contractors may be required to submit affidavits concerning their ability to meet any of the minimum standards set forth in § 1.903, and company ownership and control (see § 2.201 (a) (23)).

(c) Existing information within the Department of Defense-including records (e.g., § 4.215) on file and knowledge of personnel within the purchasing office making the procurement, other purchasing offices, related activities, contract administration offices, audit activities, and offices concerned with contract financing.

(d) Publications including credit ratings, trade and financial journals; business directories and registers.

(e) Other sources—including suppliers, subcontractors, and customers of the prospective contractor; banks and financial companies; commercial credit agencies; Government departments and agencies; purchasing and trade associations; better business bureaus and chambers of commerce.

§ 1.905-4 Pre-award surveys.

(a) General. A pre-award survey is an evaluation by a contract administration office of a prospective contractor's capability to perform under the terms of a proposed contract. Such evaluation shall be used by the contracting officer in determining the prospective contractor's responsibility. The evaluation may be accomplished by use of (1) data on hand, (2) data from another Government agency or commercial source, (3) an on-site inspection of plant and facilities to be used for performance on the proposed contract, or (4) any combination of the above. Pre-award surveys shall be conducted in accordance with Appendix K, Pre-Award Survey Procedures (§ 30.7 of this chapter).

(b) Circumstances under which performed. A pre-award survey shall be required when the information available to the purchasing office is not sufficient to enable the contracting officer to make a determination regarding the responsibility of a prospective contractor (but see

paragraph (c) of this section). The contracting officer shall request a pre-award survey on Pre-Award Survey of Prospective Contractor (DD Form 1524) (see F200.1524) in the detail commensurate with the dollar value and complexity of the procurement. In requesting a preaward survey, the contracting officer shall call to the attention of the contract administration office any factors which should receive special emphasis. The factors selected by the contracting officer shall be applicable to all firms responding to the solicitation and shall be considered in all pre-award surveys performed for the same solicitation. In the absence of specific instructions from the purchasing office, the scope of the pre-award survey shall be determined by the contract administration office conducting the survey.

(c) Workload and financial capacity. Regardless of the apparent sufficiency of information available to the purchasing office indicating responsibility with respect to the standards set forth in § 1.903-1 (a) and (b), in procurements which are significant either in dollar value or in the critical nature of the requirement, consideration shall be given to requesting the contract administration office to verify information regarding current workload and financial capacity. § 1.906 Subcontractor responsibility.

(a) To the extent that a prospective contractor proposes to perform the contract by subcontracting, determinations of prospective subcontractors' responsibility may be necessary in order to determine the responsibility of the prospective prime contractor. Determinations concerning prospective subcontractors' responsibility shall generally be a function performed by the prospective prime contractor. (But see § 1.603 (c) relating to subcontractors listed on the Joint Consolidated List of Debarred, Ineligible, and Suspended Contractors.) prospective prime contractor may be required to (1) indicate, in writing, the responsibility of proposed subcontractors, or (2) show evidence of an acceptable and effective purchasing and subcontracting system which encompasses a method for determining subcontractor capability.

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(b) Notwithstanding the general responsibility of a prospective contractor to demonstrate the responsibility of his prospective subcontractors, it may be in the Government's best interest to make

a direct determination of the responsibility of one or more prospective subcontractors prior to award of the prime contract. Examples of when this may be particularly suitable are the procurements of (1) medical items, (2) supplies or services which are so urgently needed that it is necessary for the Government to go beyond the normal process in determining contractor responsibility, and (3) supplies or services, a substantial portion of which will be subcontracted. The determination of responsibility of a proposed subcontractor by the Government Eshall be based on the same factors as are applicable in a determination of respon#sibility of a prospective prime contractor. § 1.907 Disclosure of pre-award data.

Data, including information obtained from a pre-award survey, accumulated for purposes of determining the responsibility of a prospective contractor shall df, not be released outside the Government and shall not be made available for inspection by individuals, firms, or trade organizations. Such data may be disclosed to, or summarized for, other elements within the Government on their E request, and shall be made available to Department of Defense procurement personnel upon request in accordance with § 1.905-1. Prior to making a determination of responsibility, such data may be discussed with the prospective contractor as determined necessary by the purchasing office. After an award, the findings of the pre-award survey may be discussed by the contracting officer with the company surveyed as provided in §§ 2.408 and 3.508 of this chapter, or if appropriate, by the head of the contract administration office or his cdesignee.

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§ 1.1002 Dissemination of information relating to invitations for bids and requests for proposals.

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

§ 1.1002-1 Availability of invitations for bids and requests for proposals at the contracting office.

A reasonable number of copies of invitations for bids and requests for proposals, which are required to be publicized in the Commerce Business Daily, including specifications and other pertinent information, shall be maintained at the contracting office. Upon request, prospective contractors not initially solicited may be mailed or otherwise provided copies of such invitations for bids or requests for proposals to the extent they are available. Where a solicitation for proposals has been limited as a result of a determination that only a specified firm or firms possess the capability to meet the requirements of a procurement, requests for proposals shall be mailed or otherwise provided upon request to firms not solicited, but only after advice has been given to the firm making the request as to the reasons for the limited solicitation and the unlikelihood of any other firm being able to qualify for a contract award under the circumstances; but see § 4.205-2 of this chapter. In addition, to the extent that invitations for bids or requests for proposals are available, they shall be provided on a "first come-first served" basis, for pick up at the contracting office, to publishers, trade associations, procurement information services, and other members of the public having a legitimate interest therein; otherwise, the contracting office may limit the availability of such information to perusal at the contracting office (for construction, see § 18.205(c) of this chapter). In determining the "reasonable number" of copies to be maintained, the contracting officer shall consider, among other things, the extent of initial solicitation, reproduction costs, the nature of the procurement, whether access to classified matter is involved, the anticipated requests for copies based upon responses to synopses and other means of publication in previous similar situations, and the fact that publishers and others who disseminate information regarding proposed procurements normally do not require voluminous specifications or drawings. With regard to classified procurements, the foregoing instructions apply to the extent consistent

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